HomeMy WebLinkAboutProfessional Service Agreement with Accela for City Wide Planning, Permitting, Licensing and CodeAGREEMENT FOR PROFESSIONAL SERVICES
FOR
IMPLEMENTATION AND CONFIGURATION OF A CITY WIDE
PLANNING, PERMITTING, LICENSING AND CODE
ENFORCEMENT SYSTEM
Project No. 10174
THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 28th day of
September, 2010, and entered into by and between the City of Meridian, a municipal
corporation organized under the laws of the State of Idaho, hereinafter referred to as
"City", 33 East Broadway Avenue, Meridian, Idaho 83642, and Accela, Inc., hereinafter
referred to as "Consultant", whose business address is 2633 Camino Ramon, Suite
120, Bishop Ranch 3, San Ramon, CA 94583.
INTRODUCTION
Whereas, the City has a need for services involving a _City Wide Planning,
Permitting, Licensing and Code Enforcement System; and
WHEREAS, the Consultant is specially trained, experienced and
competent to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:
DEFINITIONS
Review: Meridian employees officially inspect or examine.
Test: The process of operating a system or system component,
observing and evaluating the results.
Acceptance: To formally receive and agree to the condition of an item or
deliverable.
TERMS AND CONDITIONS
1. Scope of Work:
1.1 CONSULTANT shall perform and furnish to the City upon execution of
this Agreement and receipt of the City's written notice to proceed, all services
for the implementation and configuration of software and associated licenses,
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maintenance, and shall comply in all respects with the Scope of Work
attached hereto as Exhibits A -D and incorporated herein by this reference,
together with any amendments that may be agreed to in writing by the
parties.
1.2 All documents, drawings, data and written work product prepared or
produced by the Consultant under this Agreement, including without limitation
electronic data files, interfaces are the property of the Consultant; provided ,
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work, or any part thereof, as provided in the Accela License Agreement
executed contemporaneously herewith, and further provided that as to any
Deliverables identified as Business Analysis Reports and interfaces, the City
reserves a royalty -free, non-exclusive, and irrevocable license to reproduce,
publish and use such work, or any part thereof, and to authorize others to do
so.
1.3 Consultant shall provide services and work under this Agreement
consistent with the requirements and standards established by applicable
federal, state and city laws, ordinances, regulations and resolutions. The
Consultant represents and warrants that it will perform it's work in
accordance with generally accepted industry standards and practices for the
profession or professions that are used in performance of this Agreement
and that are in effect at the time of performance of this Agreement.
1.4 Services and work provide by the Consultant at the City's request
under this Agreement will be performed in a timely manner in accordance
with the Project Schedule attached hereto as Exhibit C. The Project
Schedule and Scope of Work may be revised from time to time upon mutual
written consent of the parties.
2. Consideration
2.1 The Consultant shall be compensated for license, maintenance, and
service deliverables as specified in their respective Payment Schedules
therefor, attached hereto as (Exhibit F) and upon actual delivery of each
deliverable enumerated therein.
2.2 Consultant shall provide City with a true and correct monthly invoice
per Exhibit F hereto, which the City will pay within thirty (30) days of receipt
and approval by City. City shall not withhold any Federal or State income
taxes or Social Security tax from any payment made by City to Consultant
pursuant to this Agreement. Payment of all taxes and other assessments on
such sums shall be the sole responsibility of Consultant. In lieu of a
performance bond, the City shall withhold thirty-five percent (35%) of each
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invoice for services until the entire project is complete and City has accepted
all deliverables in writing.
2.3 Except as expressly provided in this Agreement, Consultant shall not
be entitled to receive from the City any additional consideration,
compensation, salary, wages, or other type of remuneration for services
rendered under this Agreement., including , but not limited to, meals, lodging,
transportation, drawings, renderings or mockups. Specifically, Consultant
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overtime, health insurance benefits, retirement benefits, paid holidays or
other paid leaves of absence of any type or kind whatsoever.
2.4 John Ice shall be, and hereby is, designated by City as an individual
whose personal services are an integral part of this agreement. It is
anticipated by the parties that Ice will personally perform approximately forty
percent (40%) of the consulting hours associated with the deliverables
enumerated and/or described herein. If, in the City's reasonable opinion,
John Ice's participation is materially below said level for a significant portion
of the project or, the project's progress is jeopardized by a lack of Ice's
personal involvement, the parties' respective project managers and/or
executive -level services personnel will meet within five (5) business days of
the City's request to determine a mutually -agreeable course of action to
remedy such performance shortfalls.
3. Time of Performance: This Agreement shall become effective upon
execution by both parties. The Professional Services Agreement shall expire
upon completion of the agreed upon services, or June 30, 2011, whichever
comes first, unless sooner terminated as provided below or unless some
other method or time of termination is listed in Exhibits A -F. The License
Agreement executed contemporaneously herewith shall be perpetual and
shall continue in full force and effect unless earlier terminated as provided
therein. The Maintenance Agreement executed contemporaneously herewith
shall expire five (5) years from the effective date of that agreement.
4. Independent Contractor:
4.1 In all matters pertaining to this agreement, Consultant shall be acting as
an independent contractor, and neither Consultant nor any officer, employee
or agent of Consultant will be deemed an employee of City. Except as
expressly provided in Exhibits A -F, Consultant shall have no authority or
responsibility to exercise any rights or power vested in the City. The
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selection and designation of the personnel of the City in the performance of
this agreement shall be made solely by the City.
4.2 Consultant shall determine the method, details and means of performing
the work and services to be provided by Consultant under this Agreement.
Consultant shall be responsible to City only for the requirements and results
specified in this Agreement and, except as expressly provided in this
Agreement, shall not be subjected to City's control with respect to the
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5. Indemnification and Insurance: Consultant shall indemnify and save and
hold harmless City from and for any and all losses, claims, actions,
judgments for damages, or injury to persons or property and losses and
expenses and other costs including litigation costs and attorney's fees,
arising out of, resulting from, or in connection with the performance of this
Agreement by the Consultant, its servants, agents, officers, employees,
guests, and business invitees, and not caused by or arising out of the
tortuous conduct of City or its employees. Consultant shall maintain, and
specifically agrees that it will maintain, throughout the term of this
Agreement, liability insurance, in the minimum amounts as follow: General
Liability One Million Dollars ($1,000,000) per incident or occurrence,
Professional Liability / Professional errors and omissions One Million Dollars
($1,000,000) aggregate, Automobile Liability Insurance One Million Dollars
($1,000,000) per incident or occurrence and Workers' Compensation
Insurance , in the statutory limits as required by law. The City shall be
named an additional insured on Consultant's Commercial General Liability
Policy.
The limits of insurance specified herein shall not be deemed a limitation of
the covenants to indemnify and save and hold harmless City; and if City
becomes liable for an amount in excess of the insurance limits, herein
provided, Consultant covenants and agrees to indemnify and save and hold
harmless City from and for all such losses, claims, actions, or judgments for
damages or injury to persons or property and other costs, including litigation
costs and attorneys' fees, arising out of, resulting from, or in connection with
the performance of this Agreement by the Consultant or Consultant's officers,
employs, agents, representatives or subcontractors and resulting in or
attributable to personal injury, death, or damage or destruction to tangible or
intangible property, including use of. Consultant shall provide City with a
Certificate of Insurance, or other proof of insurance evidencing Consultant's
compliance with the requirements of this paragraph and file such proof of
insurance with the City at least ten (10) days prior to the date Consultant
begins performance of it's obligations under this Agreement. In the event the
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insurance minimums are changed, Consultant shall immediately submit proof
of compliance with the changed limits. Evidence of all insurance shall be
submitted to the City Purchasing Agent with a copy to Meridian City
Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642.
6. Notices: Any and all notices required to be given by either of the parties
hereto, unless otherwise stated in this agreement, shall be in writing and be
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return receipt requested, addressed as follows:
City of Meridian
Purchasing Agent
33 E. Broadway Avenue
Meridian, Idaho 83642
Accela, Inc.
Attn: Contract Administration
2633 Camino Ramone, Ste. 120
Bishop Ranch 3
San Ramon, CA 94583
Ph. (925) 659-3201
Either party may change it's address for the purpose of this section by giving
written notice of such change to the other in the manner herein provided.
Attorney Fees: Should any litigation be commenced between the parties
hereto concerning this Agreement, the prevailing party shall be entitled, in
addition to any other relief as may be granted, to court costs and reasonable
attorneys' fees as determined by a court of competent jurisdiction. This
provision shall be deemed to be a separate contract between the parties and
shall survive any default, termination or forfeiture of this Agreement.
Time is of the Essence: The parties hereto acknowledge and agree that
time is strictly of the essence with respect to each and every term, condition
and provision hereof, and that the failure to timely perform any of the
obligations hereunder shall constitute a breach of, and a default under, this
Agreement by the party so failing to perform.
9. Assignment: It is expressly agreed and understood by the parties hereto,
that Consultant shall not have the right to assign, transfer, hypothecate or sell
any of its rights under this Agreement except upon the prior written notice to
City.
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10. Discrimination Prohibited: In performing the Services required herein,
Consultant shall not unlawfully discriminate in violation of any federal, state
or local law, or regulation against any person on the basis of race, color,
religion, sex, national origin or ancestry, age or disability.
11. Reports and Information:
11.1 At such times and in such forms as the City may require, there shall be
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as the City may request pertaining to matters covered by this Agreement and
shall be made available to the City within two (2) business days (not to
exceed 48 hours) of request by City.
11.2 Consultant shall maintain all writings, documents and records prepared
or compiled in connection with the performance of this Agreement for a
minimum of five (5) years from the termination or completion of this or
Agreement. This includes any handwriting, typewriting, printing, photo static,
photographic and every other means of recording upon any tangible thing,
any form of communication or representation including letters, words,
pictures, sounds or symbols or any combination thereof.
12. Audits and Inspections: At any time during normal business hours, as
often as the City may deem necessary and within two (2) business days (not
to exceed 48 hours) of request, there shall be made available to the City for
examination all of Consultant's records with respect to all matters covered by
this Agreement. Consultant shall permit the City to audit, examine, and make
excerpts or transcripts from such records, and to make audits of all contracts,
invoices, materials, payment records, records of personnel, conditions of
employment and other data relating to all matters covered by this Agreement
per the Public Records Act.
13. Compliance with Laws: In performing the scope of services required
hereunder, Consultant shall comply with all applicable laws, ordinances, and
codes of Federal, State, and local governments.
14. Changes: The City may, from time to time, request changes in the Scope of
Work to be performed hereunder. Such changes, including any increase or
decrease in the amount of Consultant's compensation, which are mutually
agreed upon by and between the City and Consultant, shall be incorporated
in written amendments to this Agreement.
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15. Termination:
15.1 If, through any cause, Consultant, its officers, employees, or agents
fails to fulfill in a timely and proper manner its obligations under this
Agreement, violates any of the covenants, agreements, or stipulations of this
Agreement, falsifies any record or document required to be prepared under
this agreement, engages in fraud, dishonesty, or any other act of misconduct
in the performance of this agreement, declares or is declared by a court of
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business without prior written notification to City, or if the City Council
determines that termination of this Agreement is in the best interest of City,
the City shall thereupon have the right to terminate this Agreement by giving
written notice to Consultant of such termination and specifying the effective
date thereof at least thirty (30) days before the effective date of such
termination. Consultant may terminate this agreement at any time by giving
at least thirty (30) days notice to City.
In the event of termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by Consultant under this Agreement
shall, at the option of the City, become its property, and Consultant shall be
entitled to receivejust and equitable compensation for any work satisfactorily
complete hereunder.
Notwithstanding the above, Consultant shall not be relieved of liability to the
City for damages sustained by the City by virtue of any breach of this
Agreement by Consultant, and the City may withhold any payments to
Consultant for the purposes of set-off until such time as the exact amount of
damages due the City from Consultant is determined. This provision shall
survive the termination of this agreement and shall not relieve Consultant of
its liability to the City for damages.
15.2 If Consultant fails to perform under this Agreement, City shall issue a
written Cure Notice giving Consultant ten (10) calendar days to provide City
with Consultant's plan for the cure and a schedule acceptable to the City.
Consultant's failure to provide an acceptable plan for cure within fifteen (15)
days from the date of mailing of the written Cure Notice shall constitute
grounds for termination of this Agreement.
16. Construction and Severability: If any part of this Agreement is held to be
invalid or unenforceable, such holding will not affect the validity or
enforceability of any other part of this Agreement so long as the remainder of
the Agreement is reasonably capable of completion.
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17. Non -Waiver of Breach: A waiver of any breach of any of the provisions of
this Agreement shall not be construed as a continuing waiver of any other
breaches of the same or other provisions hereof.
18. Order of Precedence: All exhibits to this Agreement are incorporated by
reference and made a part hereof as if set forth in their entirety herein. In the
event of a conflict in terms and/or conditions the order or precedence shall be
the following:
• Professional Services for Implementation and Configuration
of a City Wide Planning, Permitting Licensing, And Code
Enforcement System
• Exhibit F Payment Schedule
• Exhibit A COM RFP Scope of Work
• Exhibit B Accela's response to RFP dated May 21, 2010
• Exhibit C Project Schedule
• Exhibit D Outline of Scope of Work
• Exhibit E COM Travel Policy
Items specifically identified as incapable in Accela's response to the City of
Meridian RFP Scope of Work shall be excluded from this Agreement unless
specified as a deliverable in Exhibits A -D.
The Licensing Agreement and Maintenance Agreement executed
contemporaneously herewith shall be deemed to be separate contracts
between the parties and shall survive any default, termination or forfeiture of
this Agreement
19. Source Code Escrow Account: City is entitled to receive the software
compiled (object) code and is licensed to use any date code produced
through implementation and/or normal operation of the software; City shall
not be entitled to receive the source code for the software except pursuant to
an Intellectual Property Escrow Agreement which may be executed
separately by the parties.
20. Advice of Attorney: Each party warrants and represents that in executing
this Agreement. It has received independent legal advice from it's attorney's
or the opportunity to seek such advice.
21. Entire Agreement: This Agreement contains the entire agreement of the
parties and supersedes any and all other agreements or understandings, oral
of written, whether previous to the execution hereof or contemporaneous
herewith.
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22. Applicable Law: This Agreement shall be governed by and construed and
enforced in accordance with the laws of the State of Idaho, and the
ordinances of the City of Meridian. Venue shall be in the courts of Ada
County, Idaho.
23. Approval Required: This Agreement shall not become effective or binding
until approved by the City Council of the City of Meridian.
CITY OF MERIDIAN
BY:
TAMMY de WE D, MAYOR
Dated:
Approved by City Council: 9�/0
OLMAN, CITY C
ACCELA, INC.
By: w 1. A , '� v
(N �r� AsL 6W.StT.e.
Please Print Name & Title
Dated: z3 5ePTg—=-A4,?t*2 Uto,
o\\�y Ol�RME
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SEAL
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Approved as to Content 90qT 1s� �
COUNTY �.
BY:
"B
Keith Watts, Purchasing Manager
Dated: 9
Approved as to Form
CITY ATTORNEY
Terry7aternoster,IT Manager
Dated:
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mnm-TF
COM RFP SCOPE OF WORK
SPECIFICATIONS / SCOPE
The City of Meridian is seeking to implement an integrated Planning, Permitting, Licensing,
and Code Enforcement system and is issuing this Request for Proposal (RFP) to outline
their requirements and to offer interested vendors an opportunity to respond.
The City of Meridian seeks a single solution to simplify workflow management, reduce
costs, improve customer service and support, and to enhance business process reliability
and scalability. Requirements for the solution are outlined in this RFP. Key vendors,
systems integrators, and resellers interested in responding to this RFP are required to
submit a proposal for a solution, which satisfies all requirements of the RFP. Incomplete
responses, or responses satisfying only a portion of the requirements of the RFP, may be
rejected.
The City's is requesting proposals for the planning, design, supply and configuration of a
solution that is both scalable, and can handle unlimited permit/plan/license requests on a
continual basis without performance degradation. The system must have a single
management interface (managed centrally) and be capable of replicating changes from
remote locations.
This RFP includes the technical specifications necessary to satisfy the City of Meridian's
requirement for end-to-end software and services necessary to implement a
comprehensive Planning, Permitting, Licensing, and Code Enforcement system. This
system will replace and unify several disparate systems that do not currently meet the
City's needs.
The City of Meridian will evaluate responses on their perception of vendor's strength in
multiple criteria:
• Satisfying technical specifications outlined in the RFP, including
o Implementation Approach and Work Plan
o Management Plan and Timetable
o Project Team Qualifications and Experience
• Company demographics, including
o Quantity of installs of proposed product line
o Length of time in industry
o Financial strength
o Reputation of product line
o Demonstrated experience conducting similar work (MUST include version installed)
o Knowledge of government operations
• References and Litigation Information (MUST include version of system installed)
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TCO (Total cost of ownership) for proposed solution
Scalability of proposed solution
Presentation quality of proposal
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ENTERPRISE OVERVIEW
On final switchover, we expect the need for 100 users.
The majority of users will be at the City Hall site requiring access and other user related
features. The remaining users will be mobile users in code enforcement and inspection
capacities.
• Users are general users, managers, and executives, with a mixture of static and mobile
risers.
• In general, mobile users will be those who do not have dedicated desks allocated to
them, and they will use a form of non -assigned seating or hot -desk facility.
• All users at the City Hall site will have access to services including telephone, voice
mail, e-mail, and Internet.
1.0 Existing Systems
1.1 The City currently uses PTWin32 by Black Bear Systems within its Building
Services division to automate permitting.
1.2 Asset Management is handled within the City's Hansen 8.2 Asset
Management package from Infor Global Solutions.
1.3 Cash management is processed within the City's Sage MIP Fund Accounting
package from Sage North America with no automated links to PTWin32 or
Hansen 8.2.
1.4 The City has a rudimentary web -based customer service system that is not
integrated with PTWin32. This system allows customers to monitor the
status of Planning Applications and comments from the City's website.
1.5 The City also utilizes a variety of disparate systems to track physical assets.
These systems consist of custom Microsoft Access applications created by
City staff.
2.0 Technical Environment
2.1 The City has eleven facilities that utilize desktop computers and exploits a
mixed media WAN with a minimum link speed of 10Mbs.
2.2 The City hosts its own web presence across a 25Mbs synchronous internet
connection.
2.3 The City wants a self -hosted solution.
2.4 All desktop computers are running Windows XP or 7. Servers are
predominately a mix of Windows Server 2003 and Windows Server 2008.
2.5 The City's preferred RDBMS platform is Microsoft SQL Server 2005/2008.
2.6 GIS infrastructure is based upon the ESRI suite of products. Licenses for
ArcGIS Server and ArcView / ArcEditor / Arclnfo are currently owned.
The following is a list of features the City MIS Committee has determined to be important to
the City. Please explain in detail how your system accomplishes the following:
3.0 Project Requirements
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3.1 Features
3.1.1 The system will be a modern, well -supported package in wide use by
other organizations.
3.1.1.1 Identify technologies utilized including components,
packages, and services.
3.1.1.1.1 Object -relational Mapping (ORM):
3.1.1.1.2 Internet / Web Server:
3.1.1.1.3 Presentation Layer:
3 1 1 1 A Ri minacc I nvar
3.1.1.2 Provide repeatable response and render times for all user
screens:
3.1.1.2.1 100 records of eight (8) text fields each:
3.1.1.2.2 1000 records of eight (8) text fields each:
3.1.1.2.3 10000 records of eight (8) text fields each:
3.1.1.3 Identify ability to operate in a VMware ESX environment.
3.1.2 The system will have a customizable dashboard function for
management staff that easily and clearly exposes key performance
indicators as defined by City Staff. The dashboard will allow drill -
down inquiry into the underlying data.
3.1.2.1 Identify and provide sample pre -configured dashboard
functionality. Additionally, support the ability to produce the
disbursed information as formal reports.
3.1.2.1.1 Revenues outstanding:
3.1.2.1.2 Revenues collected:
3.1.2.1.3 Plan applications:
3.1.2.1.4 Plan approvals:
3.1.2.1.5 Planning personnel workload:
3.1.2.1.6 Permit applications:
3.1.2.1.7 Permit approvals:
3.1.2.1.8 Permit time tracking:
3.1.2.1.9 Permit Technician workload:
3.1.2.1.10 License applications:
3.1.2.1.11 License approvals:
3.1.2.1.12City Clerk workload:
3.1.2.1.13Code Enforcement cases outstanding:
3.1.2.1.14 Closed Code Enforcement cases:
3.1.2.1.15Code Enforcement Officer workload:
3.1.3 The system will contain a robust, customizable reporting capability
with many pre -configured reports.
3.1.3.1 Identify and provide example pre -configured reports. Each
report should have an annual, fiscal year, quarterly and
monthly version.
3.1.3.1.1 Revenues outstanding:
3.1.3.1.2 Revenues collected:
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3.1.3.1.3 Plan applications:
3.1.3.1.4 Plan approvals:
3.1.3.1.5 Planning personnel workload:
3.1.3.1.6 Permit applications:
3.1.3.1.7 Permit approvals:
3.1.3.1.8 Permit time tracking:
3.1.3.1.9 Permit Technician workload:
3.1.3.1.10 License applications:
1 1 3 1 111 ironep nnnmuniq:
3.1.3.1.12City Clerk workload:
3.1.3.1.13Code Enforcement cases outstanding:
3.1.3.1.14CIosed Code Enforcement cases:
3.1.3.1.15Code Enforcement Officer workload:
3.1.4 The system will allow attachment of documents of any file format to
items within the system.
