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Home My WebLink AboutDoc 259 - CDD Software Svcs AgrmtDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of Wednesday, June 5, 2013, 10:00 a.m. DATE: May 24,2013. FROM: Nick Lelack, Director Community Development 385-1708 TITLE OF AGENDA ITEM: Consideration of Board's Signature of Document No. 2013-259, Services Agreement; Document No. 2013-260, Hosting Agreement; Document No. 2013-261, License Agreement; Document No. 2013 262, Maintenance Agreement with Accela Inc. PUBLIC HEARING ON TillS DATE? NO. BACKGROUND AND POLICY IMPLICATIONS: In 2008, the State of Oregon selected Accela Inc. as the vendor and Accela Automation Software as the platform for the State's ePermitting System. The Accela software program has now been made available at no cost to jurisdictions to convert the County's Building and Environmental Soils divisons current operating software to the State's electronic permitting system. These agreements will allow conversion of the Planning and Code Enforcement divisions software programs to the Accela system. FISCAL IMPLICATIONS: CDD has budgeted in the proposed FY 13-14 budget $250,800. to fund this conversion from the General Fund. This expenditure is a one time only cost. There will be minimal annual maintance and service costs which will be budgeted in the following budget years. RECOMMENDATION & ACTION REQUESTED: Request approval and signature from the Board of Commissioners of Documents 2013-259 through 262. ATTENDANCE: Nick Lelack, Community Development Director and Lori Furlong, Administrataive Manager DISTRIBUTION OF DOCUMENTS: Two original contracts should be returned to Kathleen Stockton, CDD, x 3193. DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents. please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: 151221131 Department: /CDDI Contractor/Supplier/Consultant Name: jAccela Inc.1 Contractor Contact: /Christina Clar~ Contractor Phone #: /559-30S1 125S~ Type of Document: Services Agreement, Document No. 2013-259 between Deschutes County Community Development Department and Accela, Inc. Goods and/or Services: Accela Inc. to provide professional services for implementation of Accela Automation Planning and Code Enforcement. Best Practice Templates for the County's Community Development Department. Background & History: In 200S, the State of Oregon selected Accela Inc., as the vendor and Accela Automation Software as the platform for the State's eBuilding Permit System. The Accela software program has now been made available at no cost to jurisdictions to convert the Building and Environment Soils divisions current operating software to the State's elecronic building permitting system. This services agreement will expand the conversion of the planning and code enforcement software programs to the Accela system. Funding for this project has been budgeted in the FY 13-14 Proposed Budget. Agreement Starting Date: ~/15/131 Ending Date: /12/15/13/ Annual Value or Total Payment: 1$156,675.00/ o Insurance Certificate Received. (cleck box) Insurance Expiration Date: L ;:) 1fJ 13£ f&v~oeo 6PJA-ue2A(:t:NC-l~~ 5· 3 Check all that apply: o RFP. Solicitation or Bid Process o Informal quotes «$150K) l8J Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? 0 Yes l8J If No, has budget amendment been submitted? 0 Yes b1~IN .f=.Vl?-I4... No l8J No Is this a Grant Agreement providing revenue to the County? Yes l8J No 5122/2013 Special conditions attached to this grant: Deadlines for reporting to the grantor: If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant-funded position so that this will be noted in the offer letter: 0 Yes 0 No Contact information for the person responsible for grant compliance: Name: Phone #: Departmental Contact and Title: Lori Furlong, Admin. Manager Phone #: / ~Department Director Approval: !lfrJ£--: ----'ti~<,..-1?-4--=-+I_I_s_ po Signature / DatE{ Distribution of Document: Who gets the original document and/or copies after it has been signed? Include complete information if the document is to be mailed. Official Review: County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K) Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____, Legal Review Date Document Number ------~------------- 5/22/2013 I "! > -REVIEWED LEGAL (;OUNSlL SERVICES AGREEMENT 1. Parties ACCELA CUSTOMER Accela, Inc. County of Deschutes, Oregon 2633 Camino Ramon, Suite 120 117 NW Lafayette Bishop Ranch 3 San Ramon, California 94583 Bend, Oregon 97701 Attention: Contracts Administration Attention: Nick Lelack T: 925.659.3200 T: N/A F: 925.407.2722 F: N/A e-Mail: contractsadmin@accela.com e-Mail: N/A This Services Agreement ("SA") 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. The professional services are being purchased by Customer as a participating jurisdiction pursuant to the State Of Oregon ePermit System Agreement ("Oregon ePermit System Agreement"). Unless otherwise stated below, all terms and conditions of the "Oregon ePermit System Agreement" as amended are incorporated by this reference as if fully set forth herein. 2. Term and Termination 2.1. Term Provided that Customer signs and returns this SA to Accela no later than June 15, 2013, this SA is effective as of the date of Customer's signature ("Effective Date") and will continue until completion of the services deliverables described herein. 2.2. Termination Either party may terminate if the other party materially breaches this SA 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 SA, all rights granted to Customer are cancelled and revert to Aceela. 3. Professional Services Accela will provide the implementation, data conversion, and/or training services ("Professional Services") described in the Statement of Work ("SOW) attached hereto as Exhibit A. 3.1. Warranty Accela will commence and complete the Professional Services in a good and workmanlike manner, consistent with the practices and standards of care generally-accepted within and expected of Accela's industry. 3.2. Acceptance As provided in the SOW, Accela will notify Customer upon completion of those implementation services subject to testing. For a period not to exceed thirty (30) calendar days in duration ("Test Period"), Customer may evaluate the operation of the implemented Accela software deliverables ("Deliverables·) in a test environment or using test data. If Customer reasonably determines that its operational use of the Deliverables is substantially impaired by one or more material errors in the Deliverables, it will so notify Aceela in writing prior to the completion of the Test Period ("Adverse Notification"), specifying in sufficient detail the nature of the erro~s). Upon receipt of an Adverse Notification, Aceela will correct any identified and reproducible material errors in the Deliverables within a reasonable time and Customer may retest the Deliverables for as many as fifteen (15) additional calendar days. Acceptance will be deemed to occur when a) Customer notifies Accela that Customer has completed the testing and the Deliverables are satisfactory to Customer; b) the Test Period or subsequent retesting period(s) are completed without an Adverse Notification being received by Accela from Customer; or c) Customer uses the Deliverables in a "live" environment to perform its customary govemmental, administrative, or business activities, whichever first occurs ("Acceptance Date"). 201-,.?t;9DC -~ -.~. . Page 1 of6 Services Agreement (SA), Version 08252008 " 3.3. Customer Cooperation As required, Customer agrees to provide Accela with reasonable access to Customer's facilities, personnel, data systems, and other resources. Customer acknowledges that the implementation process described in this SA is cooperative in nature and that Customer must complete its designated tasks in a timely manner in order for Accela to proceed with and complete the Professional Services. Customer delays during the implementation period may have adverse collateral effects on Accela's overall work schedule. Although Accela will use its best efforts to immediately resume work following such a delay, Customer acknowledges that schedules for the Professional Services may be delayed by more than the number of days delayed by Customer. Customer agrees that if additional Accela employee time is required to complete the Professional Services because of Customer delays, such time will be charged to Customer at Accela's then-current time-and-materials rates. 