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PIXEL LLC ..a,��...,,�. Licensed by The State of Oregon,Construction Contractors Board License No.: 166289 Pixel LLC 4647 SW Huber Street Portland,OR 97219 (503) 208-7248 STANDARD COMMERCIAL SECURITY AGREEMENT Date: 10/19/2016 ,Subscriber's Name: City of Tigard Police Dept, Telephone No.:503-718-2562 Address: 13125 SW Hall Blvd Tigard.OR 97223 1.PIXEL LLC(hereinafter referred to as"PIXEL"or"ALARM COMPANY')agrees to sell,install and program,at Subscriber's premises, and Subscriber agrees to buy,an electronic security system consisting of the equipment and services described in the attached Schedule of Equipment and Services. Purchase Price:$ 89.350.00 Approximate date work to begin 11/2016 Taxes: $ 0 Estimated date work to be substantially completed 11/2016 Total: $89350.00 Down Payment:$44,675.00 (paid 10/29/2016) Balance due upon completion ofinstallation:$44.675.00 2. DESCRIPTIONOF EQUIPMENT AND SERVICES: Check Services Provided: MVS(monitoring Video Subscription) x IP Camera System x Burg Alarm x Speaker/Intercom System x Access Control System -D Alarm Signal Verification Other: 3. PASSCODE TO CPU SOFTWARE REMAINS PROPERTY OF PIXEL:Provided Subscriber performs this agreement for the full term thereof,upon termination ALARMCOMPANY shall at its option provide to Subscriber the passcode to the CPU software or change the passcode to the manufacturer's default code.Software programmed by PIXEL is the intellectual property of PIXEL and any unauthorized use of same, including derivative works,is strictly prohibited and may violate Federal Copyright laws,Title 17 of the United States Code,and may subject violator to civil and criminal penalties.The Equipment shall remain personal property and shall not be considered a fixture,or an addition to, alteration.conversion,improvement,modernization,remodeling,repair or replacement of any part of the realty,and Subscriber shall not permit the attachment thereto of any apparatus not furnished by PIXEL. CHECK BOX FOR APPROPRIATE SERVICES: 4. SERVICES AND CHARGES.Only services selected are included: All recurring charges are billed[select one option]: c Monthly xAnnually ❑SemiAnnually ❑Quarterly in Advance (a)CENTRAL STATION MONITORING CHARGES: Subscriber agrees to pay PIXEL: O (i)The sum of$ 89.350.00 ,plus tax for the installation and programming of the communication software and communication devices if separate from the alarm panel if not already installed. O (ii)The sum of$(3 burg.&Access Control)$4,210.20 plus tax,yearly,payable in advance for the monitoring of the Security System for the term of this agreement commencing on the first day of the month next succeeding the date hereof,and continuing monthly thereafter,all payments being due on the first of the month. O (b)SERVICE(Strike out i or ii) 0 (i)Subscriber agrees to pay PIXEL on a per call basis.If this agreement provides for service on a per call basis,Subscriber agrees to pay PIXEL for all parts and labor at time of service.Subscriber is not obligated to call PIXEL for per call service and PIXEL is under no duty to provide service except its warranty service during warranty period.Service by anyone other than PIXEL during warranty period relieves PIXEL of any further obligations under the Limited Warranty. Initial here for percall service option. O (ii) Subscriber agrees to pay PIXEL for service of the alarm equipment the sum of$_plus tax,per month,payable in advance for the term of this agreement,commencing the first day of the month next succeeding the date hereof,all payments being due on the first of the month. O (c)INSPECTION: Subscriber agrees to pay PIXEL$ $1.258.20 plus tax,per Year,payable Yearly in advance for the term of this agreement for inspection service.Ifthis option is selected PIXEL will make an annual inspection ofthe security system.Unless otherwise noted in the Schedule of Equipment and Services inspection service includes testing of all components to insure proper working order. If UL Certified the inspection will comply with UL Requirements. PIXEL will notify Subscriber 30 days in advance of inspection date,and it is Subscriber's responsibility to reschedule or permit access.Only one scheduled inspection is included.Testing at inspection insures only that components are in proper working order at time of inspection unless otherwise reported to Subscriber at time of inspection. Inspection does not include repair. . O (d)ALARM SIGNAL VERIFICATION:Subscriber agrees to pay PIXEL the sum of$ plus tax,per month,for the term of this agreement.If Subscriber selects Alarm Signal Verification as a service to be provided,or if Alarm Signal Verification is required by law,PIXEL or its designated central office shall verify the alarm signal by electronic telephone communication,video verification or such other verification system deemed appropriate by PIXEL or as required by local law and only verified alarm conditions shall be communicated to police or fire department. 