3.1.4.1 Explain method of attaching files.
3.1.4.1.1 Database element:
3.1.4.1.2 File system element:
3.1.4.2 Explain method of viewing files.
3.1.4.2.1 Portable Document Format (PDF):
3.1.4.2.2 Drawing (DWG):
3.1.4.2.3 Visio (VSD):
3.1.4.2.4 Joint Photography Experts Group (JPEG):
3.1.4.2.5 Power Point (PPT):
3.1.4.2.6 Other (specify):
3.1.4.3 Explain method of `mark-up' for attached files.
3.1.4.3.1 Change tracking:
3.1.4.3.2 Authoring:
3.1.5 The system will provide a "global" search capability that will allow
queries against any complete or partial information.
3.1.5.1 Explain method of performing search.
3.1.5.1.1 Soundex:
3.1.5.1.2 "Contains" clause:
3.1.5.1.3 Proprietary:
3.1.5.2 Explain limitations of ability to search all records.
3.1.5.2.1 Partial text:
3.1.5.2.2 Incorrect text:
3.1.5.2.3 Partial numeric:
3.1.5.2.4 Incorrect numeric:
3.1.6 The system will be stable and "bug" free.
3.1.6.1 Explain method of updating application when modifications
occur.
3.1.6.1.1 "Bug" correction:
3.1.6.1.2 Functionality modification:
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3.1.6.2 Explain upgrade path, including additional fees for
professional services not included in maintenance
agreement.
3.1.6.2.1 Partial or incremental version:
3.1.6.2.2 Full version:
3.1.6.3 How often are updates available:
3.1.6.3.1 Monthly:
3.1.6.3.2 Quarterly:
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3.1.7 The system will provide comprehensive, context sensitive help
screens throughout the entire application.
3.1.7.1 Explain method of updating help documentation when
modifications occur.
3.1.7.1.1 "Bug” correction:
3.1.7.1.2 Functionality modification:
3.1.7.2 How often are updates available?
3.1.7.2.1 Monthly:
3.1.7.2.2 Quarterly:
3.1.7.2.3 Annually:
3.1.7.3 Explain method of 'help' retrieval.
3.1.7.3.1 Screen:
3.1.7.3.2 Help documentation search:
3.2 Security
3.2.1 The system will provide application security from malicious attacks
both internal and external.
3.2.1.1 Identify method of intrusion protection.
3.2.1.1.1 Spyware:
3.2.1.1.2 SQL Injection:
3.2.1.1.3 Other malware:
3.2.1.2 Identify method of password protection.
3.2.1.2.1 Encryption:
3.2.1.2.2 Masking:
3.2.2 The system will provide data security from malicious or accidental
access or corruption.
3.2.2.1 Identify method of protection.
3.2.2.1.1 Internal:
3.2.2.1.2 External:
3.2.2.2 Identify method of recovery.
3.2.3 Does your system provide single -sign -on for all applications and
provide LDAP integration.
3.2.3.1 Identify method of application access management.
3.2.3.1.1 Multiple instances for individual users:
3.2.3.1.2 Multiple users with varying privileges:
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Licensing, And Code Enforcement System Project 10-10174
3.2.4 The system will not be granted Administrative privileges to the
Database Service, Server, or Network.
3.2.4.1 Identify method of transaction completion.
3.2.4.1.1 Connection:
3.2.4.1.2 Transaction:
3.2.4.1.3 Error correction:
3.3 Application Access
3.3.1 The system will provide the ability to assign user access by discipline
and level (ro!e based).
3.3.1.1 Identify maximum hierarchical levels.
3.3.1.1.1 Logical
3.3.1.1.2 Physical:
3.3.2 The system will provide task assignment by role.
3.3.2.1 Identify maximum tasks by role.
3.3.2.1.1 Logical:
3.3.2.1.2 Physical:
3.4 Integration
3.4.1 The system will contain data imported from the existing systems.
Imported data should be contained in the live system alongside new
data. Application will utilize all system data — new and imported.
3.4.1.1 Identify method of integrating data.
3.4.1.1.1 Scheduled updates:
3.4.1.1.2 As needed updates:
3.4.1.2 Identify method of reconciling other data.
3.4.1.2.1 Scheduled reconciliation:
3.4.1.2.2 As needed reconciliation:
3.4.2 The system will tightly integrate with GIS datasets to initially include
parcel, tax, zoning, address, street, and water meter layers.
3.4.2.1 Identify and provide example of data structure.
3.4.2.1.1 Single parcel, multiple buildings:
3.4.2.1.2 Single building, multiple floors:
3.4.2.1.3 Spatial data component:
3.4.3 The system will interface with the City's MIP Fund Accounting
package. This interface will minimally consist of an export of general
ledger information in regards to revenue collection for consumption by
the Sage MIP Fund Accounting package.
3.4.3.1 Identify method of interface.
3.4.3.1.1 Periodicity:
3.4.3.1.2 Procedure:
3.4.4 The system will integrate with the current e-mail service (Microsoft
Exchange) to support automated notifications and assignments.
3.4.4.1 Identify method of integration.
3.4.4.1.1 Tasks:
3.4.4.1.2 Meeting requests:
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Licensing, And Code Enforcement System Project 10-10174
3.4.4.1.3 Notifications:
3.4.5 The system will integrate with the Global Positioning System (GPS) to
support geographic data.
3.4.5.1 Identify method of integration.
3.4.5.1.1 Attachment of location data:
3.4.5.1.2 Timestamp synchronization:
3.4.5.1.3 Spatial data component:
3.4.6 The system architecture will conform to industry best practices for
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3.4.6.1 Identify and provide sample of proposed data system
architecture.
3.4.6.1.1 Cascading updates/deletes:
3.4.6.1.2 Referential integrity:
3.4.6.1.3 Indexing strategy:
3.4.7 The system architecture will contain audit functionality to track all data
modifications by date/time, user, and data modified.
3.4.7.1 Identify method of auditing modified data.
3.4.7.1.1 Created:
3.4.7.1.2 Viewed:
3.4.7.1.3 Updated:
3.4.7.1.4 Removed:
3.5 Workflow
3.5.1 The system will default to using best practices but allow flexibility to
conform to existing and future City business processes where
necessary.
3.5.1.1 Identify best practice examples.
3.5.1.1.1 Planning:
3.5.1.1.2 Permitting:
3.5.1.1.3 Code Enforcement:
3.5.1.1.4 Licensing:
3.5.2 The system will automate the City's community development life cycle
from planning through permitting / construction into ongoing
community maintenance. The system will maintain these parent-child
relationships at all stages of the life cycle. These relationships will
allow special conditions to flow downward through the hierarchy.
3.5.2.1 Identify method of supporting changes.
3.5.2.1.1 Street name alteration:
3.5.2.1.2 Zoning alteration:
3.5.2.1.3 Parcel alteration:
3.5.3 The system will incorporate robust workflow to track the status of
projects and applications. This will allow staff and end users to view
the status and required remaining steps for any given item. Persons /
roles assigned tasks as part of the workflow process should be
notified automatically.
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3.6 Internet
3.6.1 The system will allow users to create an account.
3.6.1.1 Identify the method of user data validation.
3.6.1.1.1 Contractor:
3.6.1.1.2 Developer:
3.6.1.1.3 Citizen:
3.6.1.1.4 City Employee:
3.6.2 The system will allow users to submit and track service requests via
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U1C Internet.
3.6.2.1 Identify the method of submission.
3.6.2.1.1 Anonymous user:
3.6.2.1.2 Registered user:
3.6.3 The system will provide the ability to identify field assets.
3.6.3.1 Identify the method of identification.
3.6.3.1.1 Pick an asset off of a map:
3.6.3.1.2 Look up an asset from an address:
3.6.4 The system will allow for web -based system inquiry by internet users.
End users will be able to lookup the status of ongoing development
project, permitting and licensing activities. End users will also be able
to subscribe to receive updates about ongoing projects.
3.6.5 The system will allow web -based application submissions by internet
users minimally for projects, permits, and licenses. Where possible
fees should be calculated and end users notified.
3.7 Mobile Workforce
3.7.1 The system will support a mobile workforce in the field comprised of
plan inspectors, permit inspectors, and code enforcement officials.
The City prefers a direct connect method to caching.
3.7.1.1 Identify method of performing live inquiries.
3.7.1.1.1 Caching:
3.7.1.1.2 Searching data:
3.7.1.1.3 Researching historical information:
3.7.1.2 Identify method of updating information.
3.7.1.2.1 Caching:
3.7.1.2.2 Service calls:
3.7.1.2.3 Inspections:
3.7.1.2.4 Spatial data and attributes:
3.7.2 The City utilizes diverse mobile hardware with screen sizes ranging
from five (5) inches diagonally measured to fifteen (15) inches.
3.7.2.1 Identify minimum hardware specifications.
3.7.2.1.1 Hardware system volatile memory:
3.7.2.1.2 Hardware system processor:
3.7.2.1.3 Hardware system non-volatile memory:
3.7.2.2 Identify application limitations.
3.7.2.2.1 Display resolution:
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3.7.2.2.2 Communications:
3.7.2.2.3 Input methods:
4.0 Optional Project Components
The City is interested in additional services and/or system components. Vendors
may elect to respond to the following areas for the City's consideration. Responses
to these options should clearly state the extent of the vendor's services to be
provided, if any. This should include any additional training required, additional on-
site visits, additional configuration, etc.
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accepting and tracking payments or the ability to hand off cashiering tasks to
other COTS products.
4.2 The City is interested in exploring best practices and capabilities that assist
with a digital plan review process. Redlining and versioning are both minimal
desirable elements of this component. The City currently has a paper-based
plan review process.
5.0 Planning and Design Services
5.1 List and describe the services provided for planning and design.
5.1.1 Include such details as critical success factors, methodology, typical
project phases and services included in each phase, quality and skill
sets of the implementation team, and acceptance testing.
5.1.2 This section will clearly describe how such services will be delivered
and by whom. The vendor will address the following specific areas:
5.1.2.1 Methodologies and standards employed.
5.1.2.2 Means for capturing, and validating, all key features /
functionality and system -level requirements.
5.1.2.3 Whether you use a multi -phase approach. If yes, please
distinguish between them, specifically explaining how a
detailed design provides greater value.
5.2 Implementation Services
5.2.1 Vendors will describe implementation scenarios. Include details for
variations of City provided resources, timelines, work plans, and
deliverables.
5.2.1.1 Primary scenario:
5.2.1.2 Secondary scenario:
5.2.1.3 Tertiary scenario:
5.2.2 Vendors will list and describe the services available for
implementation and how these are delivered and if they are included
as a benefit to the overall solution. Include such details as critical
service factors, methodology, pre -installation preparation, and
configuration support services.
5.3 Maintenance Services
5.3.1 Vendors should provide information on the software, hardware, and
system level support services offered, including:
5.3.1.1 Help desk
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5.3.1.2 Response times
5.3.1.3 Priority assessment
5.3.1.4 Software support
5.3.1.5 On-site and remote support
5.3.1.6 Online services self-help diagnostics
5.3.1.7 Tools and language support
5.3.1.8 Levels of support
5.3.1.9 Quality assurance
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5.3.1.11 End of Life / End of Support
5.4 Project Management
5.4.1 Vendors should explain how they will manage the transition and
handover during each phase of a system implementation and how
they will manage activities throughout the life cycle of the project.
5.4.1.1 Project Team Qualification.
5.4.1.1.1 Project Manager:
5.4.1.1.2 Project Manager Alternate:
5.4.1.1.3 Project Lead:
5.4.1.1.4 Project Lead Alternate:
5.4.1.1.5 Subcontractor(s) if specified:
5.4.1.2 Project Team Functional Discipline.
5.4.1.2.1 Project Manager:
5.4.1.2.2 Project Manager Alternate:
5.4.1.2.3 Project Lead:
5.4.1.2.4 Project Lead Alternate:
5.4.1.2.5 Subcontractor(s) if specified:
5.4.1.3 Project Team Responsibilities.
5.4.1.3.1 Project Manager:
5.4.1.3.2 Project Manager Alternate:
5.4.1.3.3 Project Lead:
5.4.1.3.4 Project Lead Alternate:
5.4.1.3.5 Subcontractor(s) if specified:
5.4.1.4 Project Team Qualifications.
5.4.1.4.1 Each proposed team member:
5.4.1.4.2 Subcontractor(s) if specified:
• Personnel named in the proposal shall remain assigned to the project
throughout the period of the contract. No diversion or replacement may
be made without submission of a resume of the proposed replacement
with the final approval of the City.
6.0 Cost Savings / Financial Benefits
The City of Meridian understands that an enterprise wide Planning, Permitting,
Licensing, and Code Enforcement System can bring significant business benefits to
the operational functions within the organization. The objective of this section is to
allow the organization to assess what, if any, financial benefits can be derived from
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Licensing, And Code Enforcement System Project 10-10174
your solution.
6.1 Terms and Conditions: The vendor shall include a copy of its standard terms
and conditions as part of the system proposal.
6.2 RFP Responses: All materials submitted by the vendor in response to this
RFP become the sole property of the City of Meridian upon receipt of the
proposal. The final contract, as mutually agreed between the parties, will
govern the contractual responsibilities of the vendor and may include certain
information from this RFP and the vendor response.
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7.1 Pricing Availability
YOU MUST PROVIDE THE FOLLOWING COSTS (If you propose more than
one scenario, the following breakdown must be identified clearly for each.):
7.1.1 Total Cost of Ownership for the system for FIVE (5) years.
7.1.2 Breakdown this cost indicating the cost for all back -end systems costs
(i.e. servers, data services, components, etc.)
7.1.3 Yearly cost of maintenance (i.e. support, upgrades, manufacturer
maintenance)
7.1.4 The cost to configure all equipment / services.
7.1.5 Your hourly rate for service
7.2 Cost Guarantees
7.2.1 All costs must be guaranteed for a minimum of 36 months from the
date of purchase.
7.2.2 All pricing is public, and must be extended to any other government
organization, who desires to piggyback off our contract.
FAILURE TO PROVIDE ALL COSTS FOR THE SYSTEM AS REQUESTED WILL
RESULT IN DISQUALIFICATION OF YOUR PROPOSAL!
7.3 Provide pricing for the following scenarios, including planning, design,
configuration, and support for one-, three- and five-year periods. Indicate
within your response where your solution enables the City of Meridian to
make changes to the basic assumptions.
7.4 Please list all software features / applications / components that require an
additional RTU (Right to Use) license within the appropriate section.
7.5 Definitions
• Plan and design should cover all the professional service costs
associated with designing and specifying the solution.
• Installation should cover the cost of deployment of the solution including
project management, delivery, building, and testing.
• Year one capital cost should include the cost for all hardware and
software required to deliver the full solution.
• The support costs for both the one-year contract and three-year contract
should be based on the year -one installation design and should provide
Implementation and Configuration of a City Wide Planning, Permitting Page 21 Or 102
Licensing, And Code Enforcement System Project 10-10174
maintenance and support on a standard 24/7 basis with a four-hour
response.
8.0 Warranty
8.1 List the standard warranty period available on each component / service of
the proposed solution and what that warranty provides.
9.0 Training
Provide a description of vendors training offerings prior to switchover of any initial
deployment,
including but not limited to the following:
0 . 1I Installation
9.1.1
Title of training course(s) offered.
9.1.2
Content of training course.
9.1.3
Documentation disseminated with training course.
9.1.4
Maximum number of students that can be accommodated in training
course at one time.
9.1.5
Cost associated with additional training at a later date.
9.1.6
Location where training is available
9.2 Setup
9.2.1
Title of training course(s) offered.
9.2.2
Content of training course.
9.2.3
Documentation disseminated with training course.
9.2.4
Maximum number of students that can be accommodated in training
course at one time.
9.2.5
Cost associated with additional training at a later date.
9.2.6
Location where training is available
9.3 Configuration
9.3.1
Title of training course(s) offered.
9.3.2
Content of training course.
9.3.3
Documentation disseminated with training course.
9.3.4
Maximum number of students that can be accommodated in training
course at one time.
9.3.5 Cost associated with additional training at a later date.
9.3.6 Location where training is available
9.4 Commissioning
9.4.1 Title of training course(s) offered.
9.4.2 Content of training course.
9.4.3 Documentation disseminated with training course.
9.4.4 Maximum number of students that can be accommodated in training
course at one time.
9.4.5 Cost associated with additional training at a later date.
9.4.6 Location where training is available
9.5 Operation — General User
9.5.1 Title of training course(s) offered.
9.5.2 Content of training course.
9.5.3 Documentation disseminated with training course.
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Licensing, And Code Enforcement System Project 10-10174
9.5.4 Maximum number of students that can be accommodated in training
course at one time.
9.5.5 Cost associated with additional training at a later date.
9.5.6 Location where training is available
9.6 Operation – Mobile User
9.6.1 Title of training course(s) offered.
9.6.2 Content of training course.
9.6.3 Documentation disseminated with training course.
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course at one time.
9.6.5 Cost associated with additional training at a later date.
9.6.6 Location where training is available
9.7 System Maintenance - Hardware
9.7.1 Title of training course(s) offered.
9.7.2 Content of training course.
9.7.3 Documentation disseminated with training course.
9.7.4 Maximum number of students that can be accommodated in training
course at one time.
9.7.5 Cost associated with additional training at a later date.
9.7.6 Location where training is available
9.8 System Maintenance - Software
9.8.1 Title of training course(s) offered.
9.8.2 Content of training course.
9.8.3 Documentation disseminated with training course.
9.8.4 Maximum number of students that can be accommodated in training
course at one time.
9.8.5 Cost associated with additional training at a later date.
9.8.6 Location where training is available
9.9 Decommissioning
9.9.1 Title of training course(s) offered.
9.9.2 Content of training course.
9.9.3 Documentation disseminated with training course.
9.9.4 Maximum number of students that can be accommodated in training
course at one time.
9.9.5 Cost associated with additional training at a later date.
9.9.6 Location where training is available
10.0 Vendor Compliance and Quality
Provide details of any quality certification that your organization has obtained—for
example, ISO 9000.
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Licensing, And Code Enforcement System Project 10-10174
Implementation and Configuration of a City Wide Planning, Permitting Page 24 OF 102
Licensing, And Code Enforcement System Project 10-10174
Exhibit B
ACCELAS RESPONSE TO RFP
Accelas response to the City of Meridian RFP #1T-1 0-10174 dated May 21, 2010 is by
this reference made a part hereof.
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Licensing, And Code Enforcement System Project 10-10174
Exhibit C
PROJECT SCHEDULE
The purpose of this document is to outline the activities of the Accela Automation Implementation
for each month of the estimated project timeline. The activities to be outline include details on the
following items: GovMethods/Accela services work activities for the month, Meridian resources
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Agreement, Exhibit A - D -Scope of Work) to be worked on for that month, Deliverables (as detailed
in Professional Services Agreement, Exhibit A - D -Scope of Work) to be ready for Meridian review
and approval for that month.
At the time of project kick-off, a detailed project plan will be developed by GovMethods/Accela
project manager and the Meridian project manager. This detailed project plan will further expand on
the project activities included in this document, to include week -by -week work activities, resources,
dependencies, percentage complete and time tracking.
This information included in this document should serve as a gauge for the City of Meridian to
determine if the project is progressing as planned and to confirm that the monthly progress
payments should be paid, based on whether or not the work activities, deliverable progress and
deliverable sign -offs have been achieved for each particular month.
Any adjustments to this schedule must be approved by both GovMethods/Accela and the City of
Meridian project manager. If adjustments are made, it is possible that adjustments will also be
required to the progress payment schedule outlined in Exhibit F - Payment Schedule, Professional
Services Agreement).
PROJECT DELIVERABLES
The following project deliverables are detailed in the Professional Services Agreement, Exhibit A -D-
Scope of Work). This document will provide details on when each of these deliverables will be
worked on, and ultimately delivered for approval to the City of Meridian by the GovMethodsjAccela
projectteam.
➢ Deliverable 1- Project Initiation
➢ Deliverable 2 - Accela Automation Setup
➢ Deliverable 3 - Configuration Analysis
➢ Deliverable 4 -Accela Automation System Configuration
➢ Deliverable 5 - Standard Address, Parcel and Ownership (APO) Data Conversion
➢ Deliverable 6 - Standard Licensed Professional Data Conversion
Deliverable 7 - Historical Data Conversion
➢ Deliverable 8 - Laserfiche
Deliverable 9 - Caselle
D Deliverable 10 - Event Management Scripting Assistance
➢ Deliverable 11- Report Specifications
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Licensing, And Code Enforcement System Project 10-10174
➢ Deliverable 12 — Report Development
➢ Deliverable 13 — Accela citizen Access Installation and Configuration
➢ Deliverable 14 — Accela GIS Installation and Configuration
➢ Deliverable 15 —Accela Mobile Office Configuration
➢ Deliverable 16 — Administrative and Technical Training
➢ Deliverable 17 — End User Training
➢ Deliverable 18 — User Acceptance Testing (UAT)
➢ Deliverable 19 — Production Support
➢ Deliverable 20 — Post DeDlovment Su000rt and Transition to Customer Resource
Center (CRC)
PROJECT SCHEDULE
The following outlines the core project phases. Details for each phase will be outlined in this
document, and when the activities and deliverables associated with each phase will occur.
MONTH OF OCTOBER
NOV j DEC I JAN I FEB I MAR I APR
PROJECT PHASES THIS MONTH
Initiation & Analysis
ACTIVITIES THIS MONTH
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Licensing, And Code Enforcement System Project 10-10174
_ .....: A.*Tasks this Month
Project Manager/Lead
➢ Work with city project manager to develop project
Functional Analyst
charter, detailed project plan, develop requirements
workshop schedule, provide initial system demonstration,
provide project checklists and status meeting schedules.
Conduct requirements workshops to gather core
system functional requirements. Write requirements
document outlining: workflows, application specific
information, fee schedules, user groups, permit/license
types, inspection types.