3.4. Compensation 3.4.1. Implementation Fees In exchange for the Professional Services, Customer will pay to Accela the amounts indicated in Exhibit A according to the payment schedule therein. The pricing set forth herein reflects information generally known to Accela, supplied to Accela by Customer, and based on Accela's interpretation of the work to be performed. In addition to such amounts, Customer will reimburse Accela for airfare, travel time, lodging, rental transportation, meals, and other miscellaneous expenses at current rates. 3.4.2. Payment Terms Amounts are quoted in United States dollars and do not include applicable taxes, if any. The payment terms of all invoices are net forty-five (45) calendar days from the dates of the invoices. Any payment not paid to Accela within said period will incur a late payment in an amount equal to two-thirds of one percent (.66%) per month (eight percent (8%) per annum), on the outstanding balance from the billing date. 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. All payments to Accela are subject to DRS 293.462. 4. Confidentiality 4.1. Confidentiality and Nondisclosure. Each party acknowledges that it and its employees or agents may, in the course of performing its responsibilities under this SA, be exposed to or acquire information that is confidential to the other party or the other party's clients. Any and all information clearly marked confidential, or identified as conlldential in a separate writing as confidential provided by one party or its employees or agents in the performance of this SA shall be deemed to be confidential information of the other party ("Confidential Information"). Any reports or other documents or items (including software) which result from the use of the Confidential Information by the recipient of such information shall be treated with respect to confidentiality in the same manner as the Confidential Information. Confidential Information shall be deemed not to include information that (a) is or becomes (other than by disclosure by the party acquiring such information) publicly known or is contained in a publicly available document; (b) is furnished by the party disclosing such information to others without restrictions similar to those imposed by this SA (c) is rightfully in the receiving party's possession without the obligation of nondisclosure prior to the time of its disclosure under this SA; (d) is obtained from a source other than the discloser without the obligation of confidentiality; (e) is disclosed with the written consent of the disclosing party, or; (f) is independently developed by employees or agents of the receiving party who can be shown to have had no access to the Confidential Information 4.2. The recipient of Confidential Information agrees to hold Confidential Information in strict confidence, using at least the same degree of care that it uses in maintaining the confidentiality of its own Confidential Services Agreement (SA), Version 08252008 Page 2of6 Information, and not to copy, reproduce, sell, assign, license, market, transfer or otherwise dispose of, give or disclose Confidential Information to third parties or use Confidential Information for any purposes whatsoever other than as contemplated by this SA or reasonably related thereto, including without limitation the use by Customer of Accela who need to access or use the System for any valid business purpose, and to advise each of its employees and Accela of their obligations to keep Confidential Information confidential. 4.3. Each party agrees that, except as provided in this SA or directed by the other, it will not at any time during or after the term of this SA disclose, directly or indirectly, any Confidential Information to any person, and that upon termination of this SA, each party will tum over to the other all documents, papers and other matter in its possession which embody Confidential Information. 4.4. Each party acknowledges that breach of this Section, including disclosure of any Confidential Information will give rise to irreparable injury which is inadequately compensable in damages. Accordingly, each party may seek and obtain injunctive relief against the breach or threatened breach of the foregoing undertakings, in addition to any other legal remedies that may be available. Each party acknowledges and Clgrees that the covenants contained herein are necessary for the protection of the legitimate business interest of the other and are reasonably in scope and content. 4.5. Customer's obligations under this Article shall be subject to the Oregon Public Records Laws, ORS 192.410 through ORS 192.505.I I 1 4.6. Publicity. During the term of this SA, including the term of any amendment hereto, either party may publicly disclose its ongoing business relationship with the other party. Such disclosures may indicate the other party's identity and the party's product(s) and services provided or contracted to be provided to the other party, but may not expressly or impliedly indicate the other party's endorsement of the party's products or services without the other party's prior written authorization. 5. Other Terms and Conditions 5.1. Mutual Indemnification Accela agrees to indemnify, defend, and hold Customer and its officers, agents, and employees harmless against any claims, suits, or damages ariSing out of physical property damage or bodily injury caused by the negligence or misconduct of Accela or its employees or agents while the terms and conditions of this SA remain enforceable. To the extent permitted under Oregon Law and Oregon Revised Statutes including, specifically, but not limited to, the Oregon Governmental Tort Claims Act (ORS 30.260 et seq.) and Article XI, Section 10, of the Oregon Constitution, Customer agrees to indemnify, defend, and hold Accela and its officers, agents, and employees harmless against any claims, suits, or damages arising out of physical property damage or bodily injury caused by the negligence or misconduct of Customer or its employees or agents while the terms and conditions of this SA remain enforceable. 5.2. 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 Professional Services may be adversely affected by remedial or other actions performed pursuant to this SA; Accela bears no liability for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all Professional 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 pernlitted 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. Services Agreement (SA), Version 08252008 Page30f6 5.3. Insurance Coverage Accela will maintain insurance coverage at its sole cost and expense and will provide certificates of insurance to Customer if so requested. The insurance will not be cancelled or terminated without thirty (30) calendar days' advance written notice to Customer. 5.4. Force Majeure If either party is delayed in its performance of any obligation under this SA 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. 5.5. Dispute Resolution This SA is governed by and construed in accordance with laws of the State of Oregon. Any claim, action, suit, or proceeding (collectively, "Claim") between Customer and Accela that arises from or relates to this SA shall be brought and conducted solely and exclusively within the Circuit Court of Marion County for the State of Oregon; provided, however, if a Claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this section be construed as a waiver by Customer of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, from any claim or from the jurisdiction of any court. Accela by execution of this contract hereby consents to the in personam jurisdiction of the courts referenced in this section. 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 Professional Services described hereinabove. 