0 (e)REMOTE SUBSCRIBER ACCESS/FOR VIDEO STREAMING DATA[VSD]/CLOSED CIRCUIT TV[CCTV]:Subscriber agrees to pay PIXEL the sum of$ 0 plus tax,per month for the term of this agreement. Select remote access/video services to be provided: Local DVR a Central Station Remote Video Monitoring for Streaming Video Data ❑Eagle Eye Cloud Storage ❑Video Clips Monitored Upon Alarm Activation Only c Verification video clips o Data Storage and Retrieval o Remote Access by Subscriber ❑Other(describe) O (f)ACCESS CONTROL ADMI NISTRATI ON SERVICES:Subscriber agrees to pay PIXEL$2,952.0 forthe plus tax,per Year ACtermofthisaggreement.SelectAccess Control Administration services to be provided: X Brivo OnAir ❑ On-site Administration ❑ Data Storage ❑Data Backup O (g)GUARD RESPONSE: Subscriber agrees to pay PIXEL the sum of(select payment method)$ 0 plus tax,per month for the term of this agreement(or$ 0 plus tax per guard response). Page 1 of4 5. TERM OF AGREEMENT:RENEWAL:The term of this agreement shall be for a period of three(3)years and shall automatically renew month to month thereafter under the same terms and conditions,unless either party gives written notice to the other by certified mail,return receipt requested,of their intention not to renew the agreement at least 30 days prior to the expiration of any term.After the expiration of one year from the date hereof PIXEL shall be permitted from time to time to increase the monitoring charge by an amount compared to Consumer Index Price each year and Subscriber agrees to pay such increase.PIXEL may invoice Subscriber in advance yearly. 6. CENTRAL OFFICE MONITORING SERVICES: Upon receipt of a signal from Subscriber's alarm system,PIXEL or its designee central office shall make every reasonable effort to notify Subscriber and the appropriate municipal police orfire department depending upon the type of signal received. Not all signals will require notification to the authorities and subscriber may obtain a written response policy from PIXEL. No response shall be required from supervisory.loss of communication pathway,trouble or low battery signals.Subscriber acknowledges that signals transmitted from Subscriber's premises directly to municipal police or fire departments are not monitored by personnel of PIXEL or PIXEL's designee central office and PIXEL does not assume any responsibility for the manner in which such signals are monitored orthe response,if any,to such signals.Subscriber acknowledges that signals which are transmitted over telephone lines,wire,airwaves,internet VOIP,radio or cellular,or other modes ofcommunication pass through communication networks wholly beyond the control of PIXEL and are not maintained by PIXEL except PIXEL may own the radio network, and PIXEL shall not be responsible for any failure which prevents transmission signals from reaching the central office monitoring center ordamages arising therefrom,or for data corruption,theft or viruses to Subscriber's computers if connected to the alarm communication equipment. Subscriber agrees to furnish PIXEL with a written Call List of names and telephone numbers of those persons Subscriber wishes to receive notification of alarm signals. Unless otherwise provided in the Call List PIXEL will make a reasonable effort to contact the first person reached or notified on the list either via telephone call,text or email message. No more than one call to the list shall be required and any form of notification provided for herein,including leaving a message on an answering machine,shall bedeemed reasonable compliance with PIXEL's notification obligation.All changes and revisions shall be supplied to PIXEL in writing.Subscriber authorizes PIXEL to access the control panel to input or delete data and programming.Ifthe equipment contains video or listening devices permitting central office to monitor video orsound,then upon receipt of an alarm signal central office shall monitor video or sound for so long as central office in its sole discretion deems appropriate to confirm an alarm condition. If Subscriber requests PIXEL to remotely activate or deactivate the system,change combinations,openings or closings,or re-program system functions,Subscriber shall pay PIXEL$90.00 for each such service. PIXEL may,without prior notice,suspend or terminate its services,in central office's sole discretion,in event of Subscriber's default in performance of this agreement or in event central office facility or communication network is nonoperational or Subscriber's alarm system is sending excessive false alarms.Central office is authorized to record and maintain audio and video transmissions,data and communications,and shall be the exclusive owner of such property. All Subscriber information and data shall be maintained confidential[ b PIXEL. 