➢ Provide documentation on APO data needs, such
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Licensing, And Code Enforcement System Project 10-10174
of Melldian Resciar _ 7 -
as required and optional fields, data types, etc.
Functional Analyst
Assist in preparation of functional requirements. Write
requirements document outlining: workflows, application
specific information, fee schedules, user groups, permit/license
types, inspection types.
Lead Technical Analyst
Install core Accela Automation software — including Agency,
Land Management and Licensing software components and
associated department modules, and configure Accela
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Project Manager
Project
➢ Work with GovMethods project manager to develop
project charter, detailed project plan, develop
requirements workshop schedule, provide initial system
demonstration, provide project checklists and status
meeting schedules.
➢ Revisit subject matter experts / super users. Make sure
appropriate personnel are identified.
➢ Inform subject matter experts and super users of
tentative timelines and approximate hours of expected
project participation.
➢ Assist in coordination of requirements workshops and
ensure super users are prepared for and deliver
requirements from checklist provided by
GovMethods/Accela. Ensure project is progressing as
scheduled.
➢ Make sure Accela and GovMethods know that we use
the SQL Server 20o8 Geometry spatial data type to store
our GIS information.
➢ Make sure Accela and GovMethods know that our
ArcGIS Server software is located on an intranet server.
➢ Act on APO data needs document by revisiting Meridian
Enterprise Addressing Database (MEAD). Make sure MEAD
has relevant information and that the information is
scrubbed.
➢ Sign -off on Project Initiation phase.
Super Users ❖
➢ Attend kick-off presentation and demonstration; begin
to gather information from Requirements Workshop
Checklist.
➢ Prepare for and attend requirements workshops from
checklist provided by GovMethods PM at project kick-off.
IT Department
➢ Configure Accela Automation servers to prepare for
software installation.
➢ Procure handheld devices for use by field personnel,
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Licensing, And Code Enforcement System Project 10-10174
Accela Mobile Office will be installed on these devices.
These devices need to be on -hand by December.
➢ Provide support for APO data needs.
Not Super Users are departmental end users who will be responsible for
providing the city's requirements, testing the system and serving as a lead system
user for their departments post go -live.
DELIVERABLES WORKED ON I HIS MONTH
Deliverable 1- Project Initiation
Deliverable 2 - Accela Automation Setup
Deliverable 3 - Configuration Analysis
DELIVERABLES SUBMITTED FOR SIGN-OFF(SIGNED OFFTHIS MONTH
Deliverable 1 - Project Initiation
DEC I JAN I FEB I MAR I APR
PROJECT PHASES THIS MONTH
Initiation, Analysis & Configuration
ACTIVITIES THIS MONTH
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Licensing, And Code Enforcement System Project 10-10174
Project Manager/Lead
➢ During the requirements gathering
Functional Analyst
phase, identify and document
alternative process flows, such as
opportunities for streamlining
processes or best practices.
➢ Complete requirements document. Part of this
document identifies data sources and how they
support business needs covered by RFP
IT -10-10174. Submit to city for sign -off.
➢ Begin configuration of Land Management and Licensing
modules. Configuration includes: workflows, application
specific information, ID masks, fee schedules, agency user
profiles and user groups, inspection types & guidesheets.
Functional Analyst (2)
Begin configuration of Land Management and Licensing
modules. Configuration includes: workflows, application
specific information, ID masks, fee schedules, agency user
profiles and user groups, inspection types & guidesheets.
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Licensing, And Code Enforcement System Project 10-10174
Project Manager ➢ Review and acceptance of alternative business
processes documentation. Act on alternative business
process suggestions. Inform / educate Meridian
departments of alternative business process options,
change where appropriate.
➢ Review data sources needs; coordinate data scrubbing
efforts.
DELIVERABLES WORKED ON THIS MONTH
Deliverable 2 — Accela Automation Setup
Deliverable 3 — Configuration Analysis
Deliverable 4 —Accela Automation System Configuration
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFF THIS MONTH
Deliverable 3 — Configuration Analysis
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JAN I FEB I MAR I APR
PROJECT PHASES THIS MONTH
Initiation, Configuration, Build
ACTIVITIES THIS MONTH
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Project Manager/Lead ➢ Finish configuration of Land Management and
Functional Analyst Licensing modules. Configuration includes: workflows,
application specific information, ID masks, fee schedules,
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Licensing, And Code Enforcement System Project 10-10174
Assist Super Users in reviewing Requirements
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Attend super User training in
preparation of configuration review
and testing.
Super Users ❖
➢ Review Requirements Definition Deliverable and
approve deliverable.
➢ Attend Super User training in preparation of
configuration review and testing.
➢ Will be open to alternative business practices.
IT Department
➢ Procure handheld devices for use by field personnel,
Accela Mobile Office will be installed on these devices.
These devices need to be on -hand by December.
(continuing)
➢ Su000rt data scrubbine needs.
DELIVERABLES WORKED ON THIS MONTH
Deliverable 2 — Accela Automation Setup
Deliverable 3 — Configuration Analysis
Deliverable 4 —Accela Automation System Configuration
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFF THIS MONTH
Deliverable 3 — Configuration Analysis
tidlilll.'I.1��1��1�iriL•L�d
JAN I FEB I MAR I APR
PROJECT PHASES THIS MONTH
Initiation, Configuration, Build
ACTIVITIES THIS MONTH
aIla tae sks this MorAh. -.
Project Manager/Lead ➢ Finish configuration of Land Management and
Functional Analyst Licensing modules. Configuration includes: workflows,
application specific information, ID masks, fee schedules,
Implementation and Configuration of a City Wide Planning, Permitting Page 30 OF 102
Licensing, And Code Enforcement System Project 10-10174
agency user profiles and user groups, inspection types &
guidesheets.
➢ Begin gathering information and create design
document for data conversions (APO, historical, etc.).
➢ Begin creating report specification documents for
reports GovMethods is responsible for.
➢ Develop a flexible system that allows for future
expansion.
D In tho rncu hAnririinn hoc rncni.rrn chnr*rnminac
Accela or GovMethods will document suggestions for
alternative solutions.
➢ In the case the Accela system cannot meet all
Meridian business needs, Accela or GovMethods will
document suggestions for alternative solutions that
can meet those needs.
➢ Demonstration of dashboards and associated
queries.
➢ Verification that Accela will work with GIS
information stored in the SQL Server 2008 Geometry
spatial data type. Note, this is dependent on ArcGIS
Server supporting serving the GIS data stored in SQL
Server 2008.
➢ Documentation identifying reduced Accela
functionality (if any) resulting from location of
Meridian ArcGIS Server on intranet server.
Functional Analyst (2) Finish configuration of Land Management and Licensing
modules. Configuration includes: workflows, application
specific information, I D masks, fee schedules, agency user
profiles and user groups, inspection types & guidesheets.
Lead Technical Analyst/ Install Accela Automation Mobile Office software on handheld
Database Administrator devices, install and configure Accela GIS, and install Accela
Citizen Access.
Project Manager
➢ Assist Super Users in reviewing Configuration to
Requirements Document and sign -off on deliverable.
➢ Coordinate activities associated with gathering data
conversion requirements and obtaining data from various
city systems.
➢ If applicable, review documentation on resource
shortcomings, and / or alternative solutions. Act on
suggestions.
➢ Review, test, and acceptance of dashboards and
associated queries.
Super Users d•
➢ Test Configuration to Requirements Document.
Implementation and Configuration of a City Wide Planning, Permitting Page 31 OF 102
Licensing, And Code Enforcement System Project 10-10174
IT Department
➢ Provide handheld devices for Mobile Office installs.
➢ Begin to write specification documents for reports -
(training will be provided by GovMethods PM on this
process).
➢ Create ArcGIS Server map services necessary for Accela
GIS.
DELIVERABLES WORKED ON THIS MONTH
Deliverable 2 - Accela Automation Setup
Deliverable 3 - Configuration Analysis
Deliverable 4 -Accela Automation System Configuration
Deliverable 5 - Standard Address, Parcel and Ownership (APO) Data Conversion
Deliverable 6 - Standard Licensed Professional Data Conversion
Deliverable 7 - Historical Data Conversion
Deliverable 11 — Report Specifications
Deliverable 13 — Accela Citizen Access Installation and Configuration
Deliverable 14 —Accela GIS Installation and Configuration
Deliverable 15 — Accela Mobile Office Configuration
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFFTHIS MONTH
Deliverable 2 — Accela Automation Setup
Implementation and Configuration of a City Wide Planning, Permitting Page 32 OF 102
Licensing, And Code Enforcement System Project 10-10174
FEB I MAR I APR
PROJECT PHASES THIS MONTH
Configuration, Build
ACTIVITIES THIS MONTH
Re,$04mes-
fl � '
Project Manager/Lead
➢ Create design document for data conversions (APO,
Functional Analyst
historical, etc.). Most or all APO data is stored in MEAD,
will need an interface created between Accela and MEAD.
➢ Create report specification documents for reports
GovMethods is responsible for.
➢ Conduct Unit Acceptance Testing training to Super
Users
➢ Create interface design documents for Laserfiche and
Caselle.
➢ Demonstrate that Accela GIS works with Meridian
SDE environment including data stored in SQL Server
2oo8 Geometry spatial data type. Note, this is
dependent on ArcGIS Server supporting serving the
GIS data stored in SQL Server 2oo8.
➢ Demonstrate functionality provided by Accela GIS
using ArcGIS Server on an intranet Meridian GIS web
server. Provide alternative solution suggestions to
functionality that may be missing if ArcGIS Server was
located on an internet server.
➢ Demonstrate use of aerial photos (such as NAI P)
within Accela GIS.
➢ Demonstration of Accela GIS working with GIS data
stored on file system; not in ArcSDE. Note, this is
dependent on ArcGIS Server supporting serving the
GIS data stored in SQL Server 2oo8.
➢ Demonstration of editing Meridian GIS data
through Accela GIS.
➢ Demonstration of GPS interaction between Accela
Mobile Office, Accela GIS, and in field data (feature)
creation.
Functional Analyst
➢ Create design document for data conversions (APO,
historical, etc.). Most or all APO data will remain in MEAD.
Implementation and Configuration of a City Wide Planning, Permitting Page 33 OF 102
Licensing, And Code Enforcement System Project 10-10174
➢ Develop and unit test reports GovMethods is
responsible for
➢ Begin develop of interfaces for Laserfiche and Caselle
➢ Conduct Accela Report training
➢ Conduct Event Manager Script Training to System
Administrator
➢ Provide Event Manger Script training course
material that contains example scripts / programs
showing how the Accela script language is used to
customize Accela modules or components, such as
Mobile Office, GIS applications, reports, and
dashboards.
➢ Provide Accela Report training course material that
describes how to create and customize reports.
➢ Create report specification documents for reports
GovMethods is responsible for.
➢ Configure GIS, Mobile Office and ACA
Lead Technical Analyst &
➢ Develop and test data conversion (APO, Historical, etc.)
Database Administrator
➢ Provide documentation of APO data quality
assurance unit testing of conversion program and spot
check methodology.
➢ Provide APO data quality assurance unit testing of
conversion program anu' spot check methodoiogy test
results.
➢ Develop and unit test reports GovMethods is
responsible for
➢ Begin develop of interfaces for Laserfiche and Caselle
➢ Conduct Accela Report training
➢ Conduct Event Manager Script Training to System
Administrator
➢ Provide Event Manger Script training course
material that contains example scripts / programs
showing how the Accela script language is used to
customize Accela modules or components, such as
Mobile Office, GIS applications, reports, and
dashboards.
➢ Provide Accela Report training course material that
describes how to create and customize reports.
Implementation and Configuration of a City Wide Planning, Permitting Page 34 OF 102
Licensing, And Code Enforcement System Project 10-10174
Project Manager
➢ Assist Super Users in reviewing data conversions to
Requirements Document and sign -off on deliverable.
➢ Oversee IT Department on custom report specs and
development — assist in reviewing GovMethods report
specs for sign -off
➢ Ensure interface requirements are gathered and
identified correctly.
➢ Provide Meridian Enterprise Addressing Database
(MEAD) data model documentation.
➢ Review and accept APO data quality assurance unit
testing of conversion program and spot check
methodology documentation and test results.
➢ Review and accept Event Manger Script training
course material.
➢ Review and accept Accela Report training course
material.
Super Users ❖
➢ Test data conversion loads — APO and Licensed
Implementation and Configuration of a City Wide Planning, Permitting Page 34 OF 102
Licensing, And Code Enforcement System Project 10-10174
Professionals
➢ Attend User Acceptance Testing and begin UAT testing
➢ Review and approve report specification documents
IT Department ➢ Attend Event Manager Script Training
➢ Attend Accela Report training
➢ Begin to write specification documents and develop
reports - (training will be provided by GovMethods PM on
this process).
➢ Receive Event Manar+er Scrint Trainincr
DELIVERABLES WORKED ON THIS MONTH
Deliverable 5 - Standard Address, Parcel and Ownership (APO) Data Conversion
Deliverable 6 - Standard Licensed Professional Data Conversion
Deliverable 7 - Historical Data Conversion
Deliverable 8 - Laserfiche
Deliverable 9 - Caselle
Deliverable 10 - Event Management Scripting Assistance
Deliverable 11 — Report Specifications
Deliverable 12 - Report Development
Deliverable 13 - Accela citizen Access Installation and Configuration
Deliverable 14 -Accela GIS Installation and Configuration
Deliverable 15 - Accela Mobile Office Configuration
Deliverable 16 - Administrative and Technical Training
Deliverable 18 - User Acceptance Testing (UAT)
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFF THIS MONTH
Deliverable 4 - Accela Automation System Configuration
2
PROJECT PHASES THIS MONTH
Configuration, Build, Readiness
ACTIVITIES THIS MONTH
GovMethods/Accela ' "®s
' ._ _..— veasks this Month
Project Manager/Lead
➢ Prepare end user training materials
Functional Analyst
➢ Assist city with UAT testing - make corrections as
needed
➢ Test developed interfaces for Laserfiche and Caselle
➢ Develop automated periodic data export process
Implementation and Configuration of a City Wide Planning, Permitting Page 35 OF 102
Licensing, And Code Enforcement System Project 10-10174
Implementation and Configuration of a City Wide Planning, Permitting Page 36 OF 102
Licensing, And Code Enforcement System Project 10-10174
capability, such as to Ada County Highway District.
Demonstrate process.
➢ Demonstration of GPS field data collection.
Functional Analyst
➢ Assist in preparing end user training materials
➢ Verify data conversion runs and support corrections to
mapping
➢ Test developed reports to specifications
Assist city with UAT testing — make corrections as
„ceded
➢ Configure GIS, Mobile Office and ACA
Lead Technical Analyst &
➢ Develop and test historical data conversion
Database Administrator
➢ Provide documentation of historical data quality
assurance unit testing of conversion program and spot
check methodology.
➢ Provide historical data quality assurance unit
testing of conversion program and spot check
methodology test results.
➢ Finalize reports GovMethods is responsible for
➢ Demonstration of reports.
➢ Finalize interfaces for Laserfiche and Caselle
Prepare Administrator training sessions
➢ Support city UAT testing process - corrections
Project Manager
➢ Assist Super Users in reviewing historical data
conversions to Requirements Document and sign -off on
deliverable.
➢ Oversee IT Department on custom report specs and
development — assist in reviewing GovMethods report
specs for sign -off
➢ Ensure interfaces function as needed.
Review of historical data quality
assurance unit testing of conversion
program and spot check methodology
documentation and test results.
➢ Review Meridian historical data quality assurance tests;
accept deliverables only if tests meet acceptance
standards.
➢ Review Laserfiche quality assurance tests; accept
deliverables only if tests meet acceptance standards.
➢ Review Caselle quality assurance tests; accept
deliverables only if tests meet acceptance standards.
➢ Review historical data conversion quality
assurance test results. Acceptance of historical data
deliverable tied to meeting acceptance standards.
Implementation and Configuration of a City Wide Planning, Permitting Page 36 OF 102
Licensing, And Code Enforcement System Project 10-10174
DELIVERABLES WORKED ON THIS MONTH
Deliverable 7 - Historical Data Conversion
Deliverable 8 - Laserfiche
Deliverable 9 - Caselle
Deliverable 10 - Event Management Scripting Assistance
Deliverable 11 - Report Specifications
Deliverable 12 - Report Development
Deliverable 13 - Accela citizen Access Installation and Configuration
Deliverable 14 -Accela GIS Installation and Configuration
Deliverable 15 - Accela Mobile Office Configuration
Deliverable 16 - Administrative and Technical Training
Deliverable 17 - End User Training
Deliverable 18 - User Acceptance Testing (UAT)
Deliverable 19 - Production Support
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFF THIS MONTH
Deliverable 5 - Standard Address, Parcel and Ownership (APO) Data Conversion
Deliverable 6 - Standard Licensed Professional Data Conversion
Deliverable 11- Report Specifications
Deliverable 14 -Accela GIS Installation and Configuration
PROJECT PHASES THIS MONTH
Build, Readiness, Deploy
Implementation and Configuration of a City Wide Planning, Permitting Page 37 OF 102
Licensing, And Code Enforcement System Project 10-10174
➢ Review, test, and acceptance of reports.
Super Users d•
➢ Test data conversion loads - Historical
➢ Conduct UAT Testing
➢ Ensure interfaces function as required
➢ Review and approve report specification documents -
internal reports & test all reports
IT Department
➢ Prepare production environment servers
➢ Develop city reports and unit test
➢ navalnn Mariri inn hictnrirnl rintn nnnlity nca irnnra
- ..._.._._....._-_..__. _..__
methodology and acceptance standards. Test data.
Develop Laserfiche data quality
assurance methodology and acceptance
standards. Test data.
Develop Caselle data quality
assurance methodology and acceptance
standards. Test data.
DELIVERABLES WORKED ON THIS MONTH
Deliverable 7 - Historical Data Conversion
Deliverable 8 - Laserfiche
Deliverable 9 - Caselle
Deliverable 10 - Event Management Scripting Assistance
Deliverable 11 - Report Specifications
Deliverable 12 - Report Development
Deliverable 13 - Accela citizen Access Installation and Configuration
Deliverable 14 -Accela GIS Installation and Configuration
Deliverable 15 - Accela Mobile Office Configuration
Deliverable 16 - Administrative and Technical Training
Deliverable 17 - End User Training
Deliverable 18 - User Acceptance Testing (UAT)
Deliverable 19 - Production Support
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFF THIS MONTH
Deliverable 5 - Standard Address, Parcel and Ownership (APO) Data Conversion
Deliverable 6 - Standard Licensed Professional Data Conversion
Deliverable 11- Report Specifications
Deliverable 14 -Accela GIS Installation and Configuration
PROJECT PHASES THIS MONTH
Build, Readiness, Deploy
Implementation and Configuration of a City Wide Planning, Permitting Page 37 OF 102
Licensing, And Code Enforcement System Project 10-10174
r«wr►�an rc rrri:
Cft ds
$asks this Month w
Project Manager/Lead
Functional Analyst
➢ Conduct end user training. Including Accela
dashboard training course material that describes how
to create and customize dashboards.
➢ Provide detailed documentation describing Accela
database schema.
➢ Assist city in finalizing UAT testing
➢ Ensure all UAT is completed prior to go -live decision
and all system requirements have been met
➢ Prepare for and conduct go -live for: Land Management,
Licensing, Mobile Office, GIS, interfaces (everything except
for Accela Citizen Access)
➢ Demonstration of batch processing, too,000+ records.
➢ Demonstration of volume processing, loo,000+
records.
Functional Analyst
➢ Conduct end user training materials
➢ Assist city with finalizing UAT testing — make
corrections as needed
➢ Support go -live (everything except Accela Citizen
Access)
➢ Continue configuring and testing Accela Citizen Access
— go -live for ACA will be 2-3 weeks after initial go -live for all
other components
Lead Technical Analyst &
➢ Conduct Administrator training sessions Course
Database Administrator
material should include (among other topics) in depth
training on functional IDs (FIDs), work flows and fees,
Accela database schema, Accela scripting language, and
how to create and customize dashboards.
➢ Support city UAT testing process — corrections
➢ Prepare production environment — install all software
and after UAT completes, migrate all configuration and
converted data to production for go -live
➢ Support go -live activities as needed
urs
Project Manager
➢ Assist Super Users in reviewing historical data
conversions to Requirements Document and sign -off on
deliverable.
➢ Oversee IT Department on custom report specs and
development — assist in reviewing GovMethods report
specs for sign -off
➢ Ensure all UAT is completed prior togo-live decision
Implementation and Configuration of a City Wide Planning, Permitting Page 38 OF 102
Licensing, And Code Enforcement System Project 10-10174
and all system requirements have been met
➢ Review and accept Accela End User training,
which will include dashboard training course material.
➢ Review and acceptance of Accela database schema
documentation.
Super Users ➢ Finalize UAT Testing
➢ Prepare for go -live
End Users ➢ Attend End User training based on job role
IT Department ➢ Prepare production environment servers
➢ Finish city reports and unit test
DELIVERABLES WORKED ON THIS MONTH
Deliverable 13 — Accela citizen Access Installation and Configuration
Deliverable 15 —Accela Mobile Office Configuration
Deliverable 16 — Administrative and Technical Training
Deliverable 17 — End User Training
Deliverable 18 - User Acceptance Testing (UAT)
Deliverable 1g — Production Support
DELIVERABLES SUBMITTED FOR SIGN-OFFjSIGNED OFF THIS MONTH
Deliverable 7 — Historical Data Conversion
Deliverable 8 — Laserfiche
Deliverable 9 — Caselle
Deliverable 10 — Event Management Scripting Assistance
Deliverable 12 — Report Development
Deliverable 15 —Accela Mobile Office Configuration
Deliverable 16 —Administrative and Technical Training
Deliverable 17 — End User Training
Deliverable 18 - User Acceptance Testing (UAT)
PROJECT PHASES THIS MONTH
Readiness, Deploy
ACTIVITIES THIS MONTH
� - -mb Resources _._..._..� t _
Project Manager/Lead ➢ Develop and test Accela Citizen Access interface with
Implementation and Configuration of a City Wide Planning, Permitting Page 39 OF 102
Licensing, And Code Enforcement System Project 10-10174
Functional Analyst
Meridian's internet-enabled merchant account payment
engine.
