Questica License and Service Agreement* Item#21.
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MEMO TO CITY COUNCIL
From: Finance Meeting Date: September 8, 2020
Presenter: Consent Estimated Time: 0
Topic: License and Service Agreement for Budget Software to Questica, Ltd for the Not-To-
Exceed amount of$271,112
Recommended Council Action:
Approval of License and Service Agreement for Budget Software to Questica, Ltd for the Not-To-
Exceed amount of$271,112
Background:
Procurement of Budget Software &installation services. This purchase is being made off the State
of Idaho Contract. This Agreement is the result of months of research, and negotiation in
conjunction with City Finance, Procurement and IT.
Page 344
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QUESTICA LICENSE AND SERVICE AGREEMENT
This SOFTWARE LICENSE AGREEMENT(the"Agreement") is made this September 15, 2020 (the"Effective Date") by and
between QUESTICA LTD., a corporation incorporated under the laws of the State of Delaware ("Questica") and City of
Meridian, Idaho, including,without limitation,all its subdivisions,departments,and constituent entities within its legal scope and
jurisdiction (collectively, the"City").
BACKGROUND
A. Questica has made a substantial investment in the development of the QUESTICA BUDGET computer software
products identified in the attached Quotation(the"Software"),and in the development of documentation related thereto
(the"Documentation"and together with the Software, the"Work").
B. Questica has the right to license the Work to third parties.
C. The City wishes to use the Work,and Questica has agreed to license such use, pursuant to the terms of this Agreement.
NOW THEREFORE, in consideration of the premises and the mutual covenants contained herein and other good and valuable
consideration (the receipt and adequacy of which are hereby acknowledged), Questica and City(collectively, the"Parties"and
individually, a"Party")agree as follows:
1. PERMITTED USE. Subject to the terms of this Agreement,Questica hereby grants to City a perpetual, personal, revocable,
non-transferable and non-exclusive license to use the Software, solely in executable code format, and the Documentation
provided therewith,solely for City's own internal business purposes exclusively within the facilities and sites within the jurisdiction
of the City.
If City wishes to use the Software at or from an additional site or sites outside of its jurisdiction, City agrees to obtain a separate
license for such site(s). City's right to use the Software and the Documentation is limited to those rights expressly set out herein.
City shall not use the Software, in whole or in part, on behalf of or for the benefit of any other Person, including an affiliate of the
City, except as expressly provided herein.
1.1 PERSONNEL WORK-AT-HOME RIGHTS. City's personnel (its employees and contractors) may use the Software from
their homes as an extension of the license granted to the City, for business related purposes. City personnel may not use the
Software at home for personal purposes. For greater clarity, City shall be responsible for the use of the Work by any contractors,
including any actions of omissions of such contractors, as though they were employees of City.
City shall promptly deny access to the Software to (a)any employee or contractor who is no longer employed by License; or(b)
any staff member would not normally require the use of the Software in the at-work environment.
1.2 PERMITTED CUSTOMIZATIONS. Questica also grants the City a non-sublicensable, non-exclusive,non-transferable right
to create,or to have created on its behalf,"Permitted Customizations"to the executable code components of the Software solely
for internal use and only for use as part of and in conjunction with the related Software. "Permitted Customizations" is custom
software or reports which are developed that access or interact with the Software or its associated database(s). The City may
only create Permitted Customizations that do not require the source code of the Software to create the Permitted Customizations.
Permitted Customizations Do Not Inhibit Questica's Right to Innovate. Independently, Questica is continually innovating and
improving the Software to meet the needs of its customers. The City acknowledges that,while it has the ability to create its own
Permitted Customizations, Questica must not be prevented from continuing to develop and enhance its software in any respect,
even if such modifications may be similar to the Permitted Customizations in functionality, appearance or otherwise. Questica
retains the right to (i)develop any modifications which may be similar to the Permitted Customizations; and (ii) integrate any or
all of such modifications into its core product.
1.3 RESTRICTIONS ON USE. Except as set forth herein, City shall (a) not copy the Software except to copy it onto the site
computers being used by City and to make copies of the Software solely for backup, training, disaster recovery or testing
purposes; (b) not copy any of the Documentation for any use outside the site; (c) not assign this Agreement or transfer, lease,
export or grant a sub-City of the Work or the license contained herein to any Person or organization except as and when
authorized to do so by Questica in writing; (d) not reverse engineer, decompile or disassemble the Software; (e) not use the
Questica License and Service Agreement Page 1 of 29
Work except as authorized herein; (f) take such precautions with respect to the Software, as it would take to protect its own
proprietary software or hardware or information. For the purposes of this Agreement,"Person"includes an individual,corporation,
partnership, joint venture, trust, unincorporated organization, the Crown or any agency or instrumentality thereof or any other
judicial entity recognized by law.
2. OWNERSHIP AND COPYRIGHT. Questica is the owner of all intellectual property rights in the Work, related written
materials, logos, names and other support materials provided pursuant to the terms of this Agreement. No title to the intellectual
property in the Work or in any magnetic media or other physical media provided therewith is transferred to the City by this
Agreement.
Questica shall defend City against any claim that the Work infringes a registered Canadian or United States'patent,copyright or
trade-mark of any third party and Questica will pay resulting cost, damages and reasonable legal fees finally awarded, provided
that i) City promptly notifies Questica in writing of the claim; and ii) Questica has sole control of the defense and all related
settlement negotiations.
If such claim has occurred or in Questica's opinion is likely to occur, City agrees to permit Questica at its option and expense,
either to procure for City the right to continue using the Work or to replace or modify the same so that it becomes non-infringing
without loss of functionality.
Questica shall have no obligation to defend City or to pay costs, damages or legal fees for any claim based upon use of other
than a current unaltered release of the Work, if such infringement would have been avoided by the use of a current unaltered
release thereof.
The foregoing states the entire obligations of Questica with respect to infringement or proprietary or intellectual rights of third
parties.
3. LIMITED WARRANTY. Questica warrants that so long as Product Maintenance and Support services are provided by
Questica that the Software,when properly installed,will perform substantially in accordance with the Documentation provided in
connection therewith. If the Software does not so perform during such period, Questica will correct, at no cost to City,
programming errors in the Software to make the Software so perform provided that i)the Software has been properly used by
the City in accordance with Documentation provided in connection therewith; ii)City notifies Questica of the programming errors
and describes the nature of the suspected errors and of the circumstances in which they occur; iii)Questica, using reasonable
efforts, is able to confirm the existence of the programming errors; and iv) City or any third party has not changed or modified
the Software.
City agrees that Questica shall not be liable to the City or any other person, regardless of the cause, for the effectiveness or
accuracy of the Software, the Documentation or any other related materials, or for any other special, indirect, incidental or
consequential damages arising from or occasioned by the use of the Software, the Documentation or the related materials, or
the failure or omission on the part of Questica to comply with its obligations under this Agreement.
The City hereby agrees that Questica's maximum liability for any claim arising in connection with the Work or otherwise under
this Agreement(whether in contract,tort, including negligence, product liability or otherwise)shall not exceed the total Fees paid
by the City.
THE ABOVE EXPRESS WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES AND CONDITIONS (EXPRESS AND
IMPLIED)AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW OR FROM A COURSE OF DEALING OR USAGE
OF TRADE, INCLUDING BUT NOT LIMITED TO WARRANTIES OR CONDITIONS OF MERCHANTABLE QUALITY OR
FITNESS FOR A PARTICULAR PURPOSE. NO OTHER WARRANTIES OR CONDITIONS EXPRESS OR IMPLIED ARE
GIVEN.
4. LIMITATIONS OF REMEDIES AND DAMAGES. Subject to Section 16 hereof, Questica's entire liability and the City's
exclusive remedy under this Agreement shall be i)if Questica is in breach of the Limited Warranty,to require Questica to replace
any defective media or to correct any defects and make any modifications which are necessary to cause the Software to confirm
in all material respects to the Documentation; or ii)the termination of this Agreement.
In the event of any such termination, Questica shall not be liable in the aggregate for any damages which exceed the amount
paid hereunder by the City to Questica as Software License Fees. In no event shall Questica be liable for indirect, special,
incidental, or consequential damages, even if advised of the possibility of such damages.