7. SERVICE: Service pursuant to paragraph 4(bKii�,includes all parts and labor,and PIXEL shall service upon Subscriber's request the security system installed in Subscriber's premises between the hours of 9 a.m.and 5 p.m.Monday through Friday,within reasonable time after receiving notice from Subscriber that service is required,exclusive of Saturdays,Sundays and legal holidays.All repairs,replacement or alteration to the security system made by reason of alteration to Subscriber's premises,or caused by unauthorized intrusion,lightning or electrical surge, or caused by any means other than normal usage,wear and tear,shall be made at the cost of the Subscriber.Batteries,electrical surges,lightning damage,software upgrades and repairs,communication devices no longer supported by communication pathways,obsolete components and components exceeding manufacturer's useful life are not included in service and will be repaired or replaced at Subscriber's expense payable at time of service. No apparatus or device shall be attached to or connect with the security system as originally installed without PIXEL's written consent. 8. SUBSCRIBER REMOTE ACCESS: If Remote Access is included in the Schedule of Equipment and Services to be installed and services provided by PIXEL,the equipment will transmit data via Subscriber's high speed Internet,cellular or radio communication service from remote pendant supplied by PIXEL or Subscriber's Internet or wireless connection device which is compatible with PIXEL's remote services. PIXEL will grant access to server permitting Subscriber to monitor the security system,access the system to arm,disarm and bypass zones on the system.view the remote video camera(s)and control other remote automation devices that may be installed.The remote services server is provided either by PIXEL or a third party. PIXEL shall install the camera(s)in a permissible legal location in Subscriber's premises to permit Subscriber viewing. PIXEL shall have no responsibility for failure of data transmission,corruption or unauthorized access and shall not monitor or view the camera data.Electronic data may not be encrypted and wireless components of the alarm system may not meet Advanced Encryption Standard specifications for encryption of electronic data established by the US National Institute of Standards and Technology and PIXEL shall have no liability for access to the alarm system by others. 9. WIRELESS AND INTERNET ACCESS CAPABILITIES:Subscriber is responsible for supplying high speed Internet access and or wireless services at Subscriber's premises. PIXEL does not provide Internet service, maintain Internet connection,wireless access or communication pathways,computer,smart phone,electric current connection or supply,or in all cases the remote video server.In consideration of Subscriber making its monthly payments for remote access to the system PIXEL will authorize Subscriber access.PIXEL is not responsible for Subscriber's access to the Internet or any interruption of service or down time of remote access caused by loss of Internet service,radio or cellular or any other mode of communication used by Subscriber to access the system.Subscriber acknowledges that Subscriber's security system can be compromised if the codes or devices used for access are lost or accessed by others and PIXEL shall have no liability for such third party unauthorized access. PIXEL is not responsible for the security or privacy of any wireless network system or router.Wireless systems can be accessed by others,and it is the Subscriber's responsibility to secure access to the system with pass codes and lock out codes.PIXEL is not responsible for access to wireless networks or devices that may not be supported by communication carriers and upgrades to subscriber's system will be at subscriber's expense, 10. ACCESS CONTROL SYSTEM OPERATION AND LIMITATIONS:If selected as a service to be provided and included in the Schedule of Equipment and Services,Access Control equipment shall be connected to a computer supplied by the Subscriber and connected to Subscriber's computer network.If data storage or backup is selected service PIXEL or its designee shall store and/or backup data received from Subscriber's system for a period of one year.PIXEL shall have no liability for data corruption or inability to retrieve data even if caused by PIXEL's negligence. Subscriber's data shall be maintained confidential and shall be retrieved and released only to Subscriber or upon Subscriber's authorization or by legal process.Internet access is not provided by PIXEL and PIXEL has no responsibility for such access or IF address service. PIXEL shall have no liability for unauthorized access to the system through the Internet or other communication networks or data corruption or loss for an reason whatsoever. 