➢
Demonstration of correctly working issuance of a
license or permit through the internet.
➢
Conduct training on ACA and finalize testing of ACA
➢
Support post go -live on all components
➢
Turn city over to CRC Support after project sign -off
Functional Analyst
➢
Support post go -live as needed
Lead Technical Analyst &
➢
Support post go -live as needed
Database Administrator
Project Manager
➢
Assist Super Users in finalizing ACA configuration and
testing - prepare for ACA go -live this month
➢
Develop payment engine test acceptance standards.
➢
Review payment engine tests; accept deliverable only if
results meet acceptance standards.
➢
Support post go -live
➢
Sign -off on all remaining deliverables
Super Users
➢
Finalize ACA Testing and attend ACA training
➢
Supportgo-live as needed
IT Department
➢
Assist in deploying ACA functionality to city web site
(links, instructions, etc.)
➢
Support postgo-live as needed
DELIVERABLES WORKED ON THIS MONTH
Deliverable 13 -Accela citizen Access Installation and Configuration
Deliverable i9 - Production Support
Deliverable 20 - Post Deployment Support and Transition to Customer Resource Center
(CRC)
DELIVERABLES SUBMITTED FOR SIGN-OFF/SIGNED OFF THIS MONTH
Deliverable 13 - Accela Citizen Access Installation and Configuration
Deliverable 19 - Production Support
Deliverable 20 - Post Deployment Support and Transition to Customer Resource Center
(CRC)
Implementation and Configuration of a City Wide Planning, Permitting Page 40 OF 102
Licensing, And Code Enforcement System Project 10-10174
Exhibit D
OUTLINE OF SCOPE OF WORK
SCOPE OF WORK
CITY OF MERIDIAN
Meridian- Idaho 83462
' ACCEL/�t--'
PROJECT # IT -10-10174
Outline Statement of Work
City of Meridian, Idaho
v. 1.2
Implementation and Configuration of a City Wide Planning, Permitting Page 41 OF 102
Licensing, And Code Enforcement System Project 10-10174
Sept. 23, 2010
Accela is a leading developer of enterprise management solutions for state, county and local
governments. We provide agencies with products and services that reduce workload, increase
efficiencies, and automate processes, while providing citizens and businesses with easier, more
convenient access to government services. Accela has more than two decades of experience
developing and installing government applications for permitting, licensing, planning, code
enforcement, public works and more. Today, Accela provides software products and services to
over 500 government agencies all over the U.S., as well as in Canada and Puerto Rico.
Implementation and Configuration of a City Wide Planning, Permitting Page 42 OF 102
Licensing, And Code Enforcement System Project 10-10174
TABLE OF CONTENTS
TABLEOF CONTENTS.................................................................................................43
DocumentControl..........................................................................................................45
Overview........................................................................................................................
46
ServicesDescription......................................................................................................46
. rrn,CSe..........................................................................................................................
.-
ProjectSchedule............................................................................................................46
ProjectManagement......................................................................................................47
Critical Success Factors.................................................................................................47
ProjectAssumptions......................................................................................................48
Accela Implementation Methodology.............................................................................
50
ImplementationLife Cycle..............................................................................................50
Initiation..........................................................................................................................
51
Analysis..........................................................................................................................
51
Configuration..................................................................................................................
51
Build...............................................................................................................................
52
Readiness... ...................................................................................................................
52
Deploy............................................................................................................................
52
WorkDescription............................................................................................................53
STAGE 1 - INITITATION................................................................................................53
Deliverable 1: Project Initiation.......................................................................................53
Deliverable 2: Accela Automation setup........................................................................
55
STAGE2 —ANALYSIS..................................................................................................56
Deliverable 3: Configuration Analysis............................................................................57
STAGE 3 — CONFIGURATION......................................................................................
59
Deliverable 4: Accela automation System Configuration ...............................................
59
STAGE4 — BUILD.........................................................................................................60
Deliverable 5: Standard Address, parcel and ownership (APO) data Conversion .........
60
Deliverable 6: Standard Licensed Professional Data Conversion..................................61
Deliverable 7: Historical Data Conversion......................................................................63
Deliverable 8: Laserfiche................................................................................................64
Deliverable9: Caselle....................................................................................................
65
deliverable 10: Event Management Scripting Assistance..............................................66
Deliverable 11: Report Specifications............................................................................68
Deliverable 12: ReporT Development............................................................................69
Deliverable 13: Accela Citizen Access Installation and Configuration ...........................70
Deliverable 14: Accela GIS Installation and Configuration.............................................72
Deliverable 15: Accela mobile office Configuration........................................................73
STAGE5 — READINESS...............................................................................................74
Deliverable 16: Administrative and Technical Training..................................................74
Deliverable 17: Daily User Training................................................................................
76
Implementation and Configuration of a City Wide Planning, Permitting Page 43 OF 102
Licensing, And Code Enforcement System Project 10-10174
Deliverable 18: User Acceptance Testing (UAT)...........................................................
77
STAGE 6 - DEPLOY......................................................................................................
79
Deliverable 19: Production Support ...............................................................................
79
Deliverable 20: Post Deployment Support and Transition
to CRC................................. 80
Project Resources and Location of Work.......................................................................
82
WorkLocation................................................................................................................
82
AgencyResources.........................................................................................................82
Accela Resources..........................................................................................................
84
Prn..n�r�e.e.e.. P, .w.�m.�c..n�.4 Crhafi iwlc....... .....................................lz.
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k.
See separate attachment.................................................
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Appendix A — standard data conversion assumptions...................................................
87
General Information AND Requirements for Historical Conversions .............................87
Standard Data Conversion Assumptions.......................................................................
87
Non Standard Data Conversion Items (Exclusions).......................................................88
Appendix b — Accela Automation Standard Reports......................................................
89
Appendix c — deliverables acceptance form...................................................................
91
Implementation and Configuration of a City Wide Planning, Permitting Page 44 OF 102
Licensing, And Code Enforcement System Project 10-10174
Document Control
Version Change Reference
5111110
John M. Ice
1.0 GovMethods Project Approach Draft
5/11110
John M. Ice
1.1 Adjust to pricing model
9123110
Rob Sosnowski
1.2 Modify language to incorporate accepted changes.
Implementation and Configuration of a City Wide Planning, Permitting Page 45 OF 102
Licensing, And Code Enforcement System Project 10-10174
Overview
Accela is committed not only to providing a superior software configuration for the current and future needs of the
City of Meridian, Idaho ("Agency"), but also is committed to assisting the Agency in the successful implementation
n A Annln.,...nni of i6n nn44%.,nrn A n &fidh, inn1..II..A n.,n�n.n in nM Y., A nnWn nn i6n nRnrnA i.mMinnnGA, Idd
and meNrv)mcu. Yi u,c so.,v,a.c. n aiiwcaa mud owmncd a�uww w uv, dwcd avm�� vu um vuc�cd IVINUVI,PII.Y, Yu,
also on the expertise, experience, and clarity of the vendor and the agency's staff. Accela has over 25 years of
providing planning, permitting and licensing systems for the public sector and is the only vendor in this market to
have successfully installed and deployed a true 3 -tier web -based architecture.
Accela will work with Agency staff to optimize Accela's portfolio of software, best practices, and customer experience
to enable the Agency to successfully deploy its Accela Automation software and meet its functionality, timing and
cost requirements. This Statement of Work (SOW) dated May 11, 2010 sets forth a scope and definition of the
consulting/professional services, work and/or project (collectively, the "Services") to be provided by Accela, Inc.
("Accela") to the Agency.
Services Description
Purpose
The purpose of this document is to detail the specific
activities, deliverables, roles and responsibilities, and
acceptance criteria that comprise the implementation of Accela
Land Management, Licensing, Accela GIS, Accela Mobile Office,
and Accela Citizen Access for the Agency. Accela will provide
professional services for implementation of the above modules
and will add services per the Work Description section below.
The following Agency services comprise the organization scope of
the implementation described herein:
• Planning,
• Permitting,
• Licensing,
• Code Enforcement.
Project Schedule
Upon execution of this SOW, the parties will collaborate to
determine a start date for Services to be rendered. Upon
initiation of these Services, the Accela Project Manager will
work with the Agency to collaboratively define a baseline
project schedule. Given the fact that project schedules are
working documents that change over the course of the project,
Implementation and Configuration of a City Wide Planning, Permitting Page 46 OF 102
Licensing, And Code Enforcement System Project 10-10174
the Accela Project Manager will work closely with Agency to
update, monitor, agree, and communicate any modifications.
Project Management
Accela will perform ongoing project management services throughout the implementation in order to plan and monitor
execution of the project in accordance with deliverables outlined in the Statement of Work. To support the
implementation of the Accela Automation software at the Agency, Accela will provide Project Management services
thrminhnut the nrniprt rpnprally thpcp eproirpa inrludp tha fnllnwinn-
• Project plan management using Microsoft Project,
• Project document management using Microsoft Sharepoint,
• Issue log management and escalation,
• Status reporting,
• Change order management,
• Project workspace management,
• Resource management,
• Executive project oversight and quality assurance.
By mutual agreement, some project management tasks may be shared
between the Accela Project Manager and the Agency Project
Manager.
Critical Success Factors
In order to successfully execute the services described herein, there are several critical success factors for the
project that must be closely monitored. These factors are critical in setting expectations between the Agency and
Accela, identifying and monitoring project risks, and promoting strong project communication.
• Knowledge Transfer — while Accela cannot guarantee specific
expertise for Agency staff as a result of participating in
the project, Accela will make all reasonable efforts to
transfer knowledge to the Agency. It is critical that
Agency personnel participate in the analysis, configuration
and deployment of Accela Automation in order to transfer
knowledge to the Agency. After post production assistance
tasks are completed by Accela Services, the Agency will be
responsible for supporting Accela Automation.
• Dedicated Agency Participation — Accela fully understands
that Agency staff members have daily responsibilities that
will compete with the amount of time that can be dedicated
to the Accela Automation implementation project. However,
it is critical that the Agency acknowledges that its staff
must be actively involved throughout the entire duration of
Services as defined in the Project Plan. Accela will
Implementation and Configuration of a City Wide Planning, Permitting Page 47 OF 102
Licensing, And Code Enforcement System Project 10-10174
communicate insufficient participation of Agency and Accela
resources through Project Status Reports.
• Deliverable Acceptance Process - Implementation services
for the above products are formalized through the
deliverables defined in this document. Upon completion of
each deliverable according to the acceptance criteria
defined herein, Accela will provide the Agency with a
Deliverable Acceptance Form to formalize acceptance and
completion. The Deliverable Acceptance Form is
subsequently signed by the appropriate Agency contact, as
defined in the Project Charter, and faxed to Accela.
Please refer to Appendix C to view a sample Deliverable
Acceptance Form. Accela respectfully requests prompt
attention to the processing of all Deliverable Acceptance
Forms, as adherence to this timely process directly impacts
the ability to complete the project in the desired
timeframe.
Project Assumptions
• Agency and Accela will review their responsibilities before
work begins to ensure that Services can be satisfactorily
completed.
• Agency will provide Accela with access to its equipment,
systems, and personnel to the extent needed to complete the
defined Services.
• Agency will provide work space for Accela Services for work
completed on Agency premises.
• Accela will implement the most current version of Accela Automation at the time of the contract signing.
• Agency will maintain primary responsibility for the
scheduling of Agency employees and facilities in support of
project activities.
• Agency shall provide Accela with network access for remote
installation and testing through industry standards such as
Virtual Private Network (VPN) or other secure access
methods.
• Agency will provide/purchase/acquire the appropriate
hardware, software and infrastructure assets to support all
required Accela software products in both support/testing
and production environments as defined in the project
schedule.
• For use with Accela Citizen Access, Agency will
provide/purchase/acquire an online merchant account and all
related hardware required by the merchant account provider
for the handling of credit cards and/or checks.
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• Agency is responsible for proper site preparation,
hardware, software, and network configuration in accordance
with Accela specifications.
• Accela will be responsible for implementing a functioning version of the application software at the Agency
(assuming the Agency has installed the proper hardware, software, and networking devices).
• Accela will provide the Agency with a bi-weekly status report that outlines the tasks completed during the
prior weeks, the upcoming tasks that need to be completed during the coming weeks, the resources needed
to complete the tasks, a current version of the project plan, and a listing of any issues that may be placing
the project at risk (e.g., issues that may delay the project or jeopardize one or more of the production dates).
• Accela personnel will attend agency executive steering committee meetings as needed.
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Accela Implementation Methodolo
Accela will deliver its Services to the Agency by employing its
Accela Implementation Methodology ("AIM"). AIM is a proven
methodology that guides the project from inception to
deployment, thereby increasing the chances of successfully
implementing Accela software products. Project delivery through
execution of the AIM Implementation Life Cycle is described
below.
Implementation Life Cycle
AIM is a full lifecycle implementation methodology comprised of
six primary project stages. Thorough execution of these six
stages ensures that Accela customers receive high-quality
services throughout the project engagement.
Figure 1 - Accela Implementation Methodology (AIM)
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As illustrated in the figure above, the stages of project
delivery flow in linear direction, although many tasks run in
parallel as appropriate to avoid unnecessary project delays.
Each stage has pre -defined objectives, tasks and associated
deliverables. Depending on the exact scope of the project, a
full complement or subset of all available deliverables will be
delivered through the services defined for the project.
Employing AIM's deliverables -based approach ensures that Accela
and the Agency understand the composition and 'downstream'
impact of each project deliverable to ensure the project is
delivered with quality and in a timely manner.
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Initiation
Initiation represents the first stage in the AIM lifecycle.
During the Initiation stage, project contracts and the SOW
are finalized, project scope and objectives are reviewed,
and project planning activities and deliverables are
completed. In terms of specific deliverables, common
output from the Initiation Phase is as follows:
• Statement of Work,
■ Project Charter,
• Baseline Project Plan,
■ Project Status Report Template,
■ Project Initiation Meeting and Product Demonstration.
Analysis
Analysis is the second stage in the AIM life cycle. During
the Analysis stage, Accela reviews documentation,
interviews agency staff, and conducts workshops to
understand the "As -Is" business processes in scope, as well
as the "To -Be" vision of the Agency that can be executed
with the help of Accela Automation. It is during this
Phase that Accela gains a deeper understanding of Agency
processes and business rules; simultaneously, the Agency
begins to gain a deeper understanding of AIM and Accela
Automation capabilities. A key output of this Phase is the
Software Configuration Document(s), which serves as the
'blueprint' for configuration of Accela Automation to
support germane elements of the Agency "To -Be" vision.
Augmenting the System Configuration Document(s) and all
other configuration specifications related to data
conversion, interfaces, reports, and event scripts.
The deliverable is the output from the Analysis Phase is
the Software Configuration Document.
Configuration
Configuration is the third stage in the AIM life cycle, and
it begins at the same time as the 3rd stage Build, but ends
after the Build stage is complete. During the
Configuration stage, Accela Automation will be configured
to match the configuration agreed to in the Analysis stage.
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Core to this effort is the configuration of the CAP (Case,
Application, or Permit) types that were agreed to during
the Analysis phase. Configuration of in -scope CAP types,
comprised of:
■ User -defined fields (Application -Specific
Information and Task -Specific Information),
• Workflows and statuses,
■ Fee structures and rules,
■ Inspection data.
Build
Build serves as the fourth stage in the AIM life cycle, and
execution of this stage overlaps Configuration, but ends
before Configuration is complete. During the Build stage,
all defined elements during the Analysis stage beyond the
core configuration will be implemented. This includes
conversions, event scripts, interfaces and reports. In
terms of specific deliverables, common output from the
Build Phase is as follows:
■ Event Script Development,
■ Report Specifications and Development,
■ Data Conversion Specifications and Development,
■ Interface Specifications and Development.
Readiness
Readiness is the fifth stage in the AIM life cycle. During
the Readiness stage Accela Automation is fully tested,
errors are identified and corrected, and the software is
prepared for deployment. In addition, system
administrators and end users are trained so that all
appropriate agency staff members are prepared to use and
maintain the software once the move to production occurs.
In terms of specific deliverables, common output from the
Readiness Phase is as follows:
■ User Acceptance Testing,
■ End -User Training.
Deploy
Deploy is the sixth and final stage in the AIM life cycle.
During the Deploy stage the applications are moved to
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production; all requisite pre -production activities are
identified, tracked and completed, and post -production
analysis and review is completed. Upon moving to
production, the Accela Automation applications are
transitioned to the CRC for ongoing support. A formal
transition will occur between the Services team and the CRC
that instructs the agency on available communication
channels (telephone, email, online tracking system) and use
of the Accela knowledge base. Lastly, all documented
issues or enhancement requests will be transitioned from
the Services team to the Customer Resource Center. In terms
of specific deliverables, common output from the Deploy
Phase is as follows:
■ Pre -Production Checklist Development, Tracking and
Execution,
■ Move to Production,
■ Post Production Analysis,
■ Formal Transition to the CRC for Ongoing Support .
Work Descriotion
The following section describes the specific activities and tasks that will be executed to meet the business objectives
and business requirements of the Agency. Unless a deliverable is defined in this Statement of Work as a T&M
deliverable, Accela has provided a fixed price estimate to complete this project based on the information provided by
the Agency. The fixed price deliverables have been broken down into scheduled progress payments. In support of
the implementation effort as described above, Accela will provide the following detailed implementation services. For
each deliverable, a description is provided as well as criteria for acceptance of the deliverable.
STAGE 1 - INITITATION
Deliverable 1: Project Initiation
Project initiation is an opportunity to ensure the project
starts in a well -organized, structured fashion while re-
confirming the Agency and Accela expectations regarding the
implementation. This Deliverable is comprised of project
planning activities, core project management documents and
templates and the first on-site meeting conducted between the
Agency and Accela after the signing of the Statement of Work.
In conjunction with the Agency representatives, Accela will
perform the following tasks:
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• Finalize staffing for the project teams. Guidelines and recommendations for the Agency project staffing are
addressed in the Project Staffing section of this document.
• Conduct formal conference calls and a formal on site kick off meeting. The objectives of these meetings
include a formal transition from sales process to implementation process, review roles and responsibilities,
review the contract and review project scope.
• Establish Communication Plan and project logistics including communications norms, status reporting,
issue/risk management, work locations, etc.
• Review and agree on Project Status Report Template format.
• Finalize and document formal deliverable signoff procedures, identify team members that will be responsible
for signoff from the Agency and Accela.
• Review infrastructure requirements and preparation (with designated Agency technical staff).
• Finalize an integrated project plan that includes resource allocation for all tasks (in cooperation with the
Agency Project Manager).
• Review and adjust project scope based on additional findings, if necessary.
• Develop a Project Charter that will further define and govern the execution of the tasks in the SOW.
The Project Initiation Meeting itself is an event that includes
a formal presentation by the project team to review project
objectives, methodology, timeline, roles and responsibilities,
risks, and other key project elements. Moreover, a product
demonstration will be provided to familiarize project
stakeholders with Accela Automation.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Provide timely and appropriate responses to Agency's
request for information.
• Coordinate project planning activities.
• Communicate the Accela Implementation Methodology ("AIM")
that will be used by Accela to deliver Services.
• Complete Baseline Project Plan, Project Status Report
Template, and Project Initiation Presentation deliverables
with input from appropriate Agency resources.
Agency Responsibilities:
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• Identify and set expectations with key resources and
subject matter experts for ongoing participation in the
project.
• Provide timely and appropriate responses to Accela's
requests for project planning input and meeting logistics
requests.
• Provide meeting facilities for Project Kickoff and other
onsite activities.
Acceptance Criteria:
• Review and acceptance of the Project Status Report
Template.
• Review and acceptance of the Baseline Project Plan.
• Review and acceptance of the Project Charter.
• Completion of the one -day Kickoff Meeting event.
• All Deliverable 1 Accela Responsibilities have been
reviewed, tested, and accepted by the City.
Deliverable 2: Accela Automation setup
During the System Setup step of this project, Accela's technical
staff will work with the Agency IT staff to ensure that the
components for hardware, software, database, network, and
Internet are in place for the test and production environments.
Accela technical staff will validate the proper installation
and configuration of the Accela Automation environment. This
Deliverable is defined as the installation of the Accela
Automation software on Agency computer systems, such that Agency
can log into the system and verify that the software was
installed. During the installation of Accela Automation,
documentation on the installation of Accela Automation will be
provided to the Agency as reference material.
In terms of specific output, the following will be executed for
this deliverable:
Specifically, Accela will perform the following tasks within the support environment:
• Perform a remote system check of the installation.
• Install Accela software.
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• Demonstrate that the Accela Automation applications are operational in the Agency computing environment.
• Provide documentation of the Agency installation.
• Configure Accela Automation to use the reporting technology selected by the Agency (Crystal Reports,
Oracle Reports, or SRSS).
Accela Responsibilities:
• Consult with Agency resources to provide technical input
and answer technical questions related to the installation
requirements for Accela Automation.
• Deliver and install the Accela Automation software on the
Agency server.
• Provide hardware and installation documentation to Agency
in order to facilitate procurement.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
requests for information.
• Procure and configure necessary hardware, non-Accela
systems software, and networking infrastructure as
specified by Accela.
• Provide/purchase/acquire the appropriate hardware, software
and infrastructure assets to support the reporting
technology.
• Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
• Make available the appropriate Agency key IT users to
participate in any hardware, software, environment, and
infrastructure meetings.