5.7. Survival The following provisions will survive the termination or expiration of this SA: 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 5.1,5.3, and 5.4. 5.8. Alternate Terms Disclaimed The parties expressly disclaim accompanying drafts andlor purchase orders issued by Customer. any alternate terms and conditions 5.9. No Rights No rights are granted to Customer independent of the Oregon ePermit System Agreement. /I /I /I /I /I /I /I II /I /I II /I Services Agreement (SA), Version 08252008 Page 4 of6 5.10. Severability and Amendment If any particular provision of this SA is determined to be invalid or unenforceable, that determination will not affect the other provisions of this SA, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of this SA will be effective unless it is described in writing and Signed by the Parties. ACCELA CUSTOMER By: _______________By ~-lA..- (Signature) (Signature) tDlin H. Samvt:/s (Print Name) (Print Name) Its -c-_______________________Its "sst. etltp. &:ar:/r;t!l (Tille) (Title) Dated: ~.4A-'1 "b,'3 Dated: (Month. Day. Year) (Month. Day. Year) By: ____________ Title:______________________ Dated:.____________ By: _____________ Title:______________________ Dated:___________________ Exhibits Follow. END OF DOCUMENT Services Agreement (SA), Version 08252008 Page50f6 EXHIBIT A Statement of Work (SOW) document follows this page. END OF DOCUMENT Services Agreement (SA), Version 08252008 Page 60t6 <J\CCEL~ Government Software Statement of Work Deschutes County Version 1.2 April 30, 2013 © 2013 Accela Inc. Page 1 Statement of Work 7 III r II 31"1 11m 1111 TABLE OF CONTENTS TABLE OF CONTENTS .............................................................................................................................................................................2 DOCUMENT CONTROL .............................................................................................................................................................................4 OVERViEW .................................................................................................................................................................................................5 SERVICES DESCRIPTION ........................................................................................................................................................................5 PURPOSE ..............................................................................................................................................................................................5 PROJECT TIMELlNE ................................................................................................................................................................................5 PROJECT MANAGEMENT ........................................................................................................................................................................5 CRITICAL SUCCESS FACTORS ................................................................................................................................................................6 WORK DESCRIPTION .............................................................................................................................................................................7 STAGE 1 -INITITATION .....................................................................................................................................................................7 DELIVERABLE 1: PROJECT INITIATION .....................................................................................................................................................7 DELIVERABLE 2: ACCELA AUTOMATION SETUP -(ACCELA HOSTED, OREGON ENVIRONMENT) ....................................................................8 STAGE 2 AND 3 -ANALYSIS AND SOLUTION FOUNDATION ......................................................................................................................8 DELIVERABLE 3: UPDATES TO BEST PRACTICE CONFIGURATION ..............................................................................................................9 STAGE 4 -BUiLD .................................................................................................................................................................................9 DELIVERABLE 4: HISTORICAL DATA CONVERSION ANALySiS ...................................................................................................................10 DELIVERABLE 5: HISTORICAL DATA CONVERSION DEVELOPMENT ............................................................................................................11 SySTEM INTERFACES ...........................................................................................................................................................................11 DELIVERABLE 6: REPORTS WORKSHOP ................................................................................................................................................11 STAGE 5-READINESS ...................................................................................................................................................................12 DELIVERABLE 7: DAILY USER TRAINING ................................................................................................................................................12 DELIVERABLE 8: USER ACCEPTANCE TESTING {UAT) ............................................................................................................................12 STAGE6-DEPLOY ..........................................................................................................................................................................13 DELIVERABLE 9: PRODUCTION SUPPORT ..............................................................................................................................................13 DELIVERABLE 10: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC ............................................................................................14 PAYMENT SCHEDULE ............................................................................................................................................................................15 PROJECT ASSUMPTIONS ......................................................................................................................................................................16 PROJECT RESOURCES AND LOCATION OF WORK ..................................................................................................................................16 WORK LOCATION .................................................................................................................................................................................16 AGENCY RESOURCES ..........................................................................................................................................................................16 ACCELA RESOURCES ...........................................................................................................................................................................18 ACCEPTANCE ......................................................................................................................................................................................20 APPENDIX A -ACCELA IMPLEMENTATION METHODOLOGY ...........................................................................................................21 IMPLEMENTATION LIFE CYCLE ..............................................................................................................................................................21 INITIATION ...........................................................................................................................................................................................21 To-BE ANALYSIS ................................................................................................................................................................................21 SOLUTION FOUNDATION .......................................................................................................................................................................22 BUiLD .................................................................................................................................................................................................22 READINESS .........................................................................................................................................................................................22 © 2013 Accela Inc. Page 2 Statement of Work ; ; ; II r DEPLOy ..............................................................................................................................................................................................22 APPENDIX B -DATA CONVERSION ASSUMPTIONS .......................................................................................................................... 