5. DISPUTE RESOLUTION/ARBITRATION. In the event of any dispute arising out of or relating to and/or in connection with
this Agreement, the parties' project managers shall use every reasonable effort to resolve such dispute in good faith within ten
(10) Business Days. If the project managers have failed to resolve the dispute within such time frame, then the dispute shall be
escalated to the next escalation level.At each escalation level,the designated executives shall negotiate in good faith in an effort
to resolve the dispute. For the purposes of this Agreement, a"Business Day"shall mean a day other than a Saturday, Sunday,
or statutory holiday in Ontario.
Questica License and Service Agreement Page 2 of 29
Escalation Level Questica Management City Management Level Period of
Level Resolution Efforts
First Level Project Manager Project Manager 10 Business Days
Second Level Director- Finance Department Manager 10 Business Days
Customer Success
Third Level Vice President- Director of Finance or Treasurer 10 Business Days
Professional Services
If the above escalation periods have elapsed and there continues to be a dispute as to any matter herein, the matter in dispute
may be referred to arbitration by a single arbitrator if mutually agreed by the parties in writing. In the event that the parties do not
agree on arbitration or other form of dispute resolution, either party may pursue litigation in a court of appropriate jurisdiction in
the State of Idaho
(a) Except as provided above, or any other circumstance in which a party seeks an injunction or other equitable relief from
the courts,Any dispute,claim or controversy arising out of or relating to this Agreement or the breach,termination, enforcement,
interpretation or validity thereof, including the determination of the scope or applicability of this agreement to arbitrate, shall be
determined by arbitration in Idaho before one arbitrator, including lawyers with 10 years of active practice in relevant information
technology or intellectual property matters. The arbitration shall be administered by (i) JAMS pursuant to JAMS' Streamlined
Arbitration Rules and Procedures if City is U.S. based or if City is from outside the United States, in accordance with the JAMS
International Arbitration Rules. Judgment on the Award may be entered in any court having jurisdiction. This clause shall not
preclude parties from seeking provisional remedies in aid of arbitration from a court of appropriate jurisdiction. The arbitrator
shall not award punitive or exemplary damages, except where permitted by statute, and the parties waive any right to recover
any such damages. The parties shall maintain the confidential nature of the arbitration proceeding and any award, except as
may be necessary to prepare for or conduct the arbitration hearing on the merits, or except as may be necessary in connection
with a court application for a preliminary remedy,a judicial challenge to an award or its enforcement,or unless otherwise required
by law orjudicial decision. The parties acknowledge that this Agreement evidences a transaction involving interstate commerce.
(b) Notwithstanding the provision in Section 5(a) with respect to applicable substantive law, any arbitration conducted
pursuant to the terms of this Agreement shall be governed by the Federal Arbitration Act(9 U.S.C., Secs. 1-16).
(c) In the event of any action or proceeding (including arbitration)brought in connection with this Agreement,the prevailing
party shall be entitled to recover its costs and reasonable legal fees arising from such action or proceeding.
6. IRREPARABLE HARM. City acknowledges and agrees with Questica that the breach by it of any of the provisions of
Sections 1-4, 9 or 10 of this Agreement would cause serious harm to Questica which could not adequately be compensated for
in damages and in the event of a breach by City of any of such provisions, City understands that an injunction may be issued
against it restraining it from any further breach of such provisions,but such actions shall not be construed so as to be in derogation
of any other remedy which Questica may have in the event of such breach.
7. TERMS OF SERVICE. Terms, provisions, or conditions on any purchase order, acknowledgement, or other business form
or writing that Customer may use in connection with the provision of Services (or software) by Questica will have no effect on
the rights,duties,or obligations of the parties hereunder, regardless of any failure of Questica to object to such terms,provisions,
or conditions.
8. FEES AND PAYMENTS FOR SERVICES
8.1 Payment. Payment is required in the currency quoted.Terms are Net-30 days from the date of receipt of invoice, and
acceptance of the applicable milestone, as defined in the Project Payment Schedule. Only activities approved in a
Scope of Work shall be invoiced. A mutually determined change control mechanism will be used to accommodate
modifications to the Scope of Work. The City Project Manager will compare the invoice against the Project Payment
Schedule in the Agreement for compliance. Upon approval that the work has been done and is in compliance with the
Agreement, not to be unreasonably withheld,the City Project Manager will approve the pay request for processing. No
compensation will be paid over the Not-to-Exceed amount without prior written approval by the City in the form of a
Change Order.
8.2 Invoicing. City will provide Questica with a valid purchase order or alternative document reasonably acceptable to
Questica.Questica will invoice City in accordance with the relevant Payment Schedule.. City is responsible for providing
complete and accurate billing and contact information to Questica and notifying Questica of any changes to such
information.
8.3 Suspension of Service and Acceleration. If any amount owing by City under this or any other agreement for Questica
services is 30 or more days overdue, Questcia may, without limiting Questica's other rights and remedies, accelerate
City unpaid fee obligations under such agreements so that all such obligations become immediately due and payable,
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and suspend Questica services to the City until such amounts are paid in full. Questica will give City at least 7 days
prior notice that the City's account is overdue, in accordance with Section 11.1 (Manner of Giving Notice), before
suspending services to the City.
8.4 Payments and Disputes.Questica shall not exercise rights under 8.3(Suspension of Service and Acceleration)if City
are disputing the applicable charges reasonably and in good faith and are cooperating diligently to resolve the dispute.
9. PRODUCT MAINTENANCE AND SUPPORT. For the first year of this Agreement, upon paying the City Fee and for each
year thereafter, provided that City continues to pay the Product Maintenance and Support Fees in accordance with the fees set
out in Appendix A, Questica shall provide the Maintenance and Technical Support Services(the"Services")for the software as
outlined in Appendix B, if the City is not otherwise in breach of the provisions of this Agreement. If payment of the annual fee is
not received by Questica before the first business day of the next additional year, Questica's obligation to provide the Services
shall be terminated. Starting in year 4 and each year thereafter, an inflationary increase of 3%or CPI would apply,whichever is
less. Questica may elect not to increase these fees in any year, however no such waiver shall preclude Questica from applying
the escalation to any subsequent year or part of a year, and from making the subsequent application as if all subsequent
escalation had been duly made over the period since the last increase.
10. IMPLEMENTATION SERVICES. Questica shall provide the professional service as defined in the Scope of Work("SOW"),
Appendix C, in a professional manner, consistent with industry standards. Unless otherwise agreed upon by both parties, or as
the result of a delay on the part of Questica,the obligation to provide professional services to the City expires the earlier of:
1)completion of the services described in the SOW
2) 12 months from the effective date of this Agreement.
11. ACCEPTANCE OF CUSTOM WORK. Within thirty(30) business days from the delivery of each individual Custom Work,
the Customer/City shall, in its sole discretion, review the Product Customization and notify Questica whether it finds the
Customizations satisfactory or unsatisfactory. If its determined that the Customizations are unsatisfactory, then it shall state in
writing the reasons for its determination, including identifying any nonconformance with the City's specifications or expectations.
Questica will promptly correct the deficiencies and reinstall the Customizations, and the approval procedure shall be reapplied
until City finally declares the Customizations satisfactory. In the absence of a written response within 30 Business Days after
the delivery of the Customizations or once the City has declared the Customizations satisfactory, the Customizations shall be
considered `Accepted'.
12. RESERVED.
13. TRAVEL COSTS. Unless noted otherwise,this quotation does not include any travel, lodging,or on-site expenses. If such
travel is required and subsequently authorized, City of Meridian's standard travel and per diem rates shall apply. Air Travel,
Rental Car(with associated fuel and parking costs), and Lodging costs shall reimbursed at cost. Questica is not responsible for
unpredictable(including Commercial Airline Travel)delays which may increase travel cost.
14. CONFIDENTIAL INFORMATION. Each of the Parties shall use reasonable efforts (and, in any event, efforts that are no
less than those used to protect its own confidential information)to protect from disclosure the confidential information only to its
employees or agents who require access to it for the purpose of this Agreement or as otherwise provided in this Agreement. For
the purposes of this Section, "confidential information" means all data information which when it is disclosed by a Party is
designated as confidential and shall include the Work and any other proprietary and trade secrets of Questica to which access
is obtained or granted hereunder to City; provided, however that confidential information shall not include any data or information
which (a) is or becomes publicly available through no fault of the other Party, (b) is already in the possession of the Party prior
to its receipt from the other Party, (c) is independently developed by the other Party, (d)is rightfully obtained by the other Party
from a third party, (e)is disclosed with the written consent of the Party whose information it is,or(f)is disclosed pursuant to court
order, or other legal compulsion.