• Arrange for the availability of appropriate people for the system installation, setup, testing, and quality
assurance throughout the setup process.
Acceptance Criteria:
• Confirmation of ability to log into the Accela Automation
software that has been installed on Agency computer
systems.
• Demonstrate core Accela Automation system is operational in
the Agency environment.
• All Deliverable 2 Accela Responsibilities have been
reviewed, tested, and accepted by the City.
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STAGE 2 — ANALYSIS
Deliverable 3: Configuration Analysis
Configuration Analysis is comprised of the activities required
to define the baseline configuration of Accela Automation for
the Agency. The key output of the process is the System
Configuration Document, which serves as a 'blueprint' for all
design and configuration efforts throughout the implementation
project and establish the benchmarks for testing and acceptance
at the conclusion of the project. In order to develop the
content for this document, Accela will work closely with
designated Agency personnel and will conduct configuration
analysis sessions to capture the required business processes to
be automated within the system. As a part of this effort,
Accela will also identify key Accela Automation features that
can best support these processes.
In conjunction with the Agency representatives, Accela will
perform the following tasks:
• Review and chart each business process as a basis for configuration in Accela Automation's workflow tool.
• Collect employee names and associated roles and identify user group setups.
• Review and document intake requirements, forms, and data fields for each license process type.
• Collect and document output requirements (documents/letters/reports).
• Collect and document fees, fee schedules, and collection procedures for each license process type,
• Collect and document all required inspections and inspection result options for each license type.
Accela will use the AIM System Configuration Document template, and the appropriate content within that document
to capture the Agency's processes to be configured. Accela's Project Manager will coordinate the compilation of the
information collected during the Configuration Analysis into a System Configuration Document that will detail all
aspects of the proposed configuration. The configuration document includes detailed configuration settings including
the following topics:
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The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the
configuration document for the purpose of approval and sign -off on the deliverable. Accela will configure a prototype
application, including the workflow, which will be used during the review sessions to demonstrate the proposed
functionality, Prototyping is intended to demonstrate selected aspects of Accela Automation functionality to assist in
understanding how it will operate for the Agency - it is not part of the configuration process.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Conduct configuration analysis sessions to capture the
required business processes to be automated within the
system.
• Conduct selected prototyping to demonstrate proposed
functionality.
• Conduct meetings via email, WebEx, phone, and in person to
gather and validate analysis input.
• Prepare and complete System Configuration Document
capturing the Agency's business processes to be configured.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
request for information.
• Make available the appropriate Agency key users and content
experts to participate in the configuration analysis and
verify the accuracy of the documented workflows,
input/output formats, and data elements.
• Provide business process documentation, including process
flows; fee schedules; commonly used applications, reports
and forms; and other relevant information.
• Schedule participants and meeting locations for analysis
activities.
Acceptance Criteria:
• Review System Configuration Document and validate that the
content accurately reflects the business processes data
that will be configured in Accela Automation.
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• All Deliverable 3 Accela Responsibilities have been
reviewed, tested, and accepted by the City.
STAGE 3 — CONFIGURATION
Deliverable 4: Accela automation System Configuration
Accela will provide professional services to configure Accela Automation in accordance with requirements
established and agreed upon during the execution of the tasks that comprise Deliverable 3, Configuration Analysis.
Accela will configure 70 CAP (Case/Application/Permit) types in Accela Automation, including all associated
workflows, fees, inspections, email notifications, conditions and standard comments in support of the Agency's
requirements. Current allocation of the CAP types is as follows; specific CAP types may be modified by agreement
of Accela and Agency following the System Configuration Analysis sessions:
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Work with the Agency to identify supplementary information
to accurately configure Accela Automation according to the
System Configuration Document.
• Configure the CAP types defined in the Configuration
Analysis Document in Accela Automation.
• Install 5 standard reference configuration Vantage 360
Consoles.
• Install and configure 5 Smartcharts and their associated
Smart Queries.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
request for information.
• Make available the appropriate Agency key users and content
experts to participate in configuring the system in an
effort to learn about the system and work with Accela
through the verification process that the system has been
configured as required in the associated System
Configuration Document.
• The Agency will test the system for purposes of validating
the configuration.
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Acceptance Criteria:
• Review and approve that the base configuration of Accela
Automation is configured as documented in the approved
System Configuration Document.
• All Deliverable 4 Accela Responsibilities have been
reviewed, tested, and accepted by the City.
STAGE 4 — BUILD
The Build stage includes data conversions, development of interfaces, development of Accela Event Manager scripts
to automate business processes and custom report development. It comprises all of the additional critical activities
outside of base configuration that has been configured for the Agency. Similar to the Configuration Stage, it is critical
that appropriate agency representatives are involved in each step of the process to ensure success.
The conversion of historic data from the existing database is one of the most significant aspects when migrating from
one system to another. Accela responsibilities will include assistance in data mapping, script development for
conversion, data testing and validation, and assistance with final data conversion. For conversions, it is expected
and anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data
migration/conversion effort. Accela also expects that all data to be converted into Accela Automation be scrubbed as
may be necessary by the Agency resources prior to migration/conversion.
The required data mapping effort will be a conducted by Agency personnel with assistance from Accela. Once the
data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps. The
Agency will be responsible for loading the data to be converted into the Accela standard staging tables. Accela will
be responsible for the data conversion programs to load data from the standard staging tables to the Accela
Automation database. PLEASE REFER TO APPENDIX A FOR SPECIFIC ASSUMPTIONS AND PARAMTERS
REALTED TO ACCELA'S STANDARD CONVERSION APPROACH.
Deliverable 5: Standard Address, parcel and ownership (APO) data
Conversion
This Deliverable includes conversion of Agency Address, Parcel,
and Ownership (APO) data to Accela Automation. Accela leverages
a standardized data conversion process for APO data sets and
will deliver the standard APO specifications and file templates
to be used by the Agency in preparing the data for conversion.
The Agency will identify a source for data to update the
address, parcel and owner information within the Agency. Data
must be provided in Accela's standard format, and Accela and
Agency business and technical experts will work together to map
the source data to the Accela database. After Agency staff
signs off on the conversion specification document, the Accela
conversion team will develop the conversion program that will
populate the Accela system with the appropriate data.
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In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Provide standard APO conversion documentation and support.
• Migrate data provided by the Agency into the Agency's AA
testing database environment.
Agency Responsibilities:
• Identify data accuracy / quality issues and resolve them
(data scrubbing).
• Provide APO data in the format(s) specified by the standard
APO documentation.
• Allocate the time for qualified business and technical
experts for the Accela-led data -mapping sessions that are
critical to the project success.
• Assist in the data -mapping process.
• Load data from original source(s) into the Accela standard
staging tables.
• Allocate the time for qualified personnel to test the
conversion for acceptance to ensure that the data is
converted successfully according to the data -mapping
document.
Acceptance Criteria:
• Review and acceptance of the APO Data Conversion
Specifications document.
• Confirmation that APO data has been converted to Accela
Automation testing environment according to the standard
APO data, specifications.
• All Accela Responsibilities (listed under Deliverable 5)
have been reviewed, tested, and accepted by the City.
Deliverable 6: Standard Licensed Professional Data Conversion
Accela will provide a program to convert licensed professional data from a single source to be defined by the Agency
to the Accela Automation licensed professional tables. Data will be provided in Accela's standard format. After
Agency staff signs off on the conversion specification document, the Accela conversion team will configure the
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conversion that will populate the Accela system with the appropriate data.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Provide standard Licensed Professional conversion
documentation and support.
• Migrate data provided by the Agency into the Agency's AA
testing database environment.
Agency Responsibilities:
• Identify data accuracy / quality issues and resolve them
(data scrubbing).
• Provide Licensed Professional data in the format(s)
specified by the standard Licensed Professional
documentation.
• Allocate the time for qualified business and technical
experts for the Accela-led data -mapping sessions that are
critical to the project success.
• Assist in the data -mapping process.
• Load data from original source(s) into the Accela standard
staging tables.
• Allocate the time for qualified personnel to test the
conversion for acceptance to ensure that the data is
converted successfully according to the data -mapping
document.
Acceptance Criteria:
• Review and acceptance of the Licensed Professional Data
Conversion Specifications document.
• Confirmation that Licensed Professional data has been
converted to Accela Automation testing environment
according to the standard Licensed Professional data
specifications.
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Deliverable 7: Historical Data Conversion
Accela will provide a program to convert appropriate Agency's historical data into Accela Automation.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Work with the Agency to convert compositions and subtypes
into Accela Automation.
• Migrate data provided by the Agency into the Agency's AA
testing database environment.
Agency Responsibilities:
• Identify data accuracy / quality issues and resolve them
(data scrubbing).
• Provide data in the format(s) supported by Accela
Automation.
• Allocate the time for qualified business and technical
experts for the Accela-led data -mapping sessions that are
critical to the project success.
• Assist in the data -mapping process.
• Load data from original source(s) into the Accela standard
staging tables.
• Allocate the time for qualified personnel to test the
conversion for acceptance to ensure that the data is
converted successfully according to the data -mapping
document.
Acceptance Criteria:
• Review and acceptance of the Data Conversion Specifications
document(s).
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Confirmation that historical data has been converted to
Accela Automation testing environment according to the data
conversion data specifications.
Deliverable 8: Laserfiche
Accela will develop an interface between Accela Automation and Laserfiche. Specifically, Accela will be responsible
for implementing Accela's standard 3rd party interface module for document management systems.
in terms of specific output, the following will be executed for
this deliverable:
It should be noted that the above outputs of this deliverable
are bound by the 80 hours allocated for this task. In other
words, if the allocated hours are expended before the completion
of the above outputs, the Agency can either execute a Change
Order to have Accela complete the remaining tasks at Accela's
then current T&M rates, or the Agency can opt to complete the
task using Agency resources.
Accela Responsibilities:
• Work with Agency staff to review standard 3`d party document
management system module during configuration.
• use an Accela web service to implement interface
functionality based on the specifications.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
request for information.
• Allocate the time for qualified business and technical
experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement
the interface (3rd party or in-house development).
• Assist in the interface specification development and data
mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the
interface for acceptance to ensure that the data populates
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successfully according to the interface specification
documents.
Acceptance Criteria:
• Review and approval of the Interface Specification
document.
• Demonstration of the interface meeting the specific
requirements detailed on the interface specifications
document within the 80 hour budget allocated to this task.
The Agency will not unreasonably withhold acceptance if the
Agency opts to complete the task using Agency or third
party resources.
Deliverable 9: Caselle
Accela will develop an interface between Accela Automation and Caselle.
In terms of specific output, the following will be executed for
this deliverable:
It should be noted that the above outputs of this deliverable
are bound by the 130 hours allocated for this task. In other
words, if the allocated hours are expended before the completion
of the above outputs, the Agency can either execute a Change
Order to have Accela complete the remaining tasks at Accela's
then current T&M rates, or the Agency can opt to complete the
task using Agency resources.
Accela Responsibilities:
• Work with Agency staff to develop interface specifications
during configuration.
• Use an Accela web service or other tool to implement
interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with
testing and debugging of the interface.
Agency Responsibilities:
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• Provide timely and appropriate responses to Accela's
request for information.
• Allocate the time for qualified business and technical
experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement
the interface (3rd party or in-house development).
• Assist in the interface specification development and data
mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the
interface for acceptance to ensure that the data populates
successfully according to the interface specification
documents.
Acceptance Criteria:
• Review and approval of the Interface Specification
document.
• Demonstration of the interface meeting the specific
requirements detailed on the interface specifications
document within the 130 hour budget allocated to this task.
The Agency will not unreasonably withhold acceptance if the
Agency opts to complete the task using Agency or third
party resources.
deliverable 10: Event Management Scripting Assistance
During the configuration analysis phase of the implementation
project, Accela will identify opportunities to supplement the
Accela Automation base functionality via Event Manager Script
Engine (EMSE) script development. Accela will work with key
Agency project stakeholders to identify the business
rules/processes that can be automated. A total of 52 services
hours will be devoted to EMSE script requirement specification,
EMSE script development, and EMSE script development
consultation and knowledge transfer. Accela will work with
Agency to identify desired EMSE functionality, and subsequently
will help prioritize the scripting needs to determine which
scripts will be developed by Accela, and which scripts can be
developed by the Agency. The scripts developed by Accela can
be used as models whereby agency staff can develop and modify
additional EMSE scripts as needed.
Representative examples of business processes that could be automated by a script listed below. Note that the
below list is an example list only and not a list of the actual script(s) that will be developed for the project.
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• License Renewal (License Module)
o Use Case: Batch Automation of License Renewal;
• Licensed Expiration Dates based on workflow (License Module)
o Use Case: Automation of expiration dates based on workflow updates;
• Cancel application submittal based on proximity alert (Accela GIS)
o Use Case: Do not allow an adult bookstore to be located within 1 mile of a school ;
• Closing workflows based on inspection results
o Use Case: Final Inspection is complete, update workflow;
• Automatic assessment of complex fee calculations
o Use Case: Auto fee calculation, assessment, and invoicing upon application submittal;
• Increment a date based on workflow status change
o Use Case: Expiration on Permit is made current every time a workflow is updated;
• Preventing inspections based on various criteria
o Use Case: Depending on workflow I application status, do not allow an inspection to take place.
Prior to the development of a script, the Agency will approve a design specification document that will be created
jointly by the Agency and Accela. The approved document will be used as a basis for determining completion and
approval of the deliverable.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Work with Agency staff to identify potential uses of EMSE
scripting.
• Assist with development of list of desired EMSE
functionality.
• Aid the Agency in prioritizing which scripts will be
developed by Accela.
• Develop EMSE scripts based on the specifications.
• Demonstrate functionality of scripts per specifications.
Agency Responsibilities:
• Allocate the time for qualified business and technical
experts for the script requirements sessions that are
critical to the project success.
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• Identify resources that will learn EMSE scripting tolls and
approaches for ongoing maintenance.
• Prioritize desired EMSE functionality to determine which
scripts Accela will develop.
• Provide timely and appropriate responses to Accela's
request for information.
• Verify the Event Script Specification meets the intended
business requirement.
• Allocate the time for qualified personnel to test the
script for acceptance.
• Ensure that the data populates successfully according to
the script requirements document.
Acceptance Criteria:
• Review and acceptance of design document with written sign—
off from the Agency.
• Demonstrate a developed script within the system.
Deliverable 11: Report Specifications
Accela will develop 15 custom documents/letters/reports from those identified by the Agency as required for the new
system. These reports are in addition to the standard reports provided to the Agency at no additional charge; refer to
Appendix B for a list of standard reports.
Reports are defined as anything that can be printed from the system, including but not limited to, reports, forms,
documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The
Configuration Document will define the reports and documents that are required by the Agency to effectively use
Accela Automation. These reports will be broken down by level of effort and identified in the configuration document.
It is expected that, after the appropriate training on the database and the selected report writing tool is completed,
Agency personnel will be able to handle additional and future report requirements. Reports are classified by level of
effort: high, medium, and low. High is defined as a report containing significant calculation and/or extensive detail
and number of fields —for example a financial statistical report or complex permit. The majority of reports require a
'medium' level of effort, which is defined as a report displaying non -calculated and minimal calculated data fields.
Reports with a low level of effort are typically letters or notices that contain contact information and basic application
data. This scope of work includes 15 reports broken down as follows: 5 high, 5 medium and 5 low. The Accela
project manager will work with the Agency project manager to determine which level of effort each individual report
will be classified.
Development of the 15 custom reports can be allocated between Accela Automation and Accela Mobile Office
reports as determined by the Agency. These reports can be developed using the integral Accela Report Writer
included with Accela Automation, Microsoft Report Service (SRS) or Crystal Reports XI Server at the Agency's
discretion. These custom reports, whether developed with Accela Report Writer, SRS or Crystal Reports, will be
deployed in the Report Manager for use within Accela Automation. Any reports for Accela Mobile Office will require a
report -writing tool that can create XML or XSLT reports.
Prior to the development of a report the, Agency will approve report design specification documents that will be
created jointly by the Agency and Accela. The approved documents will be used as a basis for determining
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completion and approval of the reports. Development of each report cannot begin until agreement on each
specification is complete. Changes to the specifications after signoff on the specifications by the Agency can be
executed through a change order at Accela's then current T&M rates.
A proven strategy that combines the use of the Accela Automation Quick Queries, custom reports developed by
Accela that include run-time parameters to allow similar reports to be combined, and the development of other
reports by the Agency after training, can ensure that all required reporting requirements are met.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Assist in determining level of effort for reports to assist
with prioritization.
• Develop report specifications.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
request for information.
• Make available the appropriate key users and content
experts to participate in the report specification
.development and validation activities.
• Provide information and data in the formats specified by
Accela that will be needed for agreement on the
Deliverable.
Acceptance Criteria:
• Agreement on list of reports that will be developed by
Accela.
• Review and approval of individual Report Specifications
documents. The Agency will not unreasonably withhold
acceptance if the Agency requests changes to the reports
specifications after the initial signoff of the
specification by the Agency.
Deliverable 12: ReporT Development
Accela will develop custom documents/letters/reports per the specifications developed and approved in Deliverable
12, Report Development. Changes to the report specifications after approval can negatively impact project progress
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and the overall schedule. Therefore, change to the specifications after signoff on the specifications by the Agency
can be executed through a change order at Accela's then current T&M rates
In terms of specific output, the following will be executed for
this deliverable: A total of 15 custom reports per the Report
Specification Documents.
Accela Responsibilities:
• Develop reports per specifications.
• Assist in the validation of the reports in test
environment.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
request for information.
• Make available the appropriate key users and content
experts to participate in the report specification
development and validation activities.
• Request change order if changes to specifications are
required.
Acceptance Criteria:
• Confirmation of report accuracy in test environment per
Report Specifications. The Agency will not unreasonably
withhold acceptance if the Agency requests changes to the
reports specifications after the initial signoff of the
specification by the Agency.
Deliverable 13: Accela Citizen Access Installation and Configuration
This deliverable includes setup, configuration and deployment of
the Accela Citizen Access (ACA) software. ACA will be installed
on the Agency's hardware and configured based on the
configuration of Accela Automation as defined by the
configuration deliverables. Subsequently, Accela will work with
the Agency representatives to assess and implement Accela
Citizen Access to extend certain aspects of the internal Accela
Automation configuration for use by the general public. Three
types of reports can be shared with citizens. They are:
receipts, permits, and summary reports. Accela cannot support
adding attachments to emails sent from the application.
However, reports can be auto -attached when run via the
application either manually or on a workflow status change.
Features available for configuration include:
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• Permit/License/Complaint Research,
• Permit Application and Issuance,
• Service Request/Complaint Entry,
• License Renewals,
• Inspection Request Entry,
• Inspection Results Research.
In terms of specific output, the following will be executed for
this deliverable:
It should be noted that the Agency must purchase and configure,
or provide, an Internet -enabled Merchant Account payment engine
to interact with ACA. ACA interfaces directly with the payment
engine used by Verisign / PayPal. If another payment gateway is
desired by the agency, determination of which party will develop
the adapter and the specific terms and tasks must be vetted and
documented via a change order.
Accela Responsibilities:
• Install Accela Citizen Access at the Agency.
• Work with the Agency to determine which services to expose to the public via ACA.
• Create configuration specification for Accela Citizen Access based on analysis with the Agency.
• Configure Accela Citizen Access based on approved specification document.
Agency Responsibilities:
• Allocate appropriate staff resources to participate in
training sessions.
• Prepare the hardware, software, and network in accordance
with the specifications provided by Accela.
• Provide access to proposed Accela Citizen Access server
hardware, on site and remotely.
• Purchase and deploy, or provide, an internet-enabled
merchant account payment engine (Verisign / PayPal is
natively supported).
• Provide information on the services that the Agency desires
to offer via Accela Citizen Access.
Acceptance Criteria:
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• Confirmation that ACA is installed on Agency server.
• Review and approval of ACA configuration document(s).
• Demonstration of the operational ACA functionality per the
specification document(s). The Agency will not unreasonably
withhold acceptance if the Agency opts to complete the task
using Agency or third party resources.
Deliverable 14: Accela GIS Installation and Configuration
Accela will install and configure Accela GIS to link and leverage existing Agency GIS information, including
assistance with establishing the map service to be used in conjunction with Accela GIS and configuration of 10
dynamic themes as defined by the Agency. The following are the main objectives being pursued through the
implementation of the Accela GIS:
• Look up permit information and parcel information from the
Permitting system.
• View selection, location, and associated GIS information.
• Select one or more parcels and add new applications to the
permit system.
• Auto -populate spatial attributes for a property in forms
(including ACA).
• Write to one or more GIS layers based upon a status change
or similar trigger in Accela Automation.
During GIS installation, Accela's technical staff will work with
Agency IT staff to ensure that the components for hardware,
software, database, network, and Internet are in place for the
Accela GIS test and production environments. Accela technical
staff will validate the proper installation and configuration of
the Accela GIS environment.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Install Accela software and perform quality assurance
checks on the configuration and performance based on
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acceptance criteria mutually developed by Accela and the
Agency.
• Demonstrate that the Accela GIS applications are
operational in the Agency computing environment thus
communicating with the Accela Automation system.
Agency Responsibilities:
• Arrange for the availability of appropriate staff for the
system installation, setup, testing, and quality assurance
throughout the setup process.
• Order and procure necessary hardware, non-Accela systems
software, and networking infrastructure as specified by
Accela.
• Provide people and physical resources based on the dates
outlined in the project schedule.
• Prepare the hardware, software, and network in accordance
with the specifications provided by Accela.
• Provide Accela with network access for remote installation
and testing.
• Provide information and data in the formats specified by
Accela that will be needed for the GIS implementation.
• Create additional dynamic themes over and above the 10 dynamic themes to be configured by Accela.