24 GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSiONS ...................................................................................... 24 DATA CONVERSION ASSUMPTIONS ....................................................................................................................................................... 24 STANDARD DOCUMENT MIGRATION ......................................................................................................................................................24 © 2013 Accela Inc. Page 3 Statement of Work 1 871 77 _lilliE Iii 11111118. EH 77 DOCUMENT CONTROL Date Author Version Change Reference 04/30/2013 Emmett Wylam 1.0 Initial 5/2/2013 Ean Darbo 1.0 Final Review 5/21/2013 Emmett Wylam 1.1 Updated with corrections to End User Training, Payment, and Acceptance 5/21/2013 Emmett Wylam 1.2 Added appendix C © 2013 Accela Inc. Page 4 Statement of Work OVERVIEW Congratulations on your selection of Accela, Inc., and their enterprise suite of industry leading software. The implementation of Accela products is designed speCifically to meet the specific requirements and budget defined by Deschutes County ("Agency"). Accela will utilize a best practice Implementation Methodology, based on previous client interactions and industry knowledge, to promote a successful project that will meet the Agency's objectives. The following Statement of Work will detail how Accela Services will implement the software you have purchased, including the major milestones and deliverables that will ensure your success. Accela is committed to providing a superior software solution, and deployment of the software, for the current and future needs of the Agency. 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 April 30 th , 2013 sets forth a scope and definition of the consulting/professional services, work and/or project (collectively, the ·Services") to be provided by Accela ("Accela") to 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 Automation Planning and Code Enforcement, Best Practice Templates for the Agency. Accela will provide professional services for implementation of the above modules and products per the Work Description section detailed henceforth. The following Agency departments comprise the organization scope of the implementation described herein: • Planning • Code Enforcement PROJECT TIMELINE The term of this project is 6 months and 1 phase. Any delays (e.g., Change in staff level/availability, missed deadlines) in the Project Timeline which by mutual agreement were created by the Agency will result in an increase in the duration of the project will require a Change Order to reimburse Accela for the additional costs associated with the delay, including but not limited to additional hours for project management, deliverable development and review. 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, the Accela Project Manager will work closely with Agency to update, monitor, agree, and communicate any mod ifications. PROJECT MANAGEMENT Accela will provide minimal overall project management focusing solely on Accela resources and 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 throughout the project. Generally these services include the following: • Change order management • Resource management © 2013 Accela Inc. Page 5 Statement of Work By mutual agreement, some project management tasks may be shared between the Accela Project Manager and the Agency Project Manager (Le. Project Timeline and Tracking). 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 and managed by the stakeholders. 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 knowle~ge 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. Once Post Production assistance tasks are completed by Accela Services, the Agency assumes all day-to-day operations of Accela Automation outside of the Service and Maintenance Agreement. The Service and Maintenance Agreement does not cover any Agency manipulation of implemented scripts, reports, interfaces and adapters. Key knowledge transfer areas include: • Configuration • Scripting • Batch scripts Event Management Scripts • Reports and Forms • 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 communicate insufficient participation of Agency and Accela resources through Project Status Reports with real and potential impacts to the project timeline. Accela will work with the project sponsors and department leaders to determine appropriate team member involvement. This could range from full-time during early analysis meetings to part-time during the technical implementation phase. • 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/scanned/emailed or hand delivered 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. In order to prevent delays in the project schedule, for all Deliverables where no response time is specifically identified in the SOW, a three (3) business day acceptance period is assumed. • Accela Implementation Methodology -Accela's successful, proven, implementation methodology is crucial to the project success. Accela's Automation software and customer base is a niche market and as such the implementation methodology may differ from other consulting firms and software packages. It is imperative to project success that the Agency is willing to adhere/adopt to the Accela Implementation Methodology described in Appendix A. © 2013 Accela Inc. Page 6 Statement of Work • Best Practice Templates -Accela's Best Practice Templates, or pre-built business processes, are based on direct experience with hundreds of existing customers and domain experts. These templates are complete packages of working business processes including workflows, data structures, business logic, fees, form and standard reports. These will be utilized as the baseline for the Solution Foundation for this implementation which will assist in decreasing risk, expediting deployment and insuring superior utilization of the Accela Automation solution. WORK DESCRIPTION The following section describes the specific activities and tasks that will be executed to meet the business objectives and business requirements of the Agency. 