15. NONDISCLOSURE OF AGREEMENT. Neither Party shall disclose the terms of this Agreement except as required by law
or governmental regulation,without the other party's prior written consent, except that either Party may disclose the terms of this
Agreement on a confidential basis to accountants, legal counsel, and financial advisors and lenders.
16. TERMINATION. This Agreement is effective as of the Effective Date and shall continue unless and until this Agreement is
terminated as described herein. City may terminate this Agreement if Questica is declared insolvent, has assigned this
Agreement in violation of the terms and conditions herein, or has made an assignment for the benefit of creditors.
After a one-year period from the Effective Date,the City may terminate this Agreement at any time for any reason, or no reason,
providing their financial obligations to Questica as detailed in Appendix A have been satisfied and paid in full. If the Agreement
is terminated in this manner, no refund will be provided for any maintenance or support services paid in advance.
In the event that City shall be in breach of any provisions of the Dispute Resolution/Arbitration Section outlined in this Agreement,
Questica may provide notice of such breach to City,who shall have thirty(30)days from the date of such notice to cure or rectify
the said breach. Should City fail to cure or rectify the said breach in the said thirty (30) days, Questica may terminate this
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Agreement. Such termination by Questica shall be in addition to and without prejudice to such rights and remedies as may be
available to Questica including injunction and other equitable remedies.
The provisions of Sections 1-3, 5, 14-18, 23, 24 and 26 herein shall survive the termination of this Agreement.
17. TRANSITION ASSISTANCE. In the event that City has entered into or enters into agreements with other contractors or
government institutions for additional work related to the capital or operating Budgeting process, Questica agrees to reasonably
cooperate with such other parties. Questica shall not commit any act which will unnecessarily interfere with the work performed
by any such third parties.
In the event of termination of this Agreement,Questica agrees that it shall provide reasonable assistance to,and shall not hinder
a complete transition of the software functionality being terminated from Questica and its subcontractors to the City, or to any
replacement provider designated by the City, without any material interruption of or material adverse impact on the services
provided hereunder or any other services provided by third parties. Any additional services requested by City during the transition
assistance period shall be provided by Questica at Questica's then-standard rates.
18. NOTICE. Any notice or other communication required or permitted to be given hereunder or for the purposes hereof to any
party shall be in writing and shall be sufficiently given if delivered personally to such party, or if sent by prepaid registered mail
or at such other address as the Party to whom such notice is to be given shall have last notified (in the manner provided herein)
the Party giving such notice. Any notice delivered to the Party to whom it is addressed as provided herein shall be deemed to
have been given and received on the day it is delivered at such address, provided that if such day is not a Business Day, then
the notice shall be deemed to have been given and received on the Business Day next following such day. Any notice mailed
to a Party shall be deemed to have been given and received on the fifth Business Day next following the date of its mailing
provided that no postal strike or other postal service disruption is then in effect or comes into effect within four(4)Business Days
after such mailing.
19. FORCE MAJEURE. Except as expressly provided otherwise in this agreement, dates and times by which any Party is
required to render performance under this agreement or any schedule hereto shall be postponed automatically to the extent and
for the period that such Party is prevented from meeting them by reason of any cause beyond its reasonable control (other than
lack of funds), provided that the Party prevented from rendering performance notifies the other Party immediately and in detail
of the commencement and nature of such cause and the probable consequences thereof, and provided further that such Party
uses its reasonable efforts to render performance in a timely manner utilizing to such end all resources reasonably required in
the circumstances, including obtaining supplies or services from other sources if same are reasonably available.
20. MEDIA RELEASES. Neither party shall use the name,trademark or logo of the other party without the prior written consent
of the other party. Notwithstanding the foregoing,Questica may use the City's name and identify the City as a Questica client in
advertising, marketing materials, press releases and similar materials.
21. USE OF SUBCONTRACTORS. All persons assigned by Questica to perform obligations under this Agreement shall be
employees or authorized subcontractors of Questica and shall be fully qualified to work under this Agreement. Questica shall
use commercially reasonable efforts to make available an adequate number of appropriately qualified personnel are employed
and available to satisfy its obligations as outlined in this Agreement.
22. EXPORT CONTROL. The Software is intended for distribution only in the United States and Canada. City agrees that it will
not directly or indirectly, export or re-export the Software (or portions thereof)to any country, person, entity or end user subject
to U.S. or Canadian export restrictions.
23. GOVERNING LAW AND JURISDICTION. This Agreement shall be governed by the laws of the State of Idaho and the
federal laws of the United States of America without regard to the conflict of law provisions thereof. The United Nations
Convention on Contracts for the International Sale of Goods will not apply to this Agreement. Subject to Section 5 above, the
parties attorn to the exclusive jurisdiction of the courts of Idaho in respect this Agreement.
24. MISCELLANEOUS. This Agreement,including all Schedules and Exhibits attached hereto,is the entire agreement between
City and Questica pertaining to City's right to use the Work and supersedes all prior or collateral oral or written representations
or agreement related thereto. Except as otherwise provided herein, no term or provisions hereof shall be deemed waived and
no breach excused unless such waiver or consent shall be in writing and signed by the Party to, or waiver of, a breach by the
other, whether expressed or implied, shall not constitute a consent to,waiver of, or excuse for any other different or subsequent
breach.
25. COOPERATIVE STATEMENT. Other government organizations and educational or health care institutions may elect to
participate in this Agreement(piggyback)at their discretion, provided Questica also agrees to do so.
26. AUTHORIZED RESELLER STATUS; OPTION TO PURCHASE AFFILIATE PRODUCTS. Questica is a subsidiary of GTY
Technology Holdings Inc. ("GTY") and an authorized reseller of products and services produced and provided by other
subsidiaries of GTY (such subsidiaries, "Questica Affiliates"). These products and services include software-as-a-service
technology for the procurement and vendor supplier sourcing industry, digital services and payment technology through a
Questica License and Service Agreement Pag�
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software-as-a-service platform, software solutions for grants management and indirect cost reimbursement and related
implementation and consulting services,software tools to streamline permitting and licensing services,and additional web-based
budgeting preparation, performance, management and data visualization solutions ("Affiliate Products"). Questica Affiliates
include Bonfire Interactive Ltd., Bonfire Interactive US Ltd.,eCivis Inc.,CityBase, Inc., Open Counter Enterprise Inc.and Sherpa
Government Solutions LLC. In addition to the products and services that are the subject of this Agreement, City has the option
to purchase from either Questica, as an authorized reseller, or Questica Affiliates, Affiliate Products on terms and conditions,
including pricing,to be agreed upon in writing by City and Questica or City and the applicable Questica Affiliate.
27. HEADINGS; SEVERABILITY. The headings and other captions in this Agreement are for convenience and reference only
and are not to be construed in any way as additions or limitations of the covenants and agreements contained in this Agreement.
In the event that any provision hereof is found invalid or enforceable pursuant to judicial decree or decision, any such provision
shall be deemed to apply only to the maximum extent permitted by law, and the remainder of this Agreement shall remain valid
and enforceable according to its terms.
Questica License and Service Agreement Page 6 of 29
IN WITNESS WHEREOF,the parties have duly executed this Agreement.
CITY OF MERIDIAN, IDAHO(CITY)
Per
Robert E. Simison, Mayor
Date 9-8-2020
1 have authority to bind the organization
QUESTICA LTD.
Per
Name,Title 7> ^ j P
Date l. t D'oao
I have authority to bind the organization
Questica License and Service Agreement Page 7 of 29
APPENDIX A—Order Form
Description Qty
1
Questica Budget Framework
Includes 1 Seat(Operating, Salaries, & Capital)
Additional Operating License Seats 54
Additional Salaries License Seats 9
Additional Capital License Seats 54
Unlimited Read-Only Licenses Included
Allocations Included
Statistical Ledger Included
Performance Included
Read only applies to Operating, Salaries, and Capital modules only
Total Software(One-Time Cost): $112,892
Total Annual Maintenance and Support(Due Annually): $28,223
Professional Services(Per Statement of Work)
Design,Analysis&Configuration Included
Project Management Included
Training Included
Integrations Included
Customizations Included
Custom Reports Included
IT Services Included
Total Professional Services (One-Time Cost): $160,200
Travel expenses, if applicable Not Included
Total Travel Expenses: $ -
Discount, including year 1 maintenance
- 50,803
Grand Total Year 1 $250,512
Questica License and Service Agreement Page 8 of 29
F.H. Black/CaseWare Order Form
Description User Count
Standard Operating Budget Book 1
Includes:
Questica Budget Book remote implementation
• 32 hours of initial Train-the-trainer training (CaseWare Champion)in FHB (F. H. Black&Company
Incorporated)standard online training sessions.