11. �) ACCESS CONTROL ADMINISTRATION: If selected as a service to be provided PIXEL will maintain mere limited access for the operation of the Access Control System.Subscriber will advise PIXEL of all change in personnel and or changes access levels of authorization and restrictions,providing Access card serial numbers or biometric data and such information that Subscriber deems necessary to identify personnel.All communication by Subscriber to PIXEL regarding personnel access must be in writing via email or fax to addresses designated by PIXEL.PIXEL shall have remote Internet access to the Subscriber's designated access control computer to program and make data base updates to the system.Subscriber is responsible for maintaining its computer and computer network and Internet access (b)VIDEO SYSTEM OPERATION AND LIMITATIONS:If selected as a service to be provided and included in the Schedule of Equipment and Services,Video equipment is attached to a digital recorder computer and Subscriber shall not use the computer for any other purpose. Subscriber shall be permitted to access and make changes to the system's operation on site and over the internet.If data storage is selected service,PIXEL shall store data received from Subscriber's system for one year. PIXEL shall have no liability for data corruption or inability to retrieve data even if caused by PIXEL's negligence.Subscriber's data shall be maintained confidential and shall be retrieved and released only to Subscriber or upon Subscriber's authorization or by legal process.Telephone or internet access is not provided by PIXEL and PIXEL has no responsibility for such access or IP address service.If system has remote access PIXEL is not responsible for the security or privacy of any wireless network system or router,and it is the Subscriber's responsibility to secure access to the system with pass codes and lock outs.PIXEL shall have no liability for unauthorized access to the system through the internet or other communication networks or data corruption or loss for any reason whatsoever. 12. STREAMING VIDEO DATA/CCTV/EXCESSIVE DATA USAGE: If selected as a service to be provided and included in the Schedule of Equipment,upon receipt of a video signal the video system is designed to activate in the central station and record video data reception,upon which,PIXEL or its designee central office,shall make every reasonable effort to notify Subscriber by email,text,or voice message and the appropriate municipal police or fire department.Subscriber acknowledges that signals transmitted from Subscriber's premises directly to municipal police or fire departments or Subscriber's internal security stations are not monitored by personnel of PIXEL or PIXEL's designee central office and PIXEL does not assume any responsibility for the manner in which such signals are monitored or the response,if any,to such signals.Subscriber acknowledges that signals which are transmitted through the internet,over telephone lines,wire, air waves,cellular,radio,internet,VOIP,or other modes of communication pass through communication networks wholly beyond the control of PIXEL and are not maintained by PIXEL,except PIXEL may own the radio network,and PIXEL shall not be responsible for any failure which prevents transmission signals from reaching the central office monitoring center or damages arising therefrom,or for data corruption,theft or viruses to Subscriber's computers if connected to the alarm communication equipment.Subscriber agrees to furnish PIXEL with a written list of names and telephone numbers of those persons Subscriber wishes to receive notification of signals. All changes and revisions shall be supplied to PIXEL in writing. Subscriber authorizes PIXEL to access the supervisory panel to input or delete data and programming.If Subscriber requests PIXEL to remotely activate or deactivate the system,change combinations,openings or closings,or re-program system Page 2 of 4 i functions,Subscriber shall pay PIXEL$75.00 for each such service.PIXEL may,without prior notice,suspend or terminate its services,in central station's sole discretion,in event of Subscriber's default in performance of this agreement or in event central station facility or communication network is nonoperational or Subscriber's alarm system is sending excessive false alarms.Central station is authorized to record and maintain audio and video transmissions,data and communications,and shall be the exclusive owner of such property.PIXEL shall have no liability for excessive data usage expense incurred by Subscriber attributable to the equipment or services provided herein.All Subscriber information and data shall be maintained confidentially by PIXEL. 