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 ·INI1"ITATION 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: • 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 a formal Kickoff meeting. The objective of this meeting is to review the purpose of the project and discuss the project scope, roles and responsibilities, deliverables, and timeline. • Finalize a high level project plan. The Project Kickoff Meeting includes a formal presentation by the project team to review project objectives, methodology, timeline, roles and responsibilities, risks, and other key project elements with project stakeholders. In terms of specific output, the following will be executed for this deliverable: ;.. Baseline Project Plan ;.. Project Kickoff Presentation Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Communicate the Accela Implementation Methodology that will be used by Accela to deliver Services. Agency Responsibilities: • Coordinate project planning activities. • Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation deliverables with input from appropriate Agency resources. • 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. © 2013 Accela Inc. Page 7 Statement of Work • Provide meeting facilities for Ollsite activities. I • Include Project Sponsor in Project Kickoff Meeting. i Acceptance Criteria: • Review and acceptance of the Baseline Project Plani • Completion of the Project Kickoff MeetingI DELIVERABLE 2: ACCELA AUTOMATION SETUP -(ACCELA HOSTED, OREGON! ENVIRONMENT) I This Deliverable is defined as the setup of the Accela Automation software in the Accela Cloud environment, such that Agency can log into the system and verify that the software is available. In terms of specific output, the following will be executed for this deliverable:1 ;.. Setup of the Accela Automation software, development and test environments, in the Accela Cloud ;.. Demonstration of an operational Accela Automation environment Specifically, Accela will perform the following tasks within the support environment: • Perform a remote system check of the system. • Demonstrate that the Accela Automation applications are operational. Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Consult with Agency resources to provide technical input and answer technical questions related to the requirements for Accela Automation. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency users to validate system is setup and available. Acceptance Criteria: • Confirmation of ability to log into the Accela Automation software. STAGE 2 AND 3 -ANALYSIS AND SOLUTION FOUNDATION © 2013 Accela Inc. Page 8 Statement of Work DELIVERABLE 3: UPDATES TO BEST PRACTICE CONFIGURATION I I Accela resources will dedicate 200 hours of consulting assistance to be used to update the delivered Best Practice1 Templates for the Agency specific business processes where needed. The following list provides examples of thei types of updates that may be required; 1 • Add or rename existing fields in order to account for Agency business processes and/or data conversion mapping.I • Define and create user accounts with associated user groups/security access. • Updates to existing workflows as neededI, • Updates to existing system dropdown fields • Updates and creation of Agency specific fee schedules • Updates and creation of Agency speCific inspection types and guidesheets/checklists • Others areas as defined These hours can be used, at the Agency's discretion, for additional training, oversight, issue resolution and actual configuration work. In terms of specific output, the following will be executed for this deliverable: Accela Responsibilities: • Provide timely and appropr.iate responses to Agency's request for information. • Interview staff in order to understand existing business processes. • Conduct requested sessions to capture the required business processes to be automated within the system. • Conduct meetings via email, web conference, phone, and in person to complete required consulting. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency key users and content experts to provide required information, partiCipate in the configuration analYSis and verify the accuracy of the documented workflows, input/output formats, and data elements. • Provide any existing 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: • Completion of 200 hours of consulting services. STAGE 4-BUILD The Build stage includes data conversions, development of Accela Event Manager SCripts, and custom report development. It comprises all of the additional critical activities outside of solution foundation 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. Data conversion of historicllegacy data from Agency systems is a critical activity for the success of this project. The Accela team is highly experienced in planning for and executing these activities and will work closely with Agency staff to ensure a successful transition of data. Specifically, the Accela team will work with Agency to understand the data © 2013 Accela Inc. Page 9 Statement of Work sources, how they are used, where their data will be stored in Accela Automation and the quality of that data. Often multiple sources store and manage similar information and decisions need to be made about the authoritative source. It is also common to find that data sources have not had strong controls and the accuracy is questionable or there is missing data. There are techniques and tools that Accela may recommend to understand the current state of Agency data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis, mapping of historical/legacy data sources may begin with Accela's mapping tool and conversion iterations performed as outlined in the Project Plan. Accela provides release notes during these conversion tests to verify data is being transferred correctly (e.g., number of records and expected values in fields). Accela will lead the conversion effort and specifically assist in the following areas: data mapping, script development for conversion, assistance in data testing and validation, and with the planning and execution of the 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. The required data mapping effort will be a conducted by Accela personnel with assistance from the Agency, Once the data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps. Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela Automation database. PLEASE REFER TO APPENDIX B FOR SPECIFIC ASSUMPTIONS AND PARAMETERS RELATED TO ACCELA 'S CONVERSION APPROACH. DELIVERABLE 4: HISTORICAL DATA CONVERSION ANALYSIS Upon receipt of Agency's AccuTerm data, Accela will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency's historical data into Accela Automation. In terms of specific output, the following will be executed for this deliverable: » Historical Data Conversion Mapping Document Accela Responsibilities: • Work with the Agency to define and document historical data elements that are required for the conversion. • Facilitate the data analysis and mapping process • Complete the Data Conversion Specifications Document. Agency Responsibilities: • Provide historical data in acceptable formats. • Provide subject matter experts on the data source to aid Accela in identifying key components of the historical data • Provide subject matter experts on the historical configuration to aid in the data mapping process • Review and sign-off on completed Data Conversion SpeCifications document. Acceptance Cliteria: • The Historical Data Conversion Mapping Document identifies historical data elements that will be converted into Accela Automation as well as document special consideration {ex. merging data sources, phasing, etc.} Acceptance Review Period: • Ten (10) business days total © 2013 Accela Inc. Page 10 Statement of Work DELIVERABLE 5: HISTORICAL DATA CONVERSION DEVELOPMENT Upon Agency approval of the Historical Data Conversion Specifications document, (Deliverable 7), Accela will provide a program(s) to migrate appropriate historical data into Accela Automation. Upon receipt of the conversion from Accela, the Accela DBA will load the data into the Test environment for validation. In terms of specific output, the following will be executed for this deliverable: )i> Completion of migrated data into Accela Automation development or test environment. Accela Responsibilities: • Provide a program to migrate historical data into the Agency's AA test database environment. • Each data conversion will include up to three (3) conversion loads for client testing • Validate the successful completion of the migration of historical data into the Agency's test environment. Agency Responsibilities: • Providing the legacy data source in an accepted format • Assist in the execution of the data conversion program and provide access to environments as needed • Provide resources to validate the conversion statistics and the quality of the data converted into Accela Automation Acceptance Criteria: • Historical data has been converted to Accela Automation testing environment according to the Data Conversion Mapping document. Acceptance Review Period: • Ten (10) business days total SYSTEM INTERFACES No system interfaces