• Implementation and configuration of CaseWare's standard Budget Book library:
o Review Questica setup, account groups&cost centers and configuration of CaseWare to
support these structures.
o Configure standard content and identify requested modifications to:
■ Fonts, indents&margins
■ Ordering of documents
o Initial configuration of standard content with client standards
o Configuration &testing of Questica Integration
o Guidance to client on their tasks (inserting schedules, pictures, embedded PDFs etc.)
0 30 hours of Aftercare annually. Typically, clients use Aftercare to work with FHB consultants to
install updated versions of software,tweak the style sheets to change the presentation of their
data, re-configure existing content, group new G/L accounts, modify groupings, address
reorganizations, and other common tasks.Aftercare does not cover customization of existing
content or development of new custom content that the Client may wish to add.
As part of this engagement,the Client will:
• Provide on-going guidance to the FHB team respecting presentation and disclosure requirements, general
ledger structure, year-end processes, etc., as necessary.
• Develop and submit to the FHB team Questica Ad-Hoc Reports that contain all automated values and
narrative to be included in the standard budget book content.
• Should Questica Budget groupings be insufficient for Budget Book requirements, group all accounts by
Object and by Function as recommended/advised by FHB within a CaseWare Working Papers file.
• Reconcile the financial data within the Working Papers file as necessary to agree with previously
published reports. This process may also require posting adjusting journal entries within CaseWare. If this
is necessary,the client will be responsible for this work.
• Provide a mapping/group legend for each value in the statements, schedules and notes.
• Complete miscellaneous tasks as may be assigned during the implementation including the configuration
of any work papers deemed necessary to automate complex values.
• Review, test and sign-off on all FHB work within five(5)business days of receipt of FHB's work.
• Attend CaseWare Working Papers and Financials Template courses as deemed necessary by FHB. The
cost of this training is included in the annual fee for a single user(Champion)only.
Annual Cost $15,250
CIP Add-On $5,350
Annual Cost Standard Operating and CIP Budget Book $20,600
Questica License and Service Agreement Page 9 of 29
Recommended contingency for customization
While the CaseWare solution is highly configurable,there may be some items, such as a list of transfer payment recipients that
may require customization,which cannot be accurately estimated without a discussion with F.H. Black consultants. F.H. Black
would recommend a contingency of$1,500 for the first such schedule with an incremental charge for each similar instance,
dependent on the availability and standardization of the required information by department.
Pricing Notes
• All pricing in US dollars
• Applicable Taxes Extra
• Terms of Payment:
o Initial Software Installation:
■ Payment due as per Milestone 4 and 4.1 in the following Project Payment Schedule
o Annual Maintenance&Support:
• Questica Budget Maintenance($28,223)due 365 days from Contract Effective Date and annually
thereafter
■ CaseWare annual subscription ($20,600)due 365 days from Contract Effective Date and annually
thereafter
o Professional Services:
■ Payment due as per the following Project Payment Schedule
Milestone# Deliverable Description Acceptance Criteria Amount
Project managers for
both the City and Completion of kick-
Questica will conduct a off meeting
project kick-off with all between Questica
MS1 Project Kickoff vested City employees and City staff $13,770.00
Compile configuration
requirements for City Project
Configuration Requirements Questica Budget Manager signed-off
MS2 Documentation (CRD) Software CRD $13,770.00
Completion and
acceptance of
City and Questica will implementation
establish an plan by all involved
MS3 Implementation Plan implementation plan Project Managers $13,770.00
Questica to install Completion and
budget software on City acceptance of
MS4 Software Installation network software install $90,312.00
Questica to install Completion and
Software Installation- Budget CaseWare Software on acceptance of
MS4.1 Book City network software install $20,600.00
Questica will establish
proper
mapping/migration/ City Project
integration of City data Manager signed-off
Data with Questica Budget of data migration/
MS5 mapping/Migration/Integration Software integration $34,425.00
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City Project
Manager signed-off
Historical budget and of historical budget
MS6 Historical Data Validation actual data validation and actual data $20,655.00
Formal acceptance
that all agreed
upon training that
has been provided
Questica to provide all by Questica to the
agreed upon training to identified City
MS7 Training identified City staff employees $20,655.00
The availability of
Questica Budget
Software for live
launch meeting all
Questica Budget requirements
Software available for identified in the
MS8 Launch/Go-Live launch SOW $13,770.00
Retainage for total
contract price to be Completion of all
released upon final previous
acceptance of Questica Milestones per
MS9 Retainage Budget Software Payment Schedule $6,885.00
Development of custom City Project
reports as defined by Manager signed-off
MS10* Custom Reports the City on custom reports $22,500.00
TOTAL $271,112.00
• Above Professional Services subject to the corresponding Scope of Work.
• MS10 to be invoiced on a Time and Materials basis.
• Additional Professional Services to be provided at a rate of$225/Hour.
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Item#21.
APPENDIX B—Maintenance and Technical Support Services
(A) Product Maintenance. On an as-available basis, Questica will provide enhancements, modifications or upgrades to
the Software as Questica may from time to time make available to its Citys generally ("Updates") but excluding any
New Product (a "New Product" being a solution which, in Questica's determination and subject to general industry
standards, does not replace the Software licensed hereunder.) Updates do not include:
I. Platform extensions including product extensions to (i) different hardware platforms; (ii) different windowing
system platforms; (iii)different operating system platforms
II. New applications
III. Services associated with the application or installation of Updates
Installation of Updates is the responsibility of the City. If requested, Questica will provide assistance in the installation
of Updates at its then current rates, including the testing of any site-specific customizations. Questica will provide a
quote for any required rework associated with customizations resulting from the upgrade.
(B) Technical Support Services. Questica will provide phone and e-mail based technical support of a reasonable nature
as described herein. A technical support incident or problem is a single user defined problem seeking resolution. It
must be related to the original intent and design of the software. Technical Support Services include the support of
Questica supplied integrations that have not been modified by the City. Each Technical Support Service incident is
deemed closed when a remedy, workaround, or recommendation for the installation of a current maintenance release
has been offered, and a commercially reasonable effort has been made to restore operation to the original intent and
design of the Software. Technical Support Service does not include:
I. Custom programming services;
II. On-site support;
III. Software installation or re-installation;
IV. Update Installation, or data and report updates required to support Updates;
V. City developed interfaces,API interactions, or customizations;
VI. City developed reports;
VII. End-User training or re-training;
VIII.City hardware issues;
IX. Correction of data issues derived from user error or Software misuse;
X. Changes to Questica developed custom reports or Permitted Customizations (including Questica supplied
custom business rules or customized user screens)that are outside the scope of the accepted specification,
scope of work, or authorized change requests;
XI. Corrections to Questica developed custom reports or Permitted Customizations beyond six (6) months from
the date of delivery(the upgrade protection period); and
XII. Changes to integration functionality made necessary due to City server modifications/replacement,or changes
by upgrades or changes to the integrated financial system software or hardware.
Questica may at its sole discretion, periodically make reasonable modifications or changes to the Technical Support Services
and/or Product Maintenance Services provided.
City is responsible for all hardware, operating systems, network setup, network maintenance and setup, SSRS maintenance,
SQL-Server database maintenance, IIS maintenance and setup, backup strategy, disaster recovery strategy and the use of any
file access control systems required in the support of the Software. City may be required to grant Questica certain limited access
rights to City's computer systems in order to render Technical Support Services.
City is responsible for ensuring that its personnel have sufficient training to attain and maintain competence in the operation of
the Software.
Technical Support Service is available at no cost through Questica's normal business hours, Monday through Friday, 8:OOam
through 8:OOpm, Eastern Standard Time on Business Days. Extended coverage is available for an additional fee.
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Item#21.
APPENDIX C—Scope of Work(SOW)
Scope of Work
Questica Budget Implementation for
City of Meridian
1. Revision History
Date Authors Notes/Changes
1
2. Scope of Work
In the Scope of Work tables, entries in the column headed "Scope of Work" are defined as follows:
In scope The task or function is within the scope of work to be undertaken by Questica
professional services.
Customer The task or function is not within the scope of work to be undertaken by Questica
task professional services, but will be undertaken by The Customer, with such help from
Questica as is detailed in the item description.
Not in The task or function is not within the scope of work to be undertaken by Questica
scope professional services, nor will it be undertaken by The Customer.