13. GUARD RESPONSE: If guard response is specified as a service to be provided, upon receipt of an alarm signal, PIXEL or its subcontractor shall as soon as may be practical send one or more of its guards to the Subscriber's premises.Unless guard determines that the alarm is a false alarm and that no situation requiring police or fire department services exist,the guard shall notify the central station or police or fire department directly that an emergency situation exists and wait up to 15 minutes for the municipal police or fire department personnel or Subscriber to arrive at the premises and if permitted by the police shall assist in making a search of the premises to determine the cause of the alarm condition.If provided with keys to the premises the guard shall endeavor to secure the premises and repair the security equipment.However, Subscriber acknowledges that the guard is not required to enter the premises or to render any service to the security equipment and shall not be required to remain stationed at Subscriber's premises for more than 15 minutes after initial arrival.Subscriber authorizes the guard to take such action the guard deems necessary to secure the premises and reset the alarm,though Subscriber acknowledges that the guard may not be able to or may not have sufficient time to secure the premises or reset the alarm and put same in working order.If Subscriber requests PIXEL to station its guard at the premises for more than 30 minutes, and PIXEL has sufficient personnel to provide such service, and PIXEL makes no such representation that its personnel will be available,then Subscriber agrees to pay PIXEL$65.00 per half hour plus tax for such service.Subscriber agrees to confirm the request to PIXEL to provide extended guard service by email,text or recorded conversation to PIXEL at the time request is made and PIXEL is authorized to ignore any request not confirmed within 15 minutes. LIMITED WARRANTY ON SALE 14. In the event that any part of the security system becomes defective,or in the event that any repairs are required,PIXEL agrees to make all repairs and replacement of parts without costs to the Subscriber for a period of One(1)Year from the date of installation.PIXEL reserves the option to either replace or repair the alarm equipment,and reserves the right to substitute materials of equal quality at time of replacement,or to use reconditioned parts in fulfillment of this warranty. This warranty does not include batteries, electrical surges, lightning damage, software upgrades and repairs,communication devices that are no longer supported by communication pathways,obsolete components and components exceeding manufacturer's useful life.PIXEL is not the manufacturer of the equipment and other than PIXEL's limited warranty Subscriber agrees to look exclusively to the manufacturer of the equipment for repairs under its warranty coverage if any. Except as set forth in this agreement,PIXEL makes no express warranties as to any matter whatsoever. including,without limitation,the condition of the equipment,its merchantability,or its fitness for any particular purpose.PIXEL does not represent nor warrant that the security system may not be compromised or circumvented,or that the system will prevent any loss by burglary,hold-up,or otherwise;or that the system will in all cases provide the protection for which it is installed. PIXEL expressly disclaims any implied warranties,including implied warranties of merchantability or fitness for a particular purpose. The warranty does not cover any damage to material or equipment caused by accident,misuse,attempted or unauthorized repair service,modification,or improper installation by anyone other than PIXEL.PIXEL shall not be liable for consequential damages.Subscriber acknowledges that any affirmation of fact or promise made by PIXEL shall not be deemed to create an express warranty unless included in this agreement in writing;that Subscriber is not relying on PIXEL's skill or judgment in selecting or furnishing a system suitable for any particular purpose and that there are no warranties which extend beyond those on the face of this agreement,and that PIXEL has offered additional and more sophisticated equipment for an additional charge which Subscriber has declined.Subscriber's exclusive remedy for PIXEL's breach of this agreement or negligence to any degree under this agreement is to require PIXEL to repair or replace,at PIXEL's option,any equipment which is non-operational.This Limited Warranty is independent of and in addition to service contracted under paragraph 4(b)(ii)of