are in scope for this project. System to use existing interface(s) created from the Oregon ePermitting program. I DELIVERABLE 6: REPORTS WORKSHOP ! Accela will conduct a 5 day training workshop with Agency assigned report developers. The workshop will cover the Accela Database Schema, best practices for developing Accela reports and students will work through the development of required reports with assistance from Accela instructor. These reports can be developed using the integral Accela Report Writer included with Accela Automation or Crystal Reports XI Server at the Agency's discretion. These custom reports, whether developed with Accela Report Writer, or Crystal Reports, will be deployed in the Report Manager for use within Accela Automation. Accela Responsibilities: • Conduct a 5 day training workshop with Agency assigned report developers focusing on the Accela Database Schema and best practices for developing Accela reports. • Assist in development of reports with agency staff. Agency Responsibilities: © 2013 Accela Inc. Page 11 Statement of Work • Identify report developers and ensure they are made available to attend the workshop. STAGE 5-READINESS DELIVERABLE 7: END USER TRAINING This Deliverable includes the Delivery by Accela to Agency of 2 instances of the End User Training course (11/2 days). 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. 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 "80/20 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. In terms of specific output, the following will be executed for this deliverable: );> 2 instances of End User Training (1 %days) Accela Responsibilities: • Coordinate with the Agency to define training schedule, logistics, and agency specific training concerns. • Provide 2 instances of End 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 8: USER ACCEPTANCE TESTING (UA T) This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables. Accela will assist the Agency in the testing and validation of the solution and its readiness to be migrated to production for active use and will assist in transferring the solution and any required data from Support to Production. Accela will provide a total of 40 hours of support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and © 2013 Accela Inc. Page 12 Statement of Work resources to this 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 should test individual components for functionality of the solution (Le., functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Automation solution are operating properly (i.e., integration testing). In terms of specific output, the following will be executed for this deliverable: );> Completion of 40 hours of support for User Acceptance Testing. Accela Responsibilities: • Provide recommendations on testing strategy and best practices. • Lead the Agency in up to 40 hours of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use. • Resolution of issues as a result of User Acceptance Testing activities. 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. • Develop the User Acceptance test scripts. • Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable. Acceptance Criteria: • Completion of up to 40 hours of UAT STAGE 6 • DEPLOY DELIVERABLE 9: 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. In the weeks prior to moving to Production, Accela will assist 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: );> Deployment support prior to moving to Production );> Final Data Conversion run during the migration from the test environment to the production environment. );> Accela Automation used in Production environment for Agency daily use Accela Responsibilities: • With assistance from the Agency, lead the effort to transfer the system configuration and any required data from the test environment to Production. • 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: © 2013 Accela Inc. Page 13 Statement of Work • 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 10: 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 advice immediately following the move to Production for daily use. Accela will provide support for 32 hours immediately following deployment (go-live). Accela will work with the Agency to identify remedies to issues discovered 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 that the Agency wishes to track (not Accela Responsibility). Examples of issues the Agency is responsible for include training issues, functional changes beyond the scope of this Statement of Work, cosmetic changes, and procedures related to the use of Accela Automation. Specifically, Accela will not be developing or creating additional reports, conversions, interfaces, records types and workflow processes that were not included in the scope of this project. At the end of the support period, Accela will provide a final copy of the issue tracker to the customer and disable the list. Additionally a formal meeting will be scheduled with the Agency, Accela Services Team, and Accela CRC for the purpose of transitioning support of future issues and question 'from the Agency to Accela CRC. I In terms of specific output, the following will be executed for this deliverable: );> 32 hours of Post Deployment Support 1 );> Finalized post production issues list );> Transition of Agency from Services team to Customer Resource Center for ongoing support I 1 Accela Responsibilities: • Provide post-production support for Accela developed configuration and components. • Assist with the identification of issues for the Post Production Issues list.I • 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. © 2013 Accela Inc. Page 14 Statement of Work r 71 Acceptance Criteria: • Execution of 32 hours post-Production support. • Official transfer from the Accela Services project team to the Customer Resource Center (CRG). • Document and deliver remedies to all Post Production identified issues. PAYMENT SCHEDULE The table below represents the Services payments to be made during the project. The final payment will be tied to the acceptance of the final deliverable, DELIVERABLE 10: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC. Payment # Description Amount 1 Month #1 $23,279.16 2 Month #2 $23,279.16 3 Month #3 $23,279.16 i 4 Month #4 $23,279.16 5 Month #5 $23,279.16 6 Month #6 $23,279.20 Total $139,675.00 Travel Expenses $17,000.00 Total Travel and Services $156,675.00 © 2013 Accela Inc. Page 15 .' Statement of Work ill IF ! lSt1 71 I PROJECT ASSUMPTIONS • Agency, Accela and the State of Oregon will review their responsibilities before work begins to ensure that Services can be satisfactorily completed. • No interfaces are in the scope of this project. • Agency agrees during the Initiation Phase of the project to assign a Single designated approver for each major project deliverable. The designated approver will be responsible for overseeing and/or directly participating in the design and development, as well as the approval, of the deliverable. Agency may make changes to designated approvers with written notification to Accela a minimum of one month before a deliverable is due. • Agency will provide work space for Accela Services for work completed on Agency premises. • Accela will implement only functionality available in the most current version of Accela Automation deployed on the State of Oregon site, 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. • 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). • Agency has committed to the involvement of key resources and subject matter experts for ongoing participation in all project activities as defined in the project plan associated with this SOW. • The project schedule is managed using Microsoft Project. Should any tasks slip behind schedule ten (10) business days, Accela and Agency will escalate according to the Communication Plan in the Project Charter. 