Questica and The Customer agree that the implementation of Questica Budget is a shared
responsibility and that neither party is in total command of all the resources necessary to achieve
objectives within mutually agreed timeframes. However, both Questica and The Customer agree
that they will employ their best efforts to complete their agreed tasks on a timely basis. Neither
Questica nor The Customer is expected to have resources available to mitigate timeframe slippage
caused by the other party, and neither shall have an obligation to do so. The fixed price cost
includes overhead of project management and analysis by Questica until the implementation
services are delivered or 36 weeks contiguous from project kick-off, whichever occurs first. Where
delays are not on the part of Questica, additional project management and consulting beyond this
36 week limit may be billable at Questica's standard services rate. Should the customer put the
project on hold or cause work to be repeated or the project to be restarted, then a project change
order will be required to cover restart, rework, rescheduling and retraining.
Initial Data Load
"Data import", "import workbooks", "import configuration", and "initial data load" are synonymous
terms referring to the initial migration of data from The Customer's existing systems into Questica.
Where this initial data load is to be performed by Questica, the data shall be returned to Questica
in Excel workbooks. Questica's Project Manager will provide blank workbooks as an output of the
initial discovery meetings. They will be adapted from standard templates to use The Customer's
terminology and to incorporate all elements of The Customer's chart of accounts, other data
entities, and columns within those data entities.
The Questica Budget system is a relational database built on a standard data model. Using the
system's user interface, this data model may be enhanced to mirror The Customer's data
structures, notably the chart of accounts that is unique to The Customer's institution. While all of
the standard tables ('entities') must be retained, the following points are held to be true:
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•Any of the standard entities may be renamed to match The Customer's terminology;
• Out-of-the-box entities may be ignored, or in some cases filled with place-holder data, if not
useful;
• There is a defined, immutable, relationship between certain entities-for example Costing
Centers (Operating)and Projects (Capital) roll up to a single Department, each in turn rolling up to
a single Division;
• The GL Account/Account Category, Division/Department, Fund Category/Fund, and Asset
Category/Asset Type structures must be consistent across all years and across the modules
(Operating, Salaries, Capital and Performance);
• GL Account Categories must be categorized as containing either a revenue or expenditure
accounts (accommodation is made for other account types in the Financial Statements module);
• Questica Budget enacts data integrity through the use of relational data structures. Data
structures which do not follow accepted data principles (for example, re-using GL Accounts/Object
Codes to mean different things to different Departments)can typically be accommodated but is not
guaranteed and such accommodation can extend the import timeframe;
•A list of the standard entities and their relationship is available upon request.
The Customer will resolve any inconsistencies in the structures prior to providing them to Questica
for import to Questica Budget. Where import data meets these requirements, Questica will
populate the Questica Budget database within 10 business days of receiving the import
workbooks. Data returned to Questica which violates Questica Budget's data integrity rules will
extend this timeframe.
Integrations
"Integration" as used in this Scope of Work refers to the copying of data to and from systems
external to Questica Budget.
Questica shall be responsible for providing the software interface into Questica Budget (including
data transformations as described by The Customer) and the operational infrastructure required to
manage the integration.
The customer agrees to provide Questica with assistance in understanding the nature and location
of the data to be integrated and, where required, create or cause to be created all necessary
sources of data including database queries, delimited files, and/or web services.
Data elements being copied into Questica will be imported provided that the element can be
unambiguously matched to a pre-existing record (for example costing center, fund and GL
account). An exception report is provided for data elements which cannot be thus matched.
Integrations will not create accounts, or segments of the account, where no such account exists in
Questica.
While it is likely that Questica can accommodate additional chart of account segments ("chart
fields"), and will try to do so, the general ledger integrations are designed to be at the division,
department, cost center/project, fund and GL object level. Unless explicitly stated in this Scope of
Work, Questica is not obligated to support the integration of additional chart of account segments.
Questica shall accommodate reasonable requests for mapping chart fields, to accommodate
situations such as legacy account structures, however such mappings are not guaranteed, and
complex and arbitrary mappings are not in-scope.
Unless specifically listed as a customization, Questica integrations do not include the
synchronization of chart of account strings, segments, or combinations; which is to say that the list
of funds, GL accounts, costing centers, and projects, etc. is not automatically updated from the
general ledger or other external system.
Customizations
Customizations include custom business rules, modifiers, user interface (grids, forms, etc.), non-
standard integrations, hand-crafted reports, and ad hoc entities. They are all detailed in section
"2.9. Customizations" of this Scope of Work document. Sections prior to"2.9. Customizations"
detail the delivery of standard product functionality and services.
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2.1. Questica Budget Configuration & Shared Components
Functional Area Description . . .
Work
Implementation Questica will configure production and test versions of In scope
Hosting Questica Budget during the implementation period.
Production Hosting The Customer will provide a server operating environment as Customer
follows: task
• Microsoft®Windows Server®: supported versions -2012R2,
2016 (Standard or Enterprise editions, 32 &64 bit);
• Microsoft Internet Information Server(IIS): component of
installed Windows server;
• Microsoft SQL Server®and SSRS (SQL Server Reporting
Services): supported versions -2014, 2016, or 2017 (Standard
or Enterprise);
• Microsoft .NET Runtime 4.6 installed;
• Microsoft ASP.NET server extensions installed.
To ensure the best experience of Questica Budget, the
hosting web server must be permitted to issue outgoing
HTTPS requests (port 443)to xxx.questica.com. This will
allow for updated seat licenses and recommended application
improvements covering functionality, performance, and
security.
The Customer will provide user workstation environments as
follows:
•A web browser: supported browsers - Internet Explorer 11 or
newer, Microsoft Edge, Firefox latest release, Chrome latest
release;
• Microsoft .NET Runtime 4.6 installed;
• Microsoft Excel®2007 or newer(if spreadsheet
export/import feature is required, and/or saving reports as
Excel is required);
• Microsoft Word®2007 or newer(if scheduled reporting
and/or saving reports as Word is required);
•A ClickOnce browser extension (if self-serve report authoring
is required from browsers other than Internet Explorer or
Edge), or Microsoft's freely available desktop version of
Report Builder installed.
Questica implementation &technical staff will be granted
remote access and permissions to the production system's
server(s)for the purpose of system installation and
implementation. Additionally, The Customer will provide a
technical contact with the authority and proficiency to assist
Questica in the configuration of Questica Budget
While Questica imposes no limit to the number of instances of
Questica Budget installed, Questica's professional services
team will install, or assist with the installation of, no more than
2 instances of the system on The Customer's servers.
Project Questica will assign (upon City approval, not to be In scope
Management unreasonably withheld) a Project Manager/Analyst ("PM")to
lead this implementation on Questica's behalf. The role and
responsibility of the PM is to ensure that the product is
implemented according to this Scope of Work and to carry out
the tasks detailed in sub-section "2.10.1. Questica Project
Management Responsibilities" of this Scope of Work.
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The PM will hold no more than 1 standing weekly status
meeting, but is available via email and telephone for ad-hoc
contact as needed.
On-Site PM Visits All work with the Questica project lead(s)will be carried out Not in
off-site and contact will be via normal telecommunication scope
channels.
Application Level Determine how and when to use the various security levels Customer
Security available within Questica Budget, enter users and assign them task
to groups and roles. Questica will assist with this task until
such time as administrators have received training in the
security component of Questica Budget.
Single Sign-On Configure Questica Budget to use The Customer's existing In scope
SAML (Azure AD)Authentication for user Iogon.
Import
Configuration ...
Import Master Configuration and data import of the following Questica In scope
Configuration Data standard data structures, using data supplied by The
Customer in Excel®workbooks provided by Questica:
• Division/Department hierarchy;
• Fund Categories and Funds;
•Account Categories and Expense and Revenue GL Accounts
• Statistical Account Categories and Statistical Accounts
• Performance Measure Units
Analytics ...
Standard Reports Provision of Questica Budget's standard reports. These In scope
reports are provided as-is and may not fully address The
Customer's specific reporting requirements.
Administrator Questica's reporting infrastructure allows users to create ad In scope
Authored hoc views which can be used as datasets when using Report
Reporting Builder 3.0 for administrator authored reporting ; as the data
source for dashboard widgets; and as part of the ad-hoc
analytics interface. Each ad hoc view requires a base "entity"
(database table), which can be one of Questica's native data
entities; a user configured entity; or a custom built"report
entity"which consolidates the data from multiple entities and
presents it to the ad hoc view as a single entity ready to report
on. Questica will be provisioned with a set of useful report
entities and sample ad hoc views.