this agreement.This Limited Warranty gives you specific legal rights and you may also have other rights which vary from state to state.If required by law,PIXEL will procure all permits required by local law and will provide certificate of workman's compensation prior to starting work. SUBSCRIBER ACKNOWLEDGES RECEIVING A FULLY EXECUTED COPY OF THIS 4 PAGE AGREEMENT AND SCHEDULE OF EQUIPMENT AND SERVICES AT TIME OF EXECUTION. PIXEL LLC: S BSCRIBE Rochelle Coakley By -- Subscriber:Si1_naturebyAuthorizedOfficeer ('Title ofPerson Signing �� Subscriber agrees to pay by check yearly,and w,-- 4 /63;,u,�`_C J charged for all charges under this agreement. ,w -� � Print Name of Subscriber RsichdLC coMz etl Subscriber:Signature by Author ked Officer 90 / 0—05039 / 0 Project Manager Subscribers Email Address Tax IDorEIN Title of Person Signing The undersigned personally guarantees Subscriber's performance of this agreement and agrees to be bound by allterms as a party herein. Signature Name stBe rinte aow) Billing Address:————————————— Print Aae sidence Address ham Ll sem. c)-y-, �,' Pagedoft ( J h SERVICES AGREEMENT 1. Parties ACCEIA CUSTOMER Accela, Inc. City of Tigard, Oregon 2633 Camino Ramon, Suite 120 13125 Southwest Hall Boulevard Bishop Ranch 3 San Ramon, California 94583 Tigard, Oregon 97223 Attention* Contracts Administration Attention: Brian Blalock T. 925 659.3200 T 503.639 4171x2448 F. 925.407.2722 F: 503.624 3681 e-Mail: contractsadmin@accela.com a-Mail: brianb@tigard-or gov 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. 2. Term and Termination Term Provided that Customer signs and returns this SA to Accela no later than December 15, 2007,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. 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 fights granted to Customer are cancelled and revert to Accela. 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 B. Warrant 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. 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 Accela in writing prior to the completion of the Test Period ("Adverse Notification"), specifying in sufficient detail the nature of the error(s) Upon receipt of an Adverse Notification, Accela 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 the Deliverables have successfully completed Customer's testing; 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 governmental, administrative, or business activities, whichever first occurs ("Acceptance Date") Customer Cooperation As required, Customer agrees to provide Accela with appropriate 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 Services Agreement(SA),Version 08272007 Page 1 of 8 the Professional Services may be delayed by more than the number of days delayed by Customer. Customer agrees that if additional 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. Compensation Implementation Fees In exchange for the Professional Services described hereinabove, Customer will pay to Accela the amounts indicated in Exhibit A. Professional Services are fixed-price deliverables for which Customer will be invoiced as provided in Exhibit A. 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. Payment Terms Amounts are quoted in United States dollars and do not include applicable taxes, if any Customer will be responsible for payment of all federal, state or provincial, and local taxes and duties, except those based on Accela's income. If Customer is exempt from certain taxes, Customer will provide Accela with an appropriate certificate of exemption. Customer will be invoiced for all amounts as they become due The payment terms of all invoices are net thirty (30) calendar days from the dates of the invoices. Any payment not paid to Accela within said period will incur a late payment fee equal to five percent (5%) of the amount past due and will accrue interest in an amount equal to one-and-a-half percent (15%) per month, compounded monthly, 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 4 Confidentiality Definitions "Disclosing Party'and "Recipient" refer respectively to the party which discloses information and the party to which information is disclosed in a given exchange. Either Accela or Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular communication or transfer of information. "Confidential Information" means all disclosed information relating in whole or in part to non-public data, proprietary data compilations, computer source codes, compiled or object codes, scripted programming statements, byte codes, or data codes, entity-relation or workflow diagrams, financial records or information, client records or information, organizational or personnel information, business plans, or works-in-progress, even where such works, when completed, would not necessarily comprise Confidential Information. The foregoing listing is not intended by the Parties to be comprehensive, and any information which Disclosing Party marks or otherwise designates as "Confidential" or"Proprietary"will be deemed and treated as Confidential Information. Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written, graphic, and/or machine-readable formats. Regardless of presentation format, such information will be deemed and treated as Confidential Information. Notwithstanding, the following specific classes of information are not"Confidential Information"within the meaning of this Section. a) information which is in Recipient's possession prior to disclosure by Disclosing Party; b) information which is available to Recipient from a third party without violation of this SA or Disclosing Party's intellectual property rights; c) information disclosed pursuant to Subsection 4.4 below; d) information which is in the public domain at the time of disclosure by Disclosing Party, or which enters the public domain from a source other than Recipient after disclosure by Disclosing Party; e) information which is subpoenaed by governmental or judicial authority; and f) information subject to disclosure pursuant to a state's public records laws. Services Agreement(SA),Version 08272007 Page 2 of 8 Confidentiality Term The obligations described in this Section commence on the Effective Date and will continue until two(2)years following any termination or expiration of this SA("Confidentiality Term"), Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of Confidential Information using the same degree of care that it uses to protect its own information of similar importance, but will in any case use no less than a reasonable degree of care to protect Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any part thereof to any third party without Disclosing Party's advance express written authorization to do so. Recipient may disclose Confidential Information only to its employees or agents under its control and direction in the normal course of its business and only on a need-to-know basis. In responding to a request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the fullest extent possible. Publicity During the term of this SA, including the term of any amendment hereto, Accela may publicly disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's identity and the Accela product(s) and services provided or contracted to be provided to Customer, but may not expressly or impliedly indicate Customer's endorsement of Accela's products or services without Customer's prior written authorization. 5. Other Terms and Conditions Mutual Indemnification Accela shall defend, save and hold harmless the City of Tigard, its officers, agents, Council members and employees from all claims, suits, or actions and all expenses incidental to the investigation and defense thereof, of whatsoever nature, including intentional acts resulting from or arising out of the activities of Contractor or its subcontractors, sub-consultants, agents or employees under this contract. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this 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 intentional acts, omissions, negligence, or willful misconduct of Accela or its employees or agents while the terms and conditions of this SA remain enforceable. 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 intentional acts, omissions, negligence, or willful misconduct of Customer or its employees or agents while the terms and conditions of this SA remain enforceable. 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 permitted by applicable laws, in no event will either party's cumulative liability for any general, incidental, special, compensatory, or punitive damages whatsoever suffered by the other party 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 the liable party or its agents have been advised of the possibility of such damages. Insurance Coverage Accela and its subcontractors shall maintain insurance acceptable to City in full force and effect throughout the term of this contract. Such insurance shall cover all risks arising directly or indirectly out of Contractor's activities or work hereunder, including the operations of its subcontractors of any tier. Such insurance shall include provisions that such insurance is primary insurance with respect to the interests of City and that any other insurance maintained by City is excess and not contributory insurance with the insurance required hereunder. Services Agreement(SA),Version 08272007 Page 3 of 8 The policy or policies of insurance maintained by the Contractor and its subcontractors shall provide at least the following limits and coverages: Commercial General Liability Insurance Contractor