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. More than one Agency role 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/department being implemented, Super User trainers, and others as appropriate. A ency Resources Description Responsibilities include: • Ultimate responsibility for the success of the project, • Creating an environment that promotes project buy-in,Project 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 © 2013 Accela Inc. Page 16 Statement of Work I I ! I I timely manner. I I !proJect Manager Responsibilities include: • 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. Oivision/Departmental Busines s Leads fA. 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; • 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: Oivision/Departmental Subject Matter Expert (SME) • Being trained on the Accela Automation system at a System Administration level; • Being fully engqged in the Business Analysis and system configuration activities; • Assist internal efforts towards the creation of reports, interfaces & conversions; • Assist in the review and testing of the system configuration; • Actively participate in the full implementation of the Accela Automation solution. Responsibilities include: rTechnical Lead • 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 © 2013 Accela Inc. Page 17 Statement of Work 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. The main roles are as follows: Accela Project Manager is responsible for the overall project management and directly with the client throughout all aspects of Accela implementations: from initial scoping, planning, staffing to delivery. The Project Manager undertakes the administration tasks including: lJ;1rniAM Manager • 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. n addition, the Project Manager will actively partiCipate in leading the System Analysis sessions and will be responsible for the creation of the System Document. Iro",V\nc,ihl.Cl for: Senior Implementation Consultant assigned to the project will have major lovn,Ono,nl".Cl in the business process as well as the product functionality and is • 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 ",v",,,,n~mN>'" and software ovnorl'",,,, © 2013 Accela Inc. Page 18 Statement of Work IlmPlementation con~ulta~t resources support the project and typically focus on the Iflowing tasks. [ImPlementation Consultant I • 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. lochnleal Consultant iAccela Technical Consultants are involved in all areas that require knowledge of server-side considerations and Accela add-on products such as: • Application installation and setup (Accela Automation, Accela GIS, Accela Wireless, and Accela Citizen Access), • Report definition and creation, • Event Manager Script definition and programming, • Database Conversions and data mapping assistance, • Interface specifications and development. ~raining Consultant Training Consultants are responsible for Accela Training classes with assistance ifrom Implementation consultants, depending on the nature of the specific project. © 2013 Accela Inc. Page 19 Statement of Work ACCEPTANCE The Services contracted for in this Statement of Work will be considered Accepted when all Deliverables defined in the Work Description Section have been accepted by Agency as defined for each Deliverable. Additionally, transition to Accela's Customer Service Center, CRC has been completed. The live system has been handed over to the CRC and the transfer of knowledge from the Project Team to the CRC has also been completed. All training has concluded and project documentation has been handed over to the CRC. Final payment will be due upon completion of the above items. © 2013 Accela Inc. Page 20 Statement of Work APPENDIX A· ACCELA IMPLEMENTATION METHODOLOGY Accela will deliver its Services to the Agency by employing the methodology detailed in this section. This 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 this Implementation Life Cycle is described below. IMPLEMENTATION LIFE CYCLE Thorough execution of these six stages ensures that Accela customers receive high-quality services throughout the project engagement. Figure 1 -Accela Methodology Devel op Solutio ns a d Cust omi utio n Revi ew Goa Is and An aly~e an d D e ~ig.n Con ilg urlil Sy st«m Test, rral n an d Go live and Past Pla n Proje<:t Solu tio n Prepare fo r Go Live Prod uctio n Support 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 deliverabl'es. Depending on the exact scope of the project, a full complement or subset of all available deliverables wil 'l be delivered through the services defined for the project. Employing this deliverabl'es-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. INITIATION Initiation represents the first stage in the 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: • Project Charter, • Baseline Project Plan, • Project Status Report Template, • Project Share Point Site pre-loaded with baseline documentation, • Project Initiation Meeting. TO -BE ANALYSIS To-Be Analysis is the second stage in the lifecycle. During the Analysis stage, Accela reviews existing agency documentation, interviews agency staff, and conducts workshops to understand the "To-Be" vision of the Agency that can be executed with the aid of Accela Automation. It is during this Phase that Accela gains a deeper understandinQl of Agency processes and business rules; simultaneousllY, the Agency begins to gain a deeper understanding of the methodology and Acce 'la Automation capabilities. A key output of this Phase is the To-Be Analysis Document(s) which serve as the 'foundation' for configuration of Accela Automation to support germane elements of the Agency "To "Be" vision. Supplementing the To-Be Analysis Document(s) © 2013 Accela Inc. Page 21 Statement of Work are all other configuration specifications documents related to data conversion, interfaces, reports, and event scripts. SOLUTION FOUNDATION Solution Foundation is the third stage in the Iifecycle. It begins upon completion of Stage 2 and should be completed prior to the next stage, Build. During the Solution Foundation stage, Accela Automation will be built to match the to-be processes agreed to in the Analysis stage. Essential to this effort is the configuration of the Record (Case, Application, Permit, Work Order, etc) types that were agreed to during the Analysis phase. Configuration of in-scope record types is comprised of, but not limited to: • 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 lifecycle, and execution of this stage overlaps Configuration, but ends after Configuration is complete. During the Build stage, all defined elements during the Analysis stage beyond the Solution Foundation 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 lifecycle. During the Readiness stage Accela Automation is fully tested, errors are identified, documented and corrected. Additionally, the solution 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 lifecycle. During the Deploy stage the applications are moved to 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 Accela Customer Resource Center ('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, © 2013 Accela Inc. Page 22 Statement of Work • Post Production Analysis, • Formal Transition to the CRC for Ongoing Support © 2013 Accela Inc. Page 23 Statement of Work APPENDIX B -DATA CONVERSION ASSUMPTIONS The following information provides detail related to the scope of Accela's data conversion offerings. Due to the inherent complexity of conversion activities, it is critical to address and understand common questions and misconceptions. Any conversion activity or requirement not included in this section is considered out of scope, and may be addressed through a change order for Accela services. GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS The standard data conversion includes the conversion of transactional data to the Accela Automation database when a configured destination exists. In the event there is no destination for legacy transactional data then it will be required to be converted as best fits into another area of the configuration or excluded from the conversion effort. Accela will perform unit testing of the conversion program including spot checks of the data within Accela Automation in order to identify if data corruption issues exist. Extensive quality assurance of legacylhistorical data by the agency is