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2.2. Operating Module
The Questica Budget Operating module is included in this installation.
Functional • •n Scope of
Work
Optional Features The following optional add-ins offer functionality necessary for very specific
... budgeting activities, as described. An additional license cost is associated
with each add-in.
Staff Planning The Staff Planning add-in is supplementary to the Salaries Not in
Add-in module. It is used to build budget based on shift plans for full scope
shift coverage, for example staffing a hospital ward, rather
than by head-count/FTEs. This add-in accounts for non-
productive time and auto-allocates additional and partial
Positions to ensure full shift coverage within costing Centers.
Configuration ...
Import Costing Configuration and data import of standard Questica Operating In scope
Centers data structures, using data supplied by The Customer in
Excel®workbooks provided by Questica. At a minimum, the
files will contain the data necessary to:- Create Costing
Centers (for each historical and current/future budget year to
be loaded);-Add Costing Centers to Departments consistent
with, and shared by, the Capital budget module;-Associate
Costing Centers with Funds;- Define Budget Promotion
Stages.
Initial Data Load
Import Initial Import the current/future budget, with 1 years of future In scope
Budget forecast data from data import workbooks:
• Create dollar budget line items with GL Accounts
... at the Costing Center level.
Questica will carry out a second import of the current/future
budget if required. This accommodates an initial data load at
the start of the implementation and a refresh prior to going
live.
Import Historic Import 2 prior years' Operating budgets from data import In scope
Budgets workbooks. All prior years must have a chart of account
structure that is the same, or a subset of, the initial budget.
Only the amended OR the approved budget will be imported in
each of these prior years, but not both.
Import Actuals Import Operating actuals transactions from data import Customer
Transactions workbooks. If not in scope then The Customer can add their task
historical data manually, or using Questica Budget's
spreadsheet import feature, or use the automated integration
once that has been configured.
Import Initial Import the current/future Operating statistical budget from data Customer
Statistical Budget import workbooks: task
• Create statistical budget lines items with Statistical Accounts
... at the Costing Center level. If not in scope then The
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Customer will add their budget data manually or using
Questica Budget's spreadsheet import feature.
Import Historic Import prior years' Operating statistical budgets from data Customer
Statistical Budgets import workbooks. If not in scope then The Customer can add task
their historical data manually or using Questica Budget's
spreadsheet import feature.
Import Statistical Import Operating statistical actuals transactions from data Customer
Actuals import workbooks. If not in scope then The Customer can add task
Transactions their historical data manually, or using Questica Budget's
spreadsheet import feature.
Integration ...
Budget Export Automated facility to transfer the Operating module budget In scope
data from Questica Budget to The Customer's general ledger
at the approved budget object/costing center level on an
annual or other basis when invoked by a user.Note that this
scope item is in addition to the built-in budget export, which
will create a CSV file using the configured account structure
suitable for import into most general ledger systems.ln
addition to the limitations noted in the general Integrations
section of this Scope of Work; and notwithstanding items
expressly referenced in the "Customizations" section of this
Scope of Work; and/or other communications between
Questica and The Customer to the contrary, standard
limitations of this integration include, but are not limited to, the
following points:- Questica will create no more than 1 custom
export configuration of the approved budget;- No custom user
interface will be created for the selective export of sections of
the budget;- Exports the entire budget (does not support the
export of changes since the last export, such as amendments,
which is a separate integration, see "Amended Budget Export"
below).
Amended Budget Automated facility to transfer individual approved amendments In scope
Export to the Operating module budget data, from Questica Budget to
The Customer's general ledger, or the other direction as
required. This interface is required only in the case where The
Customer requires the amended budget to be synchronized
between the two systems and where the general ledger
cannot be updated by re-running the full export provided in the
item in the"Budget Export" item above.
Notwithstanding items expressly referenced in the
"Customizations"section of this Scope of Work; and/or other
communications between Questica and The Customer to the
contrary, standard limitations of this integration include, but
are not limited to, the following points:
• Questica will create no more than 1 custom export
configuration of the budget amendments;
• No custom user interface will be created for the selective
export amendments;
•Will be written to export either individual amendments as
created or all amendments since the last export, as
determined to be the best use-case, but not both options.
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Actuals Import Automated facility to transfer actual data from The Customer's In scope
Other general ledger to the Questica Budget Operating
module at a transaction level on a daily basis when
automatically scheduled; and/or on demand.
Note that this scope item is in addition to the built-in actuals
import which is able to read a CSV file, provided it conforms to
some simple formatting requirements and the configured
account structure.
Notwithstanding items expressly referenced in the
"Customizations"section of this Scope of Work; and/or other
communications between Questica and The Customer to the
contrary, standard limitations of this integration include, but
are not limited to, the following points:
• Questica will create no more than 1 import configuration of
the actual costs transactions;
•A user interface will be created for the selective import of
sections of the budget within two date ranges, no other criteria
will be available;
• Imports only actuals transactions, which is to say that it
cannot be used to amend the budget.
2.3. Salaries Module
The Questica Budget Salaries module is included in this installation.
Functional • •n Scope of
Work
Initial Data Load Configuration and data import of standard Questica Salaries data structures,
... using data supplied by The Customer in Excel®workbooks provided by
Questica. At a minimum, the files will contain the data necessary to:
• Create positions;
• Create salary grades;
• Create salary grade steps;
• Create modifiers (benefits);
• Create employees;
•Allocate employees to positions;
•Allocate positions to costing centers.
For the purpose of the above, the definitions of positions, Salary grades,
Salary grade steps, employees and modifiers shall be those found in the
Questica Budget Salaries manual. The relationships between them shall be
those currently supported by Questica Budget and described in the Questica
Budget Operating Manual.
Questica will carry out a second import of the Salaries module data if
required. This accommodates an initial data load at the start of the
implementation and a refresh prior to going live with the Salaries module.
Import Positions & Import from data import workbooks. In scope
Employees
Import Grades & Import from data import workbooks. In scope
Scales
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Create Benefits Create "modifiers"to generate supplementary personnel costs Customer
(Modifiers) such as benefits, allowances, and insurance. If not in scope task
then The Customer can enter modifiers manually.
Note that modifiers are not simple 2 dimensional data that can
be represented in a spreadsheet. It is not possible to load
modifiers in bulk from Excel®workbooks.
Import Import from data import workbooks. In scope
Position/Costing
Center Allocations
Integration ...
Payroll Actuals Automated facility to transfer actual payroll transactions at the Not in
Import employee/position detail level from The Customer's payroll scope
system to the Questica Budget Operating module;
automatically scheduled, and/or on demand.
HR Data Sync. Automated facility to synchronize Salaries data between In scope
Questica Budget and The Customer's Sage HRMS HR
system. Questica shall be responsible for providing the
software interface into Questica Budget and the operational
infrastructure required to manage the integration. The
Customer shall be responsible for making available the data to
be exported from the Sage HRMS system, either in CSV
formatted files or by ensuring that the standard Sage HRMS to
Questica Budget integration component is available for
extracting data from and updating data within that system.
This will be through the export and import of structured files or
by providing database interfaces (stored procedures and
queries). This integration synchronizes:- New, deleted and
updated employees;- New, deleted and updated positions;-
Changes in employee-position relationships;- Changes in
position-costing center relationships. The integration of
profiles (bargaining units), grades, steps, pay scales and
benefits shall not be included unless expressly referred to in
the "Customizations" section of this Scope of Work.
Notwithstanding responses to Requests for Proposals or other
communications between Questica and The Customer, the
integration of custom chart field items is not included unless
expressly set out in the "Customizations"section of this Scope
of Work.
2.4. Capital Module
The Questica Budget Capital module is included in this installation.
Functional • •n Scope of
Work
Configuration ...
Import Projects Configuration and data import of standard Questica Capital In scope
data structures, using data supplied by The Customer in
Excel®workbooks provided by Questica. At a minimum, the
files will contain the data necessary to:
• Create Projects (including closed projects where historical
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Item#21.
budget is to be loaded);
•Add Projects to Departments consistent with, and shared by,
the Operating budget module;
• Define Project Promotion Stages.
The configuration data may optionally contain data necessary
to:
• Define Asset Categories &Asset Types;
• Define Project Regions;
• Define a Single Set of Project Ranking Metrics.
Initial Data Load
Import Initial Import the current/future Capital budget, with 5 years of future In scope
Budget forecast data from data import workbooks:- Create dollar
budget line items with GL Accounts and Funds... at the Project
Ievel.Questica will carry out a second import of the
current/future budget if required. This accommodates an initial
data load at the start of the implementation and a refresh prior
to going live.