Acceptance Criteria:
• Demonstration of operating Accela GIS in test environment.
• Review and acceptance of GIS Dynamic Theme Specification
Document for 10 dynamic themes.
• Demonstration of 10 operating dynamic theme in a staging/
test environment per the GIS Dynamic Theme Specification
Document.
Deliverable 15: Accela mobile office Configuration
Accela will install and configure the Accela Mobile Office
application. As part of this deliverable, Accela will perform
the configuration tasks required to ensure Accela Mobile Office
interfaces with Accela Automation in both a test and production
environment. Using Accela Mobile Office, an Agency inspector
can perform activities such as:
• Result inspections/investigations in either store/forward or wireless mode .
• Print reports in the field .
Wireless installation and setup will involve Accela's technical staff working with the Agency IT staff to ensure that the
components for hardware, software, database, network, and Internet are in place for the Accela Mobile Office test
and production environments. Accela technical staff will validate the proper installation and configuration of the
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Accela Mobile Office environment. Successful installation will be demonstrated through logging into the Accela
Mobile Office Client communicating to the Accela Mobile Office Subscription server.
Analysis activities with the Agency will result in a Wireless Configuration Document. Subsequently, Accela's
technical staff will extend base configuration of Accela Mobile Office per the Wireless Configuration Document.
Specifically, the system configuration will include specifics related to the following:
• Configure categories and 10 guidesheets (i.e., field templates for data capture in the field), the Agency will
be responsible for additional guidesheet configuration.
In terms of specific output, the following will be executed for
this deliverable:
Agency Responsibilities:
• Order and procure necessary hardware, non—Accela systems
software, and networking infrastructure as specified by
Accela.
• Arrange for the availability of appropriate resources for
the system installation, setup, testing, and quality
assurance throughout the setup process
• Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
• Provide Accela with network access for remote installation and testing.
• Create additional guidesheets over and above the 10
Guidesheets to be configured by Accela.
Acceptance Criteria:
• Confirmation of Wireless configuration of profiles.
• Demonstration of Accela Mobile Office per Configuration Document within the test/staging system.
STAGE 5 — READINESS
Deliverable 16: Administrative and Technical Training
Accela will provide training for Agency staff that focuses on
the administration, maintenance, and augmentation of its Accela
Automation configuration. Our aim at Accela is to educate
Agency resources on all aspects of Accela Automation in an
effort to ensure the Agency is self—sufficient. This allows the
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Agency to best react to changing requirements and ongoing
maintenance, which can allow the Agency to be reactive and
significantly reduce system maintenance costs over time.
In addition to a comprehensive administrator training course
that spans three days, Accela will also train Agency users on
the administration and use of the system. Specifically, the
following courses will be provided to the Agency.
• Accela Automation Administrator Training,
• Accela Console Maintenance Training (V360 Usage) ,
• Accela Event Manager Script Training ,
• Accela Report Schema Training,
• Accela Mobile Office Administrator Training,
• Accela Citizen Access Training,
• Accela GIS Training.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Coordinate with the Agency to define training schedule and
logistics.
• Provide four instances of Daily User Training.
Agency Responsibilities:
• Select and prepare the power -users who will be
participating in the training and subsequently training end
users.
• Arrange the time and qualified people for the training who
are critical to the project success.
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• Provide suitable Agency facilities to accommodate various
training classes.
• Ensure that users are proficient in using PC's in a Windows
environment as a prerequisite for the course.
• Ensure that users are familiar with use of standard
Internet browsers as a prerequisite for the course.
Acceptance Criteria:
• Execution of Accela Automation Administrator Training
Course.
• Execution of Accela Console Maintenance Training Course.
• Execution of Accela Event Manager Script Training Course.
• Execution of Accela Mobile Office Administrator Training
Course.
• Execution of Accela Report Schema Training Course.
• Execution of Accela Citizen Access Training Course.
• Execution of Accela GIS Training Course.
Deliverable 17: Daily User Training
This Deliverable includes the Delivery by Accela to Agency of
two (2) instances of the Daily User Training course (4 days
onsite). Accela best practices have proven that class sizes no
larger than 14 participants are more successful with students
who meet the pre -requisites of the course. The Accela Trainer
has the right to modify the class size to ensure successful
instruction with Agency agreement. Accela is planning on a
Train -f -ha -Trainer aobroach. and therefore has not included
Dricina to conduct instructor lead training for all agency
users.
End User Training should be coupled with the Agency delivering
supplementary user training to its staff using the core Use
Cases documented in each System Configuration Document. Accela
recommends that Agency adopt the 1180/20 rule" for training,
focusing the majority of their training on the 80% of what the
Agency normally does operationally. The recommended
supplementary training conducted by the Agency can utilize
business experts from each area to train on all aspects of their
configuration. Accela will deliver current training
documentation in a format that can be used to customize the
documentation. Documents delivered by Accela to the Agency will
be valid for the release that the Agency is trained. Documents
delivered by Accela may not be shared with any other agency or
Company per the Non -Disclosure Agreement.
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In terms of specific output, the following will be executed for
this deliverable:
ACCela. ResDonsibilities:
• Coordinate with the Agency to define training schedule and
logistics.
• Provide 2 instances of Daily User Training.
Agency Responsibilities:
• Select and prepare the power -users who will be
participating in the training and subsequently training end
users.
• Arrange the time and qualified people for the training who
are critical to the project success.
• Provide suitable Agency facilities to accommodate various
training classes.
• Ensure that users are proficient in using PC's in a Windows
environment as a prerequisite for the course.
• Ensure that users are familiar with use of standard
Internet browsers as a prerequisite for the course.
Acceptance Criteria:
Execution of 2 instances of the End User Training course to
the Agency.
Deliverable 18: User Acceptance Testing (UAT)
This deliverable is comprised of the assistance Accela will
provide to allow the Agency to accept that the configuration
meets definitions in all the deliverables. Accela will assist
the Agency in the testing and validation of the configuration
and its readiness to be migrated to production for active use
and will assist in transferring the system configuration and any
required data from Support to Production.
Accela will assist the Agency in the testing and validation of
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the configuration and its readiness to be migrated to production
for active use and will assist in transferring the system
configuration and any required data from Support to Production.
However, it should be noted that it is critical that the Agency
devote ample time and resources to his effort to ensure that the
system is operating per signed specifications and ready for the
move to production. The testing effort will require a
significant time investment by the Agency, and coordination of
resources is critical. At this point in the implementation
process, the Agency can further test individual components of
functionality of the configuration (i.e., functional and/or unit
testing), and can also test to ensure that the interrelated
parts of the Accela Automation configuration are operating
properly (i.e., integration testing).
Accela will provide assistance to the Agency as needed by
providing User Acceptance Testing (UAT) support and facilitating
completion of UAT. Accela will address and rectify issues
discovered during the UAT process as Agency staff executes
testing activities. Accela recommends that the Agency develop a
test plan and scripts, as well as an issue log to track the
progress of testing. Accela can assist in recommending best
practices for developing a test plan.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Provide recommendations on testing strategy and best practices.
• Assist the Agency in the User Acceptance testing effort and the validation of the system configuration and
its readiness to be migrated to production for active use.
• With assistance from the Agency, lead the effort to transfer the system configuration and any required data
from Support to Production.
• Assist the Agency in the final conversion of legacy data to the Production system.
• Assist in resolution of issues raised as a result of User
Acceptance Testing activities.
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Agency Responsibilities:
• Provide timely and appropriate responses to Accela's
request for information.
• Make available the appropriate Agency key users and content
experts to participate in user acceptance testing as
defined and managed by Agency.
• Utilize the use cases documented in each Configuration
Document Deliverable as the basis for the acceptance of
this Deliverable.
Acceptance Criteria:
• Completion of UAT.
STAGE 6 - DEPLOY
Deliverable 19: Production Support
Production date is defined as the official date in which Accela
Automation moves from the test environment to production for
daily Agency usage. This date will be agreed to by both Accela
and the Agency at project inception. It may be altered only by
change order agreed to by both parties. The week prior to
moving to Production, Accela will provide support for final
preparation activities for the go -live event. This is for the
purpose of assisting in final data conversions, system
validation, staff preparation assistance and training, and
coordination of deployment.
In terms of specific output, the following will be executed for
this deliverable:
Accela Responsibilities:
• Provide on-site resources to support the move to Production effort.
• Assist in the development of a Pre -Production checklist
that details the critical tasks that must be accomplished
prior to moving to Production.
Agency Responsibilities:
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• Provide technical and functional user support for pre- and
post- Production Planning, execution, and monitoring.
• Provide timely and appropriate responses to Accela's
request for information.
• Assist in the development of a Pre -Production checklist
that details the critical tasks that must be accomplished
prior to moving to Production.
• Make available the appropriate Agency key users and content
experts to participate in user acceptance testing as
defined and managed by Agency.
Acceptance Criteria:
• Deployment support prior to moving to Production.
• Production system is first used by the Agency for daily
use.
Deliverable 20: Post Deployment Support and Transition to CRC
This deliverable is comprised of the post- Production support
assistance that Accela will provide to address issues and
provide consultative advice immediately following the move to
Production for daily use. Accela will 4 weeks of on (1 week)
and off (3 weeks) site support immediately following
deployment. At the end of the week of onsite support, a formal
meeting will be scheduled with the Agency, Accela Services Team,
and Accela CRC for the purpose of transitioning support of the
Agency to Accela CRC.
Accela will work with the Agency to identify and address issues
identified during this period using a Post Production Issues
List. This list will be comprised of issues related to the
defined deliverables listed in this SOW, which will be addressed
by Accela, as well as any other issues which will be addressed
by the Agency. Examples of issues the Agency is responsible for
include training issues, functional changes beyond the scope of
the SOW, cosmetic changes, and procedures related to the use of
Accela Automation.
In terms of specific output, the following will be executed for
this deliverable:
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Accela Responsibilities:
• Provide 2 weeks of post -production support.
• Assist with the identification of issues for the Post Production Issues List.
• Assist with issues that may arise related to the deliverables in this SOW.
• Transfer ongoing support of the client and to the CRC to
address any post Production issues that require
remediation.
Agency Responsibilities:
• Provide technical and functional user support for post
Production support and monitoring.
• Develop and maintain a Post Production Issues List.
• Provide timely and appropriate responses to Accela's
request for information.
• Make available the appropriate Agency key users and content
experts to participate in user acceptance testing as
defined and managed by Agency.
Acceptance Criteria:
• Execution of 4 weeks of post -Production support.
• Official transfer from the Accela Services project team to
the Customer Resource Center (CRC).
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Project Resources and Location of Work
Work Location
Services contracted under this SOW may be performed remotely
and/or at the Agency's on-site facilities as deemed appropriate
and reasonable for the successful completion of the Services
detailed herein.
Agency Resources
Agency must fill the appropriate roles with the appropriate
personnel to work together with the Accela Engagement Team for
these Services and that Agency will make available additional
resources as needed for the Services to be successful. Agency
roles can be filled by the same person. In addition, Agency
will provide all necessary technical resources to make
appropriate modifications within any Agency systems wishing to
integrate with any Accela systems. These resources must be
proficient in Agency coding/development environment and tools,
to make the required changes to their software to enable
integration and must be available during the timeframe of these
Services. Agency roles include Sponsor, Project Manager,
Technology Manager, and Business Lead(s) for each Division/dept
being implemented, Super User trainers, and others as
appropriate.
Responsibilities include:
• Ultimate responsibility for the success of the project,
• Creating an environment that promotes project buy -
in,
3roject Sponsor Driving the project through all levels of the agency,
• High-level oversight throughout the duration of the
project,
• Serving as the primary escalation point to address
project issues in a timely manner.
sroject Manager Responsibilities include:
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• Overall administration, coordination, communication,
and decision- making associated with the
implementation;
• Planning, scheduling, coordinating and tracking the
implementation with Accela and across departments
within the agency;
• Ensuring that the project team stays focused, tasks
are completed on schedule, and that the project
stays on track.
user representative for each affected department must be
appointed to facilitate analysis and configuration and serve as
a decision-making entity for that group. These critical
appointments may well determine the success of the
implementation for their respective areas. Responsibilities
include:
• Attending requirements workshop sessions;
Business Leads
- - Willing and able to gather data and make decisions
about business processes;
• Assist in the creation of specifications for reports,
interfaces & conversions
• Review and test the system configuration;
• Participating in the implementation of the Accela
Automation solution.
Responsibilities include:
• Being trained on the Accela Automation system at a
System Administration level;
• Being fully engaged in the Business Analysis and
rlivWnn/flaharfmanfal system configuration activities;
ovuteka maunl-F-xywt,
. Assist internal efforts towards the creation of reports,
(SME interfaces & conversions;
• Assist in the review and testing of the system
configuration;
• Actively participate in the full implementation of the
Accela Automation solution.
Technical bead Responsibilities include:
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Project 10-10174
• Primary responsibility for the technical environment
during the software implementation;
• Ensure that servers, databases, network, desktops,
printers, are available for system implementation and
meet minimum standards;
• Work with Accela technical personnel during
implementation;
• Maintain test and production databases;
• Perform day-to-day maintenance of the system and
install maintenance releases;
• Act as the primary technical resource for
troubleshooting problems;
• Establish and maintain backup, archival, and other
customary maintenance and housekeeping activities.)
Accela Resources
Accela will assign key Professional Services resources for this
engagement with Agency. These individuals are well versed in
the Accela Automation application, and are well qualified to
lead this effort. Accela's Project Manager shall assume full
responsibility for the coordination of this team and its
interaction with key Agency resources assigned to the effort
Accela Resources �escription
The Project Executive oversees the project's progress/direction and works with the
Project Manager to ensure efficiency, consistency and quality in delivery of Accela
implementations. The Project Executive actively participates in a project
Project Executive director/executive role. The Project Executive will meet with Agency Executives
monthly or upon request throughout the duration of the project.
The Accela Project Manager is responsible for
the overall project management and works
directly with the client throughout all aspects
Project Manager of Accela implementations: from the initial
scoping, planning, staffing to delivery. The
Project Manager undertakes the project
administration tasks including:
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• Project plan management,
• Change order management,
• Issue log management and escalation,
• Status reporting,
• Project workspace management,
• Resources management,
• Work plan management,
• Meetings management,
• Project review with Project Executive.
addition, the Project Manager will actively participate in leading the System
mfiguration Analysis sessions and will be responsible for the creation of the
mfiguration Document,
Senior Implementation Consultant assigned
the project will have major experience in
business process as well as the product
ctionality and is responsible for:
• Business analysis activities: Mapping the
client's business processes and
requirements to the functionality of
Accela's products and the creation of
solution design,
• Leading system configuration activities,
• Providing training/mentoring to agency
staff,
• Recommend industry best practices to
agency to enhance business processes,
• Guide agency on how best to configure the
system based on past experiences and
software expertise.
[Implementation Consultant resources support the
project and typically focus on the flowing
tasks.
Implementation Consultant The configuration of the system to match
the System Configuration document.
Build activities within the project, such
as conversion data mapping, creation of
reports and interface specification.
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ccela Technical Consultants are involved in
11 areas that require knowledge o server -side
onsiderations and Accela add-on products such
• Application installation and setup (Accela
Automation, Accela GIS, Accela Mobile
office and Accela Citizen Access),
• Report definition and creation ,
• Event Manager Script definition and
programming ,
• Database Conversions and data mapping
assistance.
Training Consultants are responsible for
.ccela Training classes with assistance from
mplementation consultants, depending on the
ature of the specific project.
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AppendixA— standard data conversion
assumptions
The following information is intended to provide detailed information related to the scope, inclusions and exclusions
that comprise Accela's standard data conversion offerings. Accela understands the complexity and level of detail
inherent in conversion activities and provides this information in an effort to address common questions and
misconceptions. Any conversion activities not included in the Standard Data Conversion Assumptions section below
are considered out of scope, and can be addressed through a change order for Accela services, or can potentially be
executed by the Agency, depending on the nature of the tasks and the skills required.
General Information AND Requirements for Historical Conversions
- The standard historical data conversion includes converting only transactional tables and current APO and
Professional License (CAED) tables. It does not include the work to develop APO periodic updates.
- Accela will not convert every single data element in the client's legacy database. Each field of data with a
corresponding location in Accela Automation can be mapped and converted. Note: for Permits Plus-to-
Accela Automation conversions, data will be converted per the standard database schema
- Extensive quality assurance by the client is recommended to verify accurate transfer of data. Accela will
perform unit testing of the conversion program and perform spot checks of the data within AA to rule out
data corruption.
- A complete configuration must exist as data conversion is heavily dependent upon configuration. In
particular:
o CAP types must be configured and work flow must be established for each CAP type prior to
conversion,
o Configuration of application specific information must exist,
o Client sign off on data maps is required prior to executing the first conversion run.
Standard Data Conversion Assumptions
- "As -Is" Approach: Conversion of transactional tables, Address/Parcel/Owner (APO) data, Professional
License data is executed "As -is" into Accela Automation. "As -is" means no data transformation (unless the
Accela Data Mapping tool enables the data transformation) and also means the mapping will be field -to -
field, such that a single field is mapped to a single field, "As -is" means the data will look in AA exactly as it
appears in the legacy system.
- Standard Data Inclusions: Permit Detail (work order detail), Parcel, Address, Owners, Contractors,
Contracts, Job valuation, People, Addresses, Inspection types, Fees.
- Data Mapping Tool Use: Data can be mapped using the Accela Data Mapping tool, an Accela
implementation tool used to map legacy data into Accela Automation. The standard allows for certain types
of mappings. For example, a legacy 'yes/no' field that would map to an AA yes/no field is allowed for within
the standard. Another example the tool allows is mapping a legacy'l or 0' to a checkbox field in AA. An
example of mapping that is NOT standard is mapping a legacy text field value into a dropdown box in AA.
- Database Formats: for historical conversions that utilize the data mapping tool, data must be provided in
either an MS SQL Server or Oracle database. Accela can provide a list of the most recent versions of each
that are supported at contract signing. (Note that APO and Licensed Professional data can be provided in
Implementation and Configuration of a City Wide Planning, Permitting Page 87 OF 102
Licensing, And Code Enforcement System Project 10-10174
Oracle, MS -SQL Server, MS Access, or pipe delimited flat file because these two conversions do not utilize
the data mapping tool).
Documents: The standard data conversion includes converting documents to ADS in AA provided the
client provides the documents in a structure Accela requires.. The documents will be converted to ADS and
written/stored in a file system, not a database.
Conditions: Conditions of approvals can be mapped to workflow using the Data Mapping Tool and are
standard provided they correlate and are configured to a work flow item in AA. Conditions of
lock/hold/notice are standard.
Guidesheets: Guidesheet conversion for any product other than Permits Plus and Tidemark is part of the
standard.
Concatenating data/rules: The following are the standard data concatenation/translation rules:
• Record level concatenation (e.g. Fielda & " and " & Fieldb),
• Type casting with defaulting (e.g. convert a string to a date or number if translation is possible,
• Null checked on required fields,
• Add two numbers (e.g. NumberA + NumberB),
• Translate legacy items that fit into the predefined translation tables,
• Eliminate duplicated records.
Non Standard Data Conversion Items (Exclusions)
- Data scrubbing/cleansing;
- Concatenating data/rules: The following are NOT standard data concatenation/translation rules:
• Vertical concatenation,
• Parsing„
• Special exclusion rules Ex. Only when fields > 50 characters,
• Custom translation outside of the normally defined translations;
- Translating text box values in legacy system to dropdown object in AA;
- Parsing data (e.g. names, addresses);
- Converting business -specific rules - cannot be mapped in the Data Mapping tool;
- Fee screen items converting to application comments for any legacy product;
- Virtual data items (this is related to the Permits Plus product only);
- Hearing calendars;
- Sets or models;
- Permits Plus and Tidemark Guidesheets;
- Renewable Data.
Implementation and Configuration of a City Wide Planning, Permitting Page 88 of 102
Licensing, And Code Enforcement System Project 10-10174
Appendix b — Accefa Automation Standard
Reports
Address Activity Details of applications associated with the specified address, Address, Primary Address Only?,
for the specified module(s). Module(s)
Assessor Report Details (include valuation) of applications fled or issued during Application Type, Date Range, Filter
specified date range. User can filter by file date or by workflow By, Workflow Task & Status
task/date. Grouped by application type/subtype.
Building Permit -HTML Building Permit showing application details (e.g., job address, Application Number
owner, applicant, contractor, valuation, fees, etc.) and
customizable legal declaration. Legal declaration may be
supplied by agency. In HTML format & accessed from Permit
tab only.
C404 C404 report to U.S. Census Bureau. Provides data required for Application Type, Workflow Task &
the following C404 form sections: (3) New Residential Status, Status Date
Buildings, (4) Additions, Alterations & Renovations to Existing
Structures, (5) Construction over $500,000
Certificate of Occupancy Certificate of Occupancy, showing permit #, owner name and Application Number
address, and property address.
Fee Payment by Account Details of payments and refunds applied during the specified Payment Date Range
date range. Grouped by account number.
Fee Payment by
Payment summaries for applications filed during the specified
File Date Range, Application Type
Application
date range and for the specified application type (optional).
Inspection Activity
Details of scheduled and completed inspections for the
Inspection Date, Inspector,
specified date range, inspector (optional) and application type
Application Type
(optional). Grouped by Inspector and date.
Inspection Count
Count of inspections during the specified date range, both by
Inspection Date, Scheduled or
Inspector and by Inspection Type. User can specify scheduled Completed Inspections, Show
inspections, completed inspections, or both. User can choose
Inspector -Inspection Details?, Count
to show counts by C404 code.
by C404 Code?
Inspection Request List
Details of scheduled inspections for the specified date,
Inspection Date, Inspector,
inspector, or application number. Inspections are grouped by
Application Number, Sort By
inspector, then application number.