required in order to ensure accurate transfer of data. A completed, signed off, Solution Foundation must be available before Accela will begin the data conversion mapping effort. DATA CONVERSION ASSUMPTIONS "As-Is" Approach: Conversion of transactional tables, Address/ParceVOwner (APO) data, Professional License data is executed "As-is· into Accela Automation. "As-is· means that the data will be transformed as mapped to existing configuration elements in Accela Automation. The conversion process will not create configuration data or alter the mapped data when processed into Accela Automation. Additionally this means if invalid, inaccurate, or incomplete data is provided, it will be loaded into Accela Automation liAs-Is". All data cleanup must occur prior to execution into Accela Automation. Accela Data Conversion Tools: Data will be mapped and converted utilizing Accela's Extract, Translate and load ("Ell") toolset. This will assist to ensure the accuracy of the mapping. The data mapping tool ensures that the legacy source to Accela Automation solution is accurate and prevents data from failing to convert, while the execution tool can be used to consistently run conversion process and track statistics. Acceptable Data Formats For Historical Conversion: It is expected that the Conversion Source Data be provided in an Oracle 1Og/11 g or Microsoft Sal Server 2000/2005/2008 database format. In the event that the source is not in an acceptable format, Accela will provide recommendations for transposing the data in the proper format. Acceptable Data Formats For Reference Conversion: It is expected that the Conversion Source Data be provided in Oracle 10g/11g, Microsoft Sal Server 2000/200512008, or pipe delimited flat file format. In the event that the source is not in an acceptable format, Accela will provide recommendations for transposing the data in the proper format. Documents: HistoricaVlegacy data conversion includes the conversion of attached documents into Accela Document Services ("ADS") in Accela Automation, provided the Agency provides the documents in the structure Accela requires. The documents will be converted to the configured primary electronic document management system (EDMS). See Standard Document Migration for additional details. STANDARD DOCUMENT MIGRATION The standard document conversion may be utilized to convert record/permit level attached electronic documents into the configured Accela Automation EDMS systems. In the event a 3rd party EDMS is used by Accela Automation, it is still possible to convert documents if the 3rd party interface supports the create method. © 2013 Accela Inc. Page 24 Statement of Work At a minimum the electronic document(s) to be converted must exist in a Microsoft Windows accessible file system (ex. NTFS, FAT32) and have the ability to identify the associated Record ID in order to be converted. In the event that the files exist in a database they must be extracted into a windows file system prior to be evaluated for conversion. © 2013 Accela Inc. Page 25 Statement of Work APPENDIX C -SAMPLE DELIVERABLE 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 OR YOUR EMAIL YOUR TITLE Tel: Fax: Date: I Agency Name: Approving Agency Manager: I Accela ManaQer: Project Name I Code: Contract I Agreement #: Agency agrees that Accela has successfully completed the following Deliverables: 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 Date © 2013 Accela Inc, Page 26 (EXHIBIT 5) DESCHUTES COUNTY SERVICES CONTRACT Contract No. 20_-__ Expense Reimbursement 1. Travel and Other Expenses. (When travel and other expenses are reimbursed.) a. It is the policy of the County that all travel shall be allowed only when the travel is essential to the normal discharge of the County responsibilities. 1) All travel shall be conducted in the most efficient and cost effective manner resulting in the best value to the County. 2) Travel expenses shall be reimbursed for official County business only. 3) County shall not reimburse Contractor for any item that is not otherwise available for reimbursement to an employee of Deschutes County per Deschutes County Finance Policy F-1, "REIMBURSEMENT FOR MISCELLANEOUS EXPENSES AND EXPENSES INCURRED WHILE TRAVELING ON COUNlY BUSINESS," dated 11/8/06. 4) County may approve a form other than the County Employee Reimbursement Form for Contractor to submit an itemized description of travel expenses for payment. 5) Personal expenses shall not be authorized at any time. 6) All expenses are included in the total maximum contract amount. b. Travel expenses shall be reimbursed only in accordance with rates approved by the County and only when the reimbursement of expenses is specifically provided for in Exhibit 1, paragraph 3 of this contract. c. The current approved rates for reimbursement of travel expenses are set forth in the above described policy. d. County shall not reimburse for any expenses related to alcohol consumption or entertainment. e. Except where noted, detailed receipts for all expenses shall be provided. 1. Charge slips for gross amounts are not acceptable. g. County shall not reimburse Contractor for any item that is not otherwise available for reimbursement to an employee of Deschutes County. 2. Approved reimbursements: a. Mileage. Contractor shall be entitled to mileage for travel in a private automobile while Contractor is acting within the course and scope of Contractor's duties under this Contract and driving over the most direct and usually traveled route to and from Bend, Oregon. 1) Reimbursement for mileage shall be equal to but not exceed those set by the United States General Services Administration ("GSA") and are subject to change accordingly. 2) To qualify for mileage reimbursement, Contractor shall hold a valid, current driver's license for the class of vehicle to be driven and carry personal automobile liability insurance in amounts not less than those required by this contract. 3) No mileage reimbursement shall be paid for the use of motorcycles or mopeds. b. Meals. 1) Any reimbursement for meals shall be for actual cost of meals incurred by Contractor while acting within the course and scope of Contractor's duties under this contract. 2) For purposes of calculating individual meals where the Contractor is entitled only to a partial day reimbursement, the following maximum allocation ofthe meal expenses applies: a) Breakfast, $10; b) Lunch, $12; c) Dinner, $22. 3) Except in the event of necessary overnight travel as provided below, partial day meal expenses shall be reimbursed as follows and only while Contractor is acting within the course and scope of Contractor's duties under this contract: a) Breakfast expenses are reimbursable if Contractor is required to travel more than two (2) hours: before the start Contractor's regular workday (i.e. 8:00 a.m.). b) Lunch expenses are reimbursable only if Contractor is required to travel overnight and begins the journey before 11 :00 am or ends the journey after 11 :00 a. m. c) Dinner expenses are reimbursable only if Contractor is required to travel more than two (2) hours after Contractor's regular workday (i.e. 5:00 p.m.). Page 16 of 18 -Personal Services Contract No. 20_-__ 4) Breakfast and dinner expenses are reimbursable during Contractor's necessary ovemight travel while acting within the course and scope of Contractor's duties under this contract and shall not exceed those set by the GSA. and are subject to change accordingly. c. Lodging. 1) County shall reimburse Contractor for Contractor's actual cost of lodging necessary to provide service to the County and shall not exceed the maximum lodge set by the GSA for Bend, Oregon. 2) Reimbursement rates for lodging are not considered "per diem" and receipts are required for reimbursement. d County shall not reimburse Contractor in excess of the lowest fair for any airline ticket or vehicle rental charges. 3. Exceptions. Contractor shall obtain separate written approval of the County Administrator for any exceptions to the expense items listed above prior to incurring any expense for which reimbursement shall be sought. 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