Import Historic Import 5 prior years' Capital budgets from data import In scope
Budgets workbooks. All prior years must have a chart of account
structure that is the same, or a subset of, the initial budget.
Only the amended OR the approved budget will be imported in
each of these prior years, but not both.
Import Actuals Import Capital actuals transactions from data import Customer
Transactions workbooks. If not in scope then The Customer can add their task
historical data manually, or using Questica Budget's
spreadsheet import feature, or use the automated integration
once that has been configured.
Import Initial Import the current/future Capital statistical budget from data Customer
Statistical Budget import workbooks: task
• Create statistical budget lines items with Statistical Accounts
... at the Costing visualization level. If not in scope then The
Customer will add their budget data manually or using
Questica Budget's spreadsheet import feature.
Import Historic Import prior years' Capital statistical budgets from data import Customer
Statistical Budgets workbooks. If not in scope then The Customer can add their task
historical data manually or using Questica Budget's
spreadsheet import feature.
Import Statistical Import Capital statistical actuals transactions from data import Customer
Actuals workbooks. If not in scope then The Customer can add their task
Transactions historical data manually, or using Questica Budget's
spreadsheet import feature.
Integration ...
Budget Export Automated facility to transfer the Capital module budget data In scope
from Questica Budget to The Customer's general ledger or
project ledger the approved budget object/costing
Summarized level on an annual or other basis when invoked
by a user.Note that this scope item is in addition to the built-in
budget export, which will create a CSV file using the
configured account structure suitable for import into most
general ledger s stems.ln addition to the limitations noted in
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the general Integrations section of this Scope of Work; and
notwithstanding items expressly referenced in the
"Customizations"section of this Scope of Work; and/or other
communications between Questica and The Customer to the
contrary, standard limitations of this integration include, but
are not limited to, the following points:• Questica will create no
more than 1 custom export configuration of the approved
budget;• No custom user interface will be created for the
selective export of sections of the budget;• Exports the entire
budget (does not support the export of changes since the last
export, such as amendments, which is a separate integration,
see "Amended Budget Export" below).
Amended Budget Automated facility to transfer individual approved amendments In scope
Export to the Capital module budget data, from Questica Budget to
The Customer's general ledger(or project ledger), or the other
direction as required. This interface is required only in the
case where The Customer requires the amended budget to be
synchronized between the two systems and where the target
system cannot be updated by re-running the full export
provided in the item in the "Budget Export" item above.
Notwithstanding items expressly referenced in the
"Customizations"section of this Scope of Work; and/or other
communications between Questica and The Customer to the
contrary, standard limitations of this integration include, but
are not limited to, the following points:
• Questica will create no more than 1 custom export
configuration of the budget amendments;
• No custom user interface will be created for the selective
export amendments;
•Will be written to export either individual amendments as
created or all amendments since the last export, as
determined to be the best use-case, but not both options.
Actuals Import Automated facility to transfer actual data from The Customer's In scope
general ledger or project ledger to the Questica Budget
Capital module at a transaction level on a daily basis when
automatically scheduled; and/or on demand.
Note that this scope item is in addition to the built-in actuals
import which is able to read a CSV file, provided it conforms to
some simple formatting requirements and the configured
account structure.
Notwithstanding items expressly referenced in the
"Customizations" section of this Scope of Work; and/or other
communications between Questica and The Customer to the
contrary, standard limitations of this integration include, but
are not limited to, the following points:
• Questica will create no more than 1 import configuration of
the actual costs transactions;
•A user interface will be created for the selective import of
sections of the budget within two date ranges, no other criteria
will be available;
• Imports only actuals transactions, which is to say that it
cannot be used to amend the budget.
Statistical Budget Automated facility to transfer the Capital statistical budget data Not in
Export from Questica Budget to a single target system at the scope
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approved budget object/costing Visualization level on an
annual or other basis when invoked by a user.
Amended Automated facility to transfer individual approved amendments Not in
Statistical Budget to the Capital statistical budget data, from Questica Budget to scope
Export a single target system, or the other direction as required. This
interface is required only in the case where The Customer
requires the amended statistical budget to be Summarize
between the two systems and where the target system cannot
be updated by re-running the full export provided in the item in
item above.
Statistical Actuals Automated facility to transfer actual data into Questica Budget Not in
Import Capital statistical module at a transaction level on a daily basis scope
when automatically scheduled; and/or on demand.
2.5. Financial Statements
The Questica Budget Financial Statements optional feature is not included in this implementation.
2.6. Performance Measures
The Questica Budget Performance Measures module is included in this installation.
Note that read-only licences are not available for Questica's Performance Measures module, as
such the purchase of an 'Unlimited Read Only' licence does not grant read-only users access to
this module.
ScopeFunctional Area Description .
Work
Configuration ...
Measure Configuration of Performance Measures Categories and Units, Customer
Categories and establishing those lookup values within the system. If not in task
Units scope then The Customer will leverage Questica provided
training to determine how to configure these.
Import Data ... Initial Performance Measures imported into Questica Budget from Excel®
files ("workbooks')
Measures If not in scope then The Customer will leverage Questica Customer
provided training to determine how to enter Performance task
Measures into the system.
Note that Measures are not simple 2 dimensional data that
can be represented in a spreadsheet. It is not possible to
create Measures in bulk from Excel®workbooks."
Scorecards If not in scope then The Customer will leverage Questica Customer
provided training to determine how to configure Performance task
Measure Scorecards within the system.
Integration ... If automated import of Measure Actuals is required then a custom interface
can be specified in the "Customizations"section of this Scope of Work.
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2.7. OpenBook
Questica's "OpenBook" cloud service for data transparency is not included in this implementation.
2.8. Training
ScopeFunctional Area Description .
Work
Questica maintains a substantial set of training courseware online in the Questica Academy. All
relevant material on the Academy is available to all users during and after the implementation.
Questica's standard training model is to train the trainers and/or advanced users within the
Customer's organization in all aspects of the application related to the system delivered. Training is
a blend of online courseware and "live"training, either in a classroom or via a web conference. In
the case of video training the project manager will field any outstanding questions. Where a
specialist trainer is "In Scope"below this might be as a follow-up to a video or presentation of the
entire course.
Questica's project manager will help determine at which point in the implementation the delivery of
training is most appropriate. The Customer may prefer to receive some or all of their training in the
early stages of the implementation, in the knowledge that such training will need to be carried out
using a generic training database. Alternatively the Customer may choose to wait until the
implementation is substantially complete in order to be trained on their own instance of Questica.
Having received train-the-trainer training, the Customer is responsible for training the "end users';
except where explicitly included in scope (below).
Note that Questica offers, as a service, the creation of online courseware for end users that is
tailored to the Customer's system and processes.
The following sections detail the proposed training. The project manager and the Customer will
determine the final training plan and topics may be swapped to receive more of one and less of
another, provided that the total amount of training does not exceed the proposed plan.
Training: Training in Questica Budget administration is delivered via a In scope
Administration series of training courseware, such as pre-recorded videos.
This will be delivered in one training session.
Training: Training in the use of ad hoc views and dashboards is In scope
Administrator delivered via pre-recorded training videos. Questica also
Authored provides instructional videos on the use of the Report Builder
Reporting 3.0 report authoring tool but recommend that users make use
of the many online resources to gain expertise in this tool. This
will be delivered in one training session.
Train-the-Trainer: "Train the trainer"training in the use of Questica Budget's In scope
Operating Operating module. Up to 2 training sessions will be held on
this topic.
Train-the-User: "Train the user"training in the use of Questica Budget's Customer
Operating Operating module. task
Train-the-Trainer: "Train the trainer"training in the use of Questica Budget's Staff Not in
Staff Planning Planning feature. scope
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Train-the-User: "Train the user"training in the use of Questica Budget's Staff Not in
Staff Planning Planning feature. scope
Train-the-Trainer: "Train the trainer"training in the use of Questica Budget's In scope
Salaries Salaries module. This will be delivered in one training session.
Train-the-User: "Train the user"training in the use of Questica Budget's Customer
Salaries Salaries module. task
Train-the-Trainer: "Train the trainer"training in the use of Questica Budget's In scope
Capital Capital module. Up to 2 training sessions will be held on this
topic.