Inspection Result List Details of inspections for which a result has been assigned, for Inspection Date Range, Inspector,
the specified date, inspector, or application number. Application Number, Sort By
Inspections are grouped by inspector, then application number.
wommy Term¢ summary MIMS or applications rhea auring me specinea sate range ana rue uate mange, Application i ype
for the specified application type (optional).
Permit Permit showing details including job address, work description, Application Number
parcel number, owner, contractor, and fees.
Implementation and Configuration of a City Wide Planning, Permitting Page 89 OF 102
Licensing, And Code Enforcement System Project 10-10174
Implementation and Configuration of a City Wide Planning, Permitting Page 90 of 102
Licensing, And Code Enforcement System Project 10-10174
Appendix c — deliverables acceptance form
Please acknowledge acceptance by:
A B
Sign and fax this document to: Email this document as an
attachment to:
Accela, Inc.
YOUR NAME op s
R YOUR EMAIL a
YOUR TITLE
Tel:
Fax:
3
Date:
Source I
Agency Name:
Reference
Approving Agency Manager:
Accela Manager:
Project Name / Code:
Service
Contract / Agreement #:
Agency agrees that Accela has successfully completed the following Deliverables:
Agency agrees that Accela has successfully completed the Deliverables described above in accordance with
the terms of the related Contract/Agreement.
APPROVALS: Agency Name
Signature
Title
Implementation and Configuration of a City Wide Planning, Permitting Page 91 OF 102
Licensing, And Code Enforcement System Project 10-10174
Source I
Deliverable #
Reference
Details
Service
Agreement
Agency agrees that Accela has successfully completed the Deliverables described above in accordance with
the terms of the related Contract/Agreement.
APPROVALS: Agency Name
Signature
Title
Implementation and Configuration of a City Wide Planning, Permitting Page 91 OF 102
Licensing, And Code Enforcement System Project 10-10174
Date
Implementation and Configuration of a City Wide Planning, Permitting Page 92 OF 102
Licensing, And Code Enforcement System Project 10-10174
Exhibit E
COM TRAVEL POLICY
CITY OF MERIDIAN TRAVEL POLICY
CITY OF MERIDIAN
STANDARD OPERATING POLICY AND PROCEDURE
NUMBER 3.5
SUBJECT: TRAVEL AND EXPENSE REIMBURSEMENT
PURPOSE: This policy is meant to address employee travel away from the Treasure
Valley that requires at least one overnight stay. It provides guidelines for
the basic foundation of rules and requirements that departments must
follow. In order to meet certain federal and state requirements, some
departments may need to develop additional internal policies relating to
documentation and guidance for record keeping and approval process.
Departments may establish more restrictive guidelines to best meet their
own unique needs. Volunteers or non -employees may not receive
reimbursement under this policy.
POLICY: The ability to travel for work purposes, including training, can be a
privilege. Travel may also be part of the employee's job and associated
duties. It is the responsibility of each employee to ensure that the
taxpayers of the City are only being asked to fund reasonable costs and
expenses related to this privilege. It shall be the responsibility of the
Directors of this City to ensure that all expenditures under this policy are
appropriate and consistent with fiscal responsibility.
The City shall pay for only official business expenses that are directly
related to conducting business for the City of Meridian. All travel must be
pre -approved and the most economical means practical. Each employee
is expected to exercise good judgment when incurring travel expenses.
Violations of this policy may be cause for discipline.
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AUTHORITY AND RESPONSIBILITY: Each City employee is responsible and
accountable to the Department Director for the funds and assets entrusted
to them. Each Director is responsible for administering and ensuring
compliance with the Travel Policy The Finance department has the
responsibility to track all funds for the City and assure compliance with all
City, State, or Federal regulations regarding the tracking and accounting
of such expenditures.
PROCEDURES AND RELATED INFORMATION
ACCOUNTABLE PLAN — IRS requires an "Accountable Plan" (IRS Pub#463) to
determine if reimbursement would be reported as taxable income or not. To be an
accountable plan, the employee must meet all three of the following rules:
1. The expenses must have a business connection.
2. All expenses must be adequately accounted to the employer for these
expenses within a reasonable period of time. (maximum allowable time
60 days after travel)
3. All excess reimbursement or allowance must be remitted to the
employer within a reasonable period of time. (maximum allowable time
120 days after travel)
If the expense report is not remitted to the Finance Department within 60 days of the
return date of the travel the expenses will be reported as income on the employee's W2
form and the applicable taxes will be deducted from the employee's next paycheck.
Excess amounts that were advanced to the employee, except for per diem, must be
remitted within ten (10) business days. Failure to remit the overpayment to the City
within 120 days, of the return from the travel, will be reported as income on the
employee's W2 form and the applicable taxes will be deducted from your next
paycheck.
TRAVEL AUTHORIZATION FORM:
The Department Director is responsible for ensuring that the travel is the most cost-
effective travel alternative. This policy recommends that each department designate a
Department travel coordinator so someone other than the traveling employee is booking
travel arrangements. The City has a vendor for travel that may be used for making
these arrangements.
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A form shall be established and used by any employee that is traveling for City
business. This form gives the employee the necessary approval prior to travel. The
form shall be submitted in advance of the trip and must be approved by the Department
Director, and if necessary, the Mayor. All expenses, except for those paid with the per
diem amount; require a receipt for accounting purposes or reimbursement. An
employee must have a valid explanation and provide other appropriate information to be
considered for reimbursement. Any deviations or exceptions should be included on the
form.
The Travel Authorization Form shall be completed by the department prior to overnight
travel outside the Treasure Valley. The form shall be provided to the Finance
Department no less than ten (10) business days prior to the travel occurring.
1. This authorization form must include all elements of the travel including
but not limited to; transportation, lodging, meals, and conference fee if
applicable and justify the reason for traveling.
2. The traveling employee will forward this authorization form to the
Department Director for approval before travel arrangements and/or
conference and training fees are paid.
3. Once the travel is approved, the department can make the necessary
travel arrangements, such as flight, hotel, etc.
4. Immediately after travel is booked a copy of the Authorization form shall
be sent to Accounts Payable in Finance to support payment of airfare,
hotel, and other expenses that have been incurred.
5. The form will also be included with all the information and receipts
necessary after the travel is completed.
6. The per diem check will also be calculated based on the Travel
Authorization Form. The traveling employee is responsible for contacting
accounts payable to arrange per diem check pick-up. This must be done
at least ten days in advance of actual travel. Per Diem monies do not
need to be refunded to the City unless the trip or portions of it are
canceled.
CITY CREDIT CARD — A city credit card may be used to assure payment for a hotel or
rental car, if necessary, and specifically approved by the Department Director, when the
employee is traveling. A city credit card may be used for transportation such as taxis or
shuttles and parking and fuel for a rental car. If the employee is allowed to use their
personal vehicle for travel then a city credit card can be used for fuel. A city credit card
may used to purchase training materials that are necessary. This purchase must be
approved by the Department Director. If necessary, the employee may use the city
credit card to mail training materials back to the City. This must also be approved by
the Department Director. A city credit card cannot be used for any expenses that are
included as part of the per diem if the employee has already received the per diem
advance for travel
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Licensing, And Code Enforcement System Project 10-10174
EXPENSES
EXPENSE REPORT - Travel expense reports are to be filled out after returning from
travel. The reports are to be received by Finance Department within ten (101
working days of the travel return date pursuant to this policy. If reports are not
received by that time, it may be the cause of further inquiry and potential discipline if the
employee refuses to comply.
The use of a phone in a hotel or motel for business or personal use is highly
discouraged due to the high cost associated with such use. The employee should
discuss this with the Department Director prior to departure to determine whether the
cost will be reimbursed.
PER DIEM — Per diem is compensation given to the employee for other expenses
incurred while traveling that are not pre -paid or are defined as reimbursable. Per
Diem monies do not need to be refunded to the City unless the trip or portions of it
are canceled.
Per Diem expenses are including but are not limited to:
• Meals
• Tips or gratuities
• Non -city business fees
• Personal care items
• Banking or ATM fees
• Entertainment
• Desserts or Snacks
• Beverages
The per diem will be paid to the employee according to the IRS current
"Domestic Per Diem Rates". This rate varies from city to city. It will be
department's responsibility to designate the city closest to the destination for the
travel requested and indicate that on the Travel Authorization Form.
Full per diem rate is allowed for each day that contains an overnight stay.
The per diem rate for travel days, the first and last day of the employee's trip, is
75% of the total per diem. If the travel takes more than one day, the employee
should identify on the Travel Authorization Form and request an appropriate per
diem.
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Per Diem will be issued to employee upon final approval of travel authorization
form prior to the actual travel as noted above. Employees should always get a
per diem check prior to travel.
NON -REIMBURSABLE EXPENSES — The following expenses are NOT
considered to be reimbursable business expense, but are not excluded with the
per diem. This list is not exhaustive and is subject to the discretion of the
Department Director where it is noted, but includes the following, but is not
limited to:
a. Alcoholic beverages
b. Internet charges (unless necessary for training or City business)
Justification and receipt must be provided. [Department Director approval
needed]
c. Entertainment expenses
d. Tips or Gratuities
e. Laundry services (unless for a City Fire or Police uniform)
Justification and receipt must be provided. [Department Director approval
needed]
f. Valet services
g. Health club services fees
h. Expenses paid on behalf of others
i. Banking or ATM fees
j. Family member travel expenses
REIMBURSABLE EXPENSES — In addition to per diem, there are expenses
related to travel that are business related and are reimbursable by the City. All of
these expenses will require a receipt for proof of payment. These expenses
must also be approved by the Department Director. Only in an extraordinary
circumstance can reimbursement be provided without a receipt. These
reimbursable expenses include but are not limited to:
1. Transportation to and from the destination of the travel
2. Transportation to and from the airport to the hotel/motel
3. Rental car and fuel with proper authorization and receipts
4. Transit while at destination between hotel and the business related
meetings or purpose for the trip. This may include taxis or shuttles.
5. Telephone or internet charges that are business related
6. Tolls
7. Taxi to and from home to the airport
TRANSPORTATION — All travel must be by the most economical means practical, it
does not have be the least expensive, but the employee and the Department Director
must be able to justify the expenditure. Departments may consider the time of travel in
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Licensing, And Code Enforcement System Project 10-10174
the cost as well as the expense of fuel for a vehicle to travel to the same location
instead of an airline. If there is interruption of travel or deviation from the direct route for
the traveler's convenience, the deviation may not exceed that cost of uninterrupted
travel. Employees and departments are encouraged to consider various forms of travel
to and from the destination to weigh the expense of the travel.
AIRLINE -Employees must travel by coach or economy class.
PERSONAL VEHICLES— An employee must receive specific permission from the
Department Director or the Mayor to use their personal vehicle for travel under
this policy. For reimbursement, the employee must maintain a detailed log
reflecting date, purpose, and associated odometer readings for the trip. The
employee will be required to meet any other requirements of the City or its
insurer prior to departure, including but not limited to providing a copy of a valid
driver's license and current proof of insurance. The employee's personal vehicle
insurance will be the primary insurer for the employee and their vehicle. The
City's insurance will only be responsible for any damages that may be the
responsibility of the City. The City may pay the standard mileage rate for the
travel or may limit the expense to actual costs or some other method as
determined by the Department Director. An employee will not be required to use
their own vehicles without their permission, but the expense of the trip may be a
factor in granting approval.
RENTAL CARS — A vehicle may be rented at the destination or to travel from the
Boise/Meridian area to the destination and back. A vehicle is only allowed with prior
authorization and must be justified that it is necessary and economical for the benefit of
the City. (Use the Travel Authorization Form). The request must indicate the
necessity of the vehicle related to City business. The employee will be responsible for
the fuel or parking expenses for any trips that are not related to city business.
LODGING — The employee must stay within the IRS hotel rate for the appropriate city or
stay at the conference hotel (if applicable). When securing reservations employees will
identify themselves as government employees to obtain the government rate, if
available. The City will pay the room charge plus applicable room taxes. Hotel charges
should be broken down on a per day basis on the receipt and the expense report.
If two employees share a hotel room the employee who paid for the room should attach
the original receipt to his/her expense report noting that the room was shared and with
whom.
If a non-employee shares a room, the employee will only be reimbursed for the single
room rate or provide proof that no additional costs was incurred.
EARLY DEPARTURE or LATE RETURNS — The Travel Authorization Form should also
Implementation and Configuration of a City Wide Planning, Permitting Page 98 OF 102
Licensing, And Code Enforcement System Project 10-10174
note if the employee is requesting to stay beyond the business requirement. If there is
an impact on the City related travel the employee shall be personally responsible for the
additional cost.
This justification should reflect that there is no increase in total travel cost to the City
OTHER REIMBURSEMENTS —When other agencies or organizations directly
reimburse an employee for travel, training, and other related costs where such costs
were borne by the City, the employee will be required to endorse the reimbursement
check over to the City or write a personal check to reimburse the City within 10 days of
receipt of monies.
TRIP CANCELLATION —If the trip is canceled prior to departure the employee has three
(3) business days to return the entire per diem amount to the City. The employee or the
Department Travel Coordinator shall be responsible to cancel all the arrangements
made for the travel and attempt to limit the City's costs for this change.
Revised 3/08
Implementation and Configuration of a City Wide Planning, Permitting Page 99 OF 102
Licensing, And Code Enforcement System Project 10-10174
Exhibit F
PAYMENT SCHEDULE
PROFESSIONAL SERVICES, SOFTWARE LICENSES AND MAINTENANCE
PROJECT # 10174
Compensation
Total and complete compensation for this Agreement shall not exceed $581,928.43
including travel expenses. Consultant shall submit invoices not more frequently than once
a month, for completed deliverables only, per the schedules below. License and
Maintenance Invoices shall be paid as provided in the respective License and Maintenance
agreements. Services invoices shall be paid, less thirty-five percent (35%) retention and
only upon review, testing and acceptance of the associated deliverable(s) by the City.
Retention shall be paid upon full completion and acceptance of the final deliverable.
Fixed License & Maintenance Payment Schedule
Month
License -
Service
Maintenance
Amount
September 30, 2010
$87,984.00
Amount
$15,837.12
$103,821.12
90 Days from Contract
Execution
$67,346.40
$6,280.00
$14,445.91
$81,792.31
LICENSE SUB TOTAL
$155,330.40
$30,283.03
$185,613.43
Services Payment Schedule (subject to actual delivery)
Deliverable
Estimated
Invoice
Retention
Amount Due
=
Due Date
Amount
35%
Deliverable 1 —Project
Oct. 2010
$6,280.00
<$2,198.00>
$4,082.00
Initiation
Deliverable 2—Accela
Dec. 2010
$9,420.00
<3,297.00>
$6,123.00
Automation Setup
Deliverable 3 — Configuration
Nov. 2010
$47,100.00
<$16,485.00>
$30,615.00
Analysis
Deliverable 4 — Accela
Automation System
Jan. 2011
$65,940.00
<$23,079.00>
$42,861.00
Configuration
Implementation and Configuration of a City Wide Planning, Permitting Page 100 OF 102
Licensing, And Code Enforcement System Project 10-10174
Deliverable
Estimated
Invoice
Retention `-
Amount Due
-
Due Date
Amount
35%
Deliverable 5 — Standard
Address, Parcel and
Feb. 2011
$12,560.00
<$4,396.00>
$8,164.00
Ownership (APO) Data
Conversion
Deliverable 6 — Standard
Licensed Professional Data
Feb. 2011
$9,420.00
<$3,297.00>
$6,123.00
Conversion
Deliverable 7 — Historical Data
Mar. 2011
$29,516.00
<$10,330.60>
$19,185.40
Conversion
Deliverable 8 — Laserfiche
Mar. 2011
$6,280.00
<$2,198.00>
$4,082.00
Deliverable 9 — Caselle
Mar. 2011
$18,840.00
<$6,594.00>
$12,246.00
Deliverable 10 — Event
Management Scripting
Mar. 2011
$9,420.00
<$3,297.00>
$6,123.00
Assistance
Deliverable 11 —Report
Feb. 2011
$12,560.00
<$4,396.00>
$8,164.00
Specifications
Deliverable 12 — Report
Feb. 2011
$15,700.00
<$5,495.00>
$10,205.00
Development
Deliverable 13 — Accela
citizen Access Installation and
April 2011
$30,772.00
<$10,770.20>
$20,001.80
Configuration
Deliverable 14 —Accela GIS
Feb. 2011
$14,444.00
<$5,055.40>
$9,388.60
Installation and Configuration
Deliverable 15—Accela
Mar. 2011
$25,120.00
<$ 8,792.00>
$16,328.00
Mobile Office Configuration
Deliverable 16 —
Administrative and Technical
Mar. 2011
$15,700.00
<$5,495.00>
$10,205.00
Training
Deliverable 17 — End User
Mar. 2011
$9,420.00
<$3,297.00>
Training$6,123.00
Deliverable 18 — User
Mar. 2011
$12,560.00
<$4,396.00>
$8,164.00
Acceptance Testing (UAT)
Deliverable 19 — Production
April 2011
$12,560.00
<$4,396.00>
$8,164.00
Support
Deliverable 20 — Post
Deployment Support and
Aril 2011
p
$12,560.00
< 4,396.00>
$
$8,164.00
Transition to Customer
Resource Center
Final Payment — Release of
Retention at time Deliverable
April 2011
$131,660.20
$131,660.20
20 is signed off.
Implementation and Configuration of a City Wide Planning, Permitting Page 101 OF 102
Licensing, And Code Enforcement System Project 10-10174
Deliverable
Estimated
Invoice
Retention
Amount Due
Dui D=ate
Amount '
35°l0
* On-Going Travel
As incurred
$20,143.00
$20,143.00
Services Sub Total
$376,172.00
License & Maintenance
$185,613.43
Sub Total
TOTAL
I 1
1
1$581,928.43
* Consultant Travel Expenses are estimated and are Not -To -Exceed $20,143.00.
Consultant shall have all travel expenses authorized by the Project Manager prior to
incurring the expense. Travel expenses Shall be paid at no more than the City of
Meridian's Travel and Expense Reimbursement Policy, (see attached Exhibit E).
Implementation and Configuration of a City Wide Planning, Permitting Page 102 of 102
Licensing, And Code Enforcement System Project 10-10174
LICENSE AGREEMENT
1. Parties ACCELA
Accela, Inc.
2633 Camino Ramon, Suite 120
Bishop Ranch 3
San Ramon, California 94583
Attention: Contracts Administration
T: 925.659.3200
F: 925.407.2722
e -Mail: contractsadmin@accela.com
CUSTOMER
City of Meridian, Idaho
33 East Broadway Avenue, Suite 304
Meridian, Idaho 83642
Attention: Terry Paternoster
T: 208.489.0503
F: 208.489.0505
e -Mail: tpaternoster@meridiancity.org
This License Agreement ("LA") is intended for the exclusive benefit of the Parties; nothing herein will be
construed to create any benefits, rights, or responsibilities in any other parties.
2. Term and Termination
2.1 Term Provided that Customer signs and returns this LA to Accela no later than September 30, 2010,
This LA is effective as of the date of Customer's signature ("Effective Date") and will continue until
terminated as provided herein.
2.2 Termination Either party may terminate if the other party materially breaches this LA and, after
receiving a written notice describing the circumstances of the default, fails to correct the breach within
thirty (30) calendar days. Upon any termination or expiration of this LA, all rights granted to Customer
are cancelled and revert to Accela.
3. Intellectual Property License
3.1 License The software products ("Software") listed in Exhibit A are protected under the laws of the
United States and the individual states and by international treaty provisions, Accela retains full
ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to
use the Software, subject to the following terms and conditions:
3.1.1 The Software is provided for use only by Customer employees.
3.1.2 The Software will be delivered or made available to Customer for electronic download from
Accela's File Transfer Protocol ("FTP") site.
3.1.3 The Software may be installed on one or more computers but may not be used by more than
the number of users for which the Customer has named user licenses. The Software is
deemed to be in use when it is loaded into memory in a computer, regardless of whether a
user is actively working with the Software. Accela may audit Customer's use of the Software
to ensure that Customer has paid for an appropriate number of licenses. Should the results of
any such audit indicate that Customer's use of the Software exceeds its licensed allowance,
Customer agrees to pay all costs of its overuse as determined using Accela's then -current
pricing; any such assessed costs will be due and payable by Customer upon assessment.
Customer agrees that Accela's assessment of overuse costs pursuant to this Subsection is not
a waiver by Accela of any other remedies available to Accela in law and equity for Customer's
unlicensed use of the Software.
License Agreement (LA), Version 06122009 Page 1 of 6
3.1.4 Customer may make backup copies of the Software only to protect against destruction of the
Software. Customer may copy Accela's documentation only for internal use by Customer's
employees.
3.1.5 Customer may not make any form of derivative work from the Software, although Customer is
permitted to develop additional or alternative functionality for the Software using tools and/or
techniques licensed to Customer by Accela.
3.1.6 Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices.
3.1.7 Customer is liable to Accela for any losses incurred as the result of unauthorized reproduction
or distribution of the Software which occur while the Software is in Customer's possession or
control.
3.1.8 Customer may use the Software only to process transactions relating to properties within both
its own geographical and political boundaries and may not sell, rent, assign, sublicense, lend,
or share any of its rights under this LA.
3.1.9 Customer is entitled to receive the Software compiled (object) code and is licensed to use any
data code produced through implementation and/or normal operation of the Software;
Customer is not entitled to receive source code for the Software except pursuant to an
Intellectual Properly Escrow Agreement, which may be executed separately by the Parties.
Customer may not decompile or reverse -engineer the Software.