Train-the-User: "Train the user"training in the use of Questica Budget's Customer
Capital Capital module. task
Train-the-Trainer: "Train the trainer"training in the use of Questica Budget's In scope
Performance Performance module is via pre-recorded training video. In
Measures addition, one training session. will be held on this topic.
Train-the-User: "Train the user"training in the use of Questica Budget's Customer
Performance Performance module. task
Measures
Custom Custom Instructional on-boarding videos and el-earning Not in
Instructional courseware for end-users, demonstrating general system scope
Videos/eLearning usage and how to enter and query budgets according to the
Courseware customer's process.
On Site ...
On-Site Training Not in
Visits scope
2.9. Customizations
2.9.1. Custom Business Rules (CBRs), Modifiers, User Interface
The following customizations are included within this Scope of Work:
• Police Step Plan
• Fire Union Compensation Schedule
Customizations not listed here can be accommodated upon receipt and acceptance of a
change order, which will include a specification and may include an estimate for the work
to be charged on a time & materials basis at the applicable rate.
2.9.2. Custom Reports, Custom Ad Hoc Entities and Custom Dashboards
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This project includes 100 hours identified exclusively for the development of the following reports
and/or ad hoc entities. Work on these shall not exceed 100 hours except on receipt and
acceptance of a change order, which may require additional funding:
• Report: Placeholder for Custom Reporting
*** Notes: Placeholder for Custom Reporting
Custom reporting and dashboard requirements not listed here can be accommodated upon
receipt and acceptance of a change order,which will include a specification and may
include an estimate for the work to be charged on a time & materials basis at the applicable
rate.
2.9.3. Specifications
Before Questica undertakes any customizations described herein, as well as integrations with
other systems, and data imports, The Customer and Questica shall prepare and sign-off on the
detailed specifications ("Specifications")for the work to be performed.
2.9.4. Change Orders
Any changes to the agreed specifications, including changes requested by The Customer within
the warranty period, shall be the subject of a new change order and the work to be carried out
thereunder shall be separately quoted, agreed, and billed and shall not be included as part of this
Scope of Work.
2.9.5. Warranty
Once completed the custom work shall be warranted by Questica in accordance with the
"Technical Support Services"section of the Questica Software License Agreement.
2.10. Project Management
2.10.1. Questica Project Management Responsibilities
1. Coordinating the development of the project plan in consultation with The Customer project
manager and team members.
2. The timely delivery of items identified as "In scope"within this SoW.
3. Ensuring that members of The Customer staff are sufficiently educated in the Questica
Budget application to understand the implications of initial design decisions.
4. Providing The Customer with timely and detailed descriptions of the items identified as
"Customer task"within this SoW.
5. Advising The Customer of expected completion dates for items identified as"Customer
task"within this SoW.
6. Advising The Customer of the impact on the expected delivery dates of"Customer task"
items when prerequisite customer tasks, such as the completion of data import templates or
approval of report specifications, are advanced or delayed.
7. Monitoring the progress of the project and advising The Customer of risks to its on-time
completion.
8. Coordinating the completion and approval of change orders.
2.10.2. The Customer Project Management Responsibilities
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1. The timely delivery of items identified as "Customer task"within this SoW.
2. Advising The Customer of expected delivery dates for items identified as "Customer task"
within this SoW.
3. Ensuring that change orders contain a full specification of the changes required.
4. Ensuring that customizations are fully specified and documented.
5. Ensuring that all Customer team members have a clear understanding of their
responsibilities to the project.
2.10.3. Project Planning
1. The project plan will be prepared by the Questica project manager in consultation with The
Customer's project manager and team members.
2. The project planning phase will determine whether Questica Budget modules are to be
implemented serially or in parallel and, if serially, the order of module implementation.
3. The implementation of each Questica Budget module will involve the following stages:
a. An overview of, and training in, the module and the ways in which the module can
be extended by configuration and customizations.
b. A determination of how best to configure and, if necessary, customize the module to
meet the objectives of The Customer.
C. An overview of the advantages and, if present, disadvantages of the proposed
configuration and customizations.
d. Documentation of the agreed configuration and customizations.
e. The preparation of data import templates consistent with the agreed configuration
and customizations.
f. The completion by The Customer of the data import templates.
g. The import by Questica of the data import templates.
h. Customer approval of the imported Questica Budget structures and data.
i. The creation of custom report entities to support The Customer's reporting, where
such reporting is not readily available within Questica Budget's "natural" data model.
j. Training in the creation of(ad hoc)views, and ad hoc print reports using Microsoft
Report Builder 3.0.
k. Determination of custom reporting requirements that cannot be met by the standard
reports and the use of the out-of-the-box ad hoc reporting features.
I. The preparation of change orders and specification for any custom reports not
detailed in this Scope of Work.
M. The development by Questica of any required custom reports, whether detailed in
this Scope of Work or added to the scope through a change order.
n. The testing and acceptance of custom reports and report views.
o. The deployment of custom reports and report views.
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P. The development of an integration strategy for updating the Questica Budget
database with actual result data from the financial system and the passing of budget
data into the financial system.
q. The development by The Customer of the integration components (queries,
intermediate tables, file output/input etc.)which are required to access actual data
from the financial system/HR System and update the financial system with budget
data.
r. The development by Questica of:
i. integration components which transform budget data prior to updating the
financial system;
ii. integration components which transform actual result data prior to updating
the Questica Budget database;
iii. integration components required to initiate the execution of integrations.
S. The deployment of all integration components.
t. The testing and acceptance by The Customer of the integration components.
2.11. Customer Resources
1. The requirement for Customer resources is variable with:
a. The duration of the project.
b. The degree of internal Customer consultation.
C. The level of internal Customer agreement.
d. The number of customizations.
e. The familiarity of Customer staff with the SQL Server environment.
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APPENDIX D—Contract Exceptions
This Appendix D is reserved for agreed upon changes or exceptions to the License and Service Agreement. Changes in this
Appendix D supersede and replace the identified language or section from the License and Service Agreement.
END OF LICENSE AND SERVICE AGREEMENT DOCUMENT
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CONTRACT CHECKLIST
I. PROJECT INFORMATION
Date: 8/27/2020 REQUESTING DEPARTMENT FINANCE
Project Name: Budget Software
Project Manager: Jenny Fields Contract Amount: $271,112
Contractor/Consultant/Design Engineer: Contractor- Black Eagle Construction
Is this a change order? Yes ❑ No ❑� Change Order No. N/A
II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type
Fund: 01 Budget Available(Purchasing attach report):
Department 1500 Yes 0 No ❑ Construction ❑
GL Account 94310/53360 FY Budget: 2020 Task Order ❑
Project Number: 10657 Enhancement: Yes ❑ No 0 Professional Service 0
Equipment ❑
Will the project cross fiscal years? Yes❑ No ❑� Grant ❑
IV. GRANT INFORMATION-to be completed only on Grant funded projects
Grant#: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status(Federal Funded)
N/A N/A N/A N/A
Print and Attach the determination Print,attach and amend bid by addendum(if changed) www.sam.gov Print and attach
V. BASIS OF AWARD
BID RFP/RFQ TASK ORDER
Award based on Low Bid Highest Ranked Vendor Selected Master Agreement Category
(Bid Results Attached) Yes ❑ No ❑ (Ratings Attached) Yes ❑No U Date MSA Roster Approved:
Typical Award Yes Q No ❑
If no please state circumstances and conclusion: This purchase is made from an Idaho State Contract
Date Award Posted: 7 day protest period ends:
VI. CONTRACTOR/CONSULTANT REQUIRED INFORMATION
PW License N/A Expiration Date: N/A Corporation Status
Insurance Certificates Received(Date): N/A Expiration Date: N/A Rating: N/A
Payment and Performance Bonds Received(Date): N/A Rating: N/A
Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased? N/A
(Only applicabale for projects above$1,000,000)
VII. TASK ORDER SELECTION (Project Manager to Complete)
Reason Consultant Selected ❑ 1 Performance on past projects
Check all that apply ❑ Quality of work ❑ On Budget
❑On Time ❑ Accuracy of Construction Est
❑ 2 Qualified Personnel
❑ 3 Availability of personnel
❑4 Local of personnel
Description of negotiation process and fee evaluation:
Enter Supervisor Name Date Approved
Vill. AWARD INFORMATION
Date Submitted to Clerk for Agenda: August 27,2020 Approval Date 9-8-2022 By: Council
Purchase Order No.: Date Issued: WH5 submitted N/A
(Only for PW Construction Projects)
NTP Date:
Contract Request Checklist.5.242016.Final