3.1.10 All rights not expressly granted to Customer are retained by Accela.
3.2 License Warranties
3.2.1 Accela warrants that it has full power and authority to grant this license and that, as of the
effective date of this LA, the Software does not infringe on any existing intellectual property
rights of any third party. If a third party claims that the Software does infringe, Accela may, at
its sole option, secure for Customer the right to continue using the Software or modify the
Software so that it does not infringe. Accela will have the sole right to conduct the defense of
any legal action and all negotiations for its settlement or compromise.
3.2.2 Accela has no obligation for any claim based upon a modified version of the Software or the
combination or operation of the Software with any product, data, or apparatus not provided by
Accela. Accela provides no warranty whatsoever for any third -party hardware or software
products.
3.2.3 Except as expressly set forth herein, Accela disclaims any and all express and implied
warranties, including but not necessarily limited to warranties of merchantability and fitness for
a particular purpose.
3.3 Compensation
3.3.1 License Fees In exchange for the Software described hereinabove, Customer will pay to
Accela the amounts indicated in Exhibit A,
3.3.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable
taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and
License Agreement (IA), Version 06122009 Page 2 of 6
local taxes and duties, except those based on Accela's income. If Customer is exempt from
certain taxes, Customer will provide Accela with an appropriate certificate of exemption.
Customer will be invoiced for all amounts upon occurrence of the billing events described in
Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates of
the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without
penalty until payments for all past -due billings have been paid in full by Customer.
4. Confidentiality
4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses
information and the party to which information is disclosed in a given exchange. Either Accela or
Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular
communication or transfer of information. "Confidential Information" means all disclosed information
relating in whole or in part to non-public data, proprietary data compilations, computer source codes,
compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation
or workflow diagrams, financial records or information, client records or information, organizational or
personnel information, business plans, or works -in -progress, even where such works, when completed,
would not necessarily comprise Confidential Information. The foregoing listing is not intended by the
Parties to be comprehensive, and any information which Disclosing Party marks or otherwise
designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information.
Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written,
graphic, and/or machine-readable formats. Regardless of presentation format, such information will be
deemed and treated as Confidential Information. Notwithstanding, the following specific classes of
information are not "Confidential Information" within the meaning of this Section:
a) information which is in Recipient's possession prior to disclosure by Disclosing Party;
b) information which is available to Recipient from a third party without violation of this LA or
Disclosing Party's intellectual property rights;
c) information disclosed pursuant to Subsection 4.4 below;
d) information which is in the public domain at the time of disclosure by Disclosing Party, or which
enters the public domain from a source other than Recipient after disclosure by Disclosing
Party;
e) information which is subpoenaed by governmental or judicial authority; and
f) information subject to disclosure pursuant to a state's public records laws.
4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and
will continue until two (2) years following any termination or expiration of this LA ("Confidentiality Term").
4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of
Confidential Information using the same degree of care that it uses to protect its own information of
similar importance, but will in any case use no less than a reasonable degree of care to protect
Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any
part thereof to any third party without Disclosing Party's advance express written authorization to do so.
Recipient may disclose Confidential Information only to its employees or agents under its control and
direction in the normal course of its business and only on a need -to -know basis. In responding to a
request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion
and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the
fullest extent possible.
4.4 Publicity During the term of this LA, including the term of any amendment hereto, Accela may publicly
disclose its ongoing business relationship with Customer. Such disclosures may indicate Customers
identity and the Accela product(s) and services provided or contracted to be provided to Customer.
License Agreement (LA), Version 06122009 Page 3 of 6
These disclosures may include press releases or other communications to media, display on Accela
web sites, or use in other marketing activities, but will not include non-public information or indicate
Customer's express endorsement of Accela's products or services without Customer's prior written
authorization.
5. Other Terms and Conditions
5.1 Dispute Resolution This LA is governed by the laws of the State of Idaho. Any controversy or claim
arising out of or relating to this LA, or the breach thereof, will be settled by arbitration administered by
the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency
Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof. The place of arbitration will be Ada County, Idaho. Either party may
apply to the arbitrator for injunctive relief until the arbitration award is rendered or the controversy is
otherwise resolved. Either party also may, without waiving any remedy under this LA, seek from any
court having jurisdiction any interim or provisional relief that is necessary to protect the rights or
property of that party, pending the arbitrator's determination of the merits of the controversy. Each
party will initially bear its own expenses and an equal share of the costs of the arbitration, but the
prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of
either party to object to a breach of this LA will not prevent that party from thereafter objecting to that
breach or any other breach of this LA.
5.2 Removal and Destruction of Software Within ten (10) business days following termination of this LA by
either Party, Customer will remove all copies of the Software from those computer systems which it
owns or controls and will destroy all media which contain copies of the Software or portions thereof.
Customer will certify said removal and destruction to Accela within fifteen (15) business days following
termination of this LA.
5.3 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or
pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets.
5.4 Survival The following provisions will survive the termination or expiration of this LA: Section 3.3 and
all subsections thereof, as to Customer's obligation to pay any fees accrued or due at the time of
termination or expiration; Section 4 and all subsections thereof; and Section 5, and all subsections
thereof.
5.5 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions
accompanying drafts and/or purchase orders issued by Customer.
License Agreement (LA), Version 06122009 Page 4 of 6
5.6 Severability and Amendment If any particular provision of this LA is determined to be invalid or
unenforceable, that determination will not affect the other provisions of this LA, which will be construed
in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or
amendment of this LA will be effective unless it is described in writing and signed by the Parties.
ACCELA
By:
(Signature)
(At/n/ M. SAMUfZS
(Print Name)
Its ASST• GoRe. Sezx&—r
(Tige)
Dated: 13 SEPTciG�Zd(0
(Month, Day, Year)
Exhibit Follows.
CUSTOMER
By: /YGlOZl7�GGCs,JL
(Signature) 9
10 - of
(P it of Name)
Its
(Tge)
Dated:
(Month, Day, Year)
END OF DOCUMENT
License Agreement (LA), Version 06122009 Page 5 of 6
EXHIBIT A
1�Av dlB U f1 ap Ql]tPs7Gt 1CeCGirerl -
Qua tr
s
Accela Automation Land Management Server License (Includes 5 Named
User Licenses
1
$27,495.00
Accela Automation Land Management Additional Named User Licenses (10
User Packs
50
$54,990.00
Accela Automation Land Management Customer Discount
N/A
$16,497.00
Accela Licensing & Case ManagementTM Server License (Includes 5 Named
User Licenses
1
$27,495.00
Accela Lic—en'sing & Case Management Customer Discount
N/A
5,499.00
Accela Mobile Office Additional Named User Licenses 3 User Packs
Totaubffa€s
1 License Fees are fixed-price deliverables for which full payment is due upon contract signing.
2 Additional modules will be delivered upon contract signing. License fees for additional deliverables are due ninety
(90) days from contract signing.
END OF DOCUMENT
License Agreement (IA), Version 06122009 Page 6 of 6
Accela Citizen AccessTM Server License
$5,499.00
Accela Citizen Access Module Fee
$10,998.00
Accela Citizen Access User Packs Based U on 65,000 Po ulation
7157
$2,600.00
Accela Citizen Access Customer Discount
$3,819.40Accela
Mobile OfficeTMServer License Includes 5 Named User Licenses
$24,995.00
Accela Mobile Office Additional Named User Licenses 3 User Packs
$16,497.00
Accela Mobile Office Customer Discount
N/A
$8,298.40
Accela GISTM Server License Includes 5 Named User Licenses
1
$5,499.00
Accela GIS Additional Named User Licenses 11 User Packs
55
$18,095.00
Accela GIS Customer Discount
N/A
$4,718.80
TetaioPee�fi7,39ti40?
2 Additional modules will be delivered upon contract signing. License fees for additional deliverables are due ninety
(90) days from contract signing.
END OF DOCUMENT
License Agreement (IA), Version 06122009 Page 6 of 6
MAINTENANCE AGREEMENT
1. Parties ACCELA
Accela, Inc.
2633 Camino Ramon, Suite 120
Bishop Ranch 3
San Ramon, California 94583
Attention: Contracts Administration
T: 925.659.3200
F: 925.407.2722
e -Mail: contractsadmin@accela.com
CUSTOMER
City of Meridian, Idaho
33 East Broadway Avenue, Suite 304
Meridian, Idaho 83642
Attention: Terry Paternoster
T: 208.489.0503
F: 208.489.0505
e -Mail: tpaternoster@meridiancity.org
This Maintenance Agreement ("MA") is intended for the exclusive benefit of the Parties; nothing herein will be
construed to create any benefits, rights, or responsibilities in any other parties.
2. Term and Termination
2.1 Term Provided that Customer signs and returns this MA to Accela no later than September 30, 2010,
this MA is effective as of the date of Customer's signature and will continue for a period of five (5) years.
Customer may elect to continue its maintenance coverage for additional annual terms by paying to
Accela the fees associated with such terms when these are due; said fees will be calculated as twenty
percent (20%) of the then -current list license fees. Should Customer fail to renew its maintenance
coverage or pay the applicable fees, Accela reserves the right to withhold all support. If Customer
resumes maintenance coverage after one or more periods without such coverage, Customer will pay an
amount equivalent to one hundred ten percent (110%) of all maintenance fees attributable to the
period(s) without coverage, as such fees are calculated based upon pricing in effect at the time of
resumption of maintenance coverage.
2.2 Termination Either party may terminate if the other party materially breaches this MA and, after
receiving a written notice describing the circumstances of the default, fails to correct the breach within
thirty (30) calendar days. Upon any termination or expiration of this MA, all rights granted to Customer
are cancelled and revert to Accela.
2.3 Non -Appropriation of Funds Continuation of this MA is subject to the appropriation of funds for such
purpose by the City Council. If funds to effect such continued payment are not appropriated, Customer
may termination this Agreement as thereby affected and Accela will relieve Customer of any further
obligation.
3. Scope of Maintenance
3.1 Maintenance Services
3.1.1 Telephone Support Accela will provide Customer with a telephone number to contact the
Customer Resource Center (CRC), Accela's live technical support facility, which is available
from 4:00 a.m. until 6:00 p.m. Pacific time Monday through Friday, excluding Accela's
observed holidays.
3.1.2 E -Mail Support Accela will provide Customer with one or more electronic mail addresses to
which Customer may submit routine or non-critical support requests, which Accela will address
during its regular business hours.
Maintenance Agreement (MA), Version 06122009 Page 1 of 6
3.1.3 Online Support Accela will provide Customer with access to archived software updates and
other technical information in Accela's online support databases, which are continuously
available.
3.1.4 Remote Support When required to properly resolve a maintenance request, Accela will
provide remote assistance to Customer via the WebEx1m Meeting CenterTM environment or
another mutually -acceptable remote communications method.
3.1 .5 On -Site Support If Customer does not wish for Accela to resolve its maintenance requests
remotely, Accela will provide on-site assistance to Customer at Accela's then -current time -
and -materials rates. In addition to these charges, Customer will compensate Accela for
associated airfare, lodging, rental transportation, meals, and other incidental expenses as
such expenses accrue.
3.1.6 Software Updates Accela will provide revisions of and enhancements to maintained software
products to Customer as such updates are generally -released by Accela. Software updates
will be delivered or made available to Customer for electronic download from Accela's File
Transfer Protocol ("FTP") site.
3.2 Maintenance Limitations
3.2.1 Limitations Generally The following are not covered by this MA, but may be separately
available at rates and on terms which may vary from those described herein:
a) Services required due to misuse of the Accela-maintained software products;
b) Services required due to software corrections, customizations, or modifications not
developed or authorized by Accela;
c) Services required by Customer to be performed by Accela outside of Accela's usual
working hours;
d) Services required due to external factors including, but not necessarily limited to,
Customers use of software or hardware not authorized by Accela;
e) Services required to resolve or work -around conditions which cannot be reproduced
in Accela's support environment;
f) Services which relate to tasks other than maintenance of Customer's existing
implementation and configuration of the Accela-maintained software products
including, but not necessarily limited to, enhancing or adapting such products for
specific operating environments;
g) Services requested by Customer to implement software updates provided by Accela
pursuant to this MA; and
h) New or additional applications, modules, or functionality released by Accela during
the term of this MA.
3.2.2 Legacy Releases Accela will provide maintenance support for the current release of each of
its maintained software applications and for the release immediately preceding such current
release. All other releases are deemed to be "Legacy Releases". Accela will respond to
maintenance requests concerning Legacy Releases only using currently -available information.
Services requiring additional research, engineering -level support, or coding or programming by
Accela will not be provided pursuant to this MA, but may be separately available at rates and
on terms which may vary from those described herein.
3.3 Warranty Accela will commence and complete the maintenance obligations described in this MA in a
good and workmanlike manner, consistent with the practices and standards of care generally -accepted
Maintenance Agreement (MA), Version 06122009 Page 2 of 6
within and expected of Accela's industry, to ensure that the operation of the maintained software
products does not materially differ from documented specifications. Accela may make repeated efforts
within a reasonable time period to resolve maintenance requests. When a maintenance request cannot
be resolved, Customers exclusive remedy will be damages in an amount equal to the total of
maintenance fees paid to Accela for the defective or non -conforming software products for the twelve
(12) calendar months immediately preceding Customer's maintenance request.
3.4 Compensation
3.4.1 Maintenance Fees In exchange for the Maintenance Services described hereinabove,
Customer will pay to Accela the amounts indicated in Exhibit A.
3.4.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable
taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and
local taxes and duties, except those based on Accela's income. If Customer is exempt from
certain taxes, Customer will provide Accela with an appropriate certificate of exemption.
Customer will be invoiced for all amounts upon occurrence of the billing events described in
Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates
of the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without
penally until payments for all past -due billings have been paid in full by Customer.
4. Confidentiality
4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses
information and the party to which information is disclosed in a given exchange. Either Accela or
Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular
communication or transfer of information. "Confidential Information" means all disclosed information
relating in whole or in part to non-public data, proprietary data compilations, computer source codes,
compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation
or workflow diagrams, financial records or information, client records or information, organizational or
personnel information, business plans, or works -in -progress, even where such works, when completed,
would not necessarily comprise Confidential Information. The foregoing listing is not intended by the
Parties to be comprehensive, and any information which Disclosing Party marks or otherwise
designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information.
Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written,
graphic, and/or machine-readable formats. Regardless of presentation format, such information will be
deemed and treated as Confidential Information. Notwithstanding, the following specific classes of
information are not "Confidential Information" within the meaning of this Section:
a) information which is in Recipient's possession prior to disclosure by Disclosing Party;
b) information which is available to Recipient from a third party without violation of this MA or
Disclosing Party's intellectual property rights;
c) information disclosed pursuant to Subsection 4.4 below;
d) information which is in the public domain at the time of disclosure by Disclosing Party, or which
enters the public domain from a source other than Recipient after disclosure by Disclosing
Party;
e) information which is subpoenaed by governmental or judicial authority; and
f) information subject to disclosure pursuant to a state's public records laws.
4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and will
continue until two (2) years following any termination or expiration of this MA ("Confidentiality Term").
Maintenance Agreement (MA), Version 06122009 Page 3 of 6
4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of
Confidential Information using the same degree of care that it uses to protect its own information of
similar importance, but will in any case use no less than a reasonable degree of care to protect
Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any
part thereof to any third party without Disclosing Party's advance express written authorization to do so.
Recipient may disclose Confidential Information only to its employees or agents under its control and
direction in the normal course of its business and only on a need -to -know basis. In responding to a
request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion
and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the
fullest extent possible.
4.4 Publicity During the term of this MA, including the term of any amendment hereto, Accela may publicly
disclose its ongoing business relationship with Customer. Such disclosures may indicate Customers
identity and the Accela product(s) and services provided or contracted to be provided to Customer.
These disclosures may include press releases or other communications to media, display on Accela
web sites, or use in other marketing activities, but will not include non-public information or indicate
Customers express endorsement of Accela's products or services without Customer's prior written
authorization.
5. Other Terms and Conditions
5.1 Customer Obligations As required, Customer will provide Accela with appropriate access to
Customers facilities, data systems, and other resources. If Security restrictions impair such access,
Customer acknowledges that some maintenance services hereunder may not be provided to Customer.
It is Customers sole responsibility to maintain current backup copies of its data and of its
implementation of Accela's software products. If Customer's failure to create proper backups
substantially increases the difficulties of any remedial actions by Accela hereunder, Accela reserves the
right to charge Customer for any extra work reasonably -attributable to such increased difficulty, as
calculated at Accela's then -current time -and -materials rates.
5.2 Proprietary Rights The remedial methods, software updates, and product information provided to
Customer pursuant to this MA are protected under the laws of the United States and the individual
states and by international treaty provisions. Accela retains full ownership in such items and grants to
Customer a limited, nonexclusive, nontransferable license to use the items, subject to the terms and
conditions of this MA and other agreements between Accela and Customer.
5.3 Limitation of Liability Accela provides no warranty whatsoever for any third -party hardware or software
products. Third -party applications which utilize or rely upon the Application Services may be adversely
affected by remedial or other actions performed pursuant to this MA; Accela bears no liability for and
has no obligation to remedy such effects. Except as set forth herein. Accela provides all Maintenance
Services "as is" without express or implied warranty of any kind regarding the character, function,
capabilities, or appropriateness of such services or deliverables. To the extent not offset by its
insurance coverage and to the maximum extent permitted by applicable laws, in no event will Accela's
cumulative liability for any general, incidental, special, compensatory, or punitive damages whatsoever
suffered by Customer or any other person or entity exceed the fees paid to Accela by Customer during
the twelve (12) calendar months immediately preceding the circumstances which give rise to such
claim(s) of liability, even if Accela or its agents have been advised of the possibility of such damages.
5.4 Force Majeure If either party is delayed in its performance of any obligation under this MA due to
causes or effects beyond its control, that party will give timely notice to the other party and will act in
good faith to resume performance as soon as practicable.
Maintenance Agreement (MA), Version 06122009 Page 4 of 6
5.5 Dispute Resolution This MA is governed by the laws of the State of Idaho. Any controversy or claim
arising out of or relating to this MA, or the breach thereof, will be settled by arbitration administered by
the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency
Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof. The place of arbitration will be Ada County, Idaho. Either party may
apply to the arbitrator for injunctive relief until the arbitration award is rendered or the controversy is
otherwise resolved. Either party also may, without waiving any remedy under this MA, seek from any
court having jurisdiction any interim or provisional relief that is necessary to protect the rights or
property of that party, pending the arbitrator's determination of the merits of the controversy. Each
party will initially bear its own expenses and an equal share of the costs of the arbitration, but the
prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of
either party to object to a breach of this MA will not prevent that party from thereafter objecting to that
breach or any other breach of this MA.
5.6 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or
pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets.
Accela may subcontract with qualified third parties to provide portions of the Maintenance Services
described hereinabove.
5.7 Survival The following provisions will survive the termination or expiration of this MA: Section 2.1, as to
Customer's obligation to pay any fees associated with a lapse in maintenance coverage upon
resumption of such coverage; Section 3.3, as to limitation of remedy; Section 3.4 and all subsections
thereof, as to Customer's obligation to pay any fees accrued or due at the time of termination or
expiration; Section 4 and all subsections thereof; and Section 5 and all subsections thereof with the
exceptions of Subsections 5.1 and 5.4.
5.8 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions
accompanying drafts and/or purchase orders issued by Customer.
5.9 Severability and Amendment If any particular provision of this MA is determined to be invalid or
unenforceable, that determination will not affect the other provisions of this MA, which will be construed
in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or
amendment of this MA will be effective unless it is described in writing and signed by the Parties.
ACCELA
By;
(Signature)
IAX41V M. SWA(YE7 S
(Print Name)
Its IN< -r. ay.. 5&'r,00&—r1f y
(Title)
Dated: Zs 5E111F&�t 2dre'
(Month, Day, Year)
Exhibit Follows.
CUSTOMER
By:
(Signature)
/a mrrr rl r�t i�?C.rz1
(Print Name)
Its
(Tills)
Dated:
(Month, Day, Year)
END OF DOCUMENT
Maintenance Agreement (MA), Version 06122009 Page 5 of 6
EXHIBIT A
1 First -Term Annual Maintenance Fees are fixed-price deliverables for which full payment is due upon contract
signing.
Annual support fees for maintenance terms two (2) through five (5) are paid annually and will remain unchanged from
the previous year's fees.
ktlditiorraleliueraiites
First -Term Annual Maintenance for Accela Automation@ Land Management (1 Server
License 55 Named User Licenses
$16,497.00
Customer Discount on Land Management
$4,619.16
First -Term Annual Maintenance for Accela Licensing & Case Management"' (1 Server
License and 5 Named User Licenses
$5,499.00
Customer Discount on Licensing & Case Management
$1,539.72
7`otal�l �s � 83Z�2}=
1 First -Term Annual Maintenance Fees are fixed-price deliverables for which full payment is due upon contract
signing.
Annual support fees for maintenance terms two (2) through five (5) are paid annually and will remain unchanged from
the previous year's fees.
ktlditiorraleliueraiites
First -Term Annual Maintenance for Accela Citizen AccessTM (1 Server License and 2
Modules [Based Upon 65,000 Population])
$3,819.47
Customer Discount on Citizen Access
$1,069.50
First -Term Annual Maintenance for Accela Mobile OfficeTM (1 Server License and 20
Named User Licenses
$8,298.40
First -Term Annual Maintenance for Accela GISTM (1 Server License and 60 Named User
Licenses
$4,718.80
Customer Discount on GIS
$1,321.26
Total6fFees1445t=
2 First -Term Annual Maintenance Fees are fixed-price deliverables for which payment is due ninety (90) days from
contract signing.
Annual support fees for maintenance terms two (2) through five (5) are paid annually and will remain unchanged from
the previous year's fees and will be co -termed to commence with Land Management and Licensing & Case
Management maintenance fees.
END OF DOCUMENT
Maintenance Agreement (MA), Version 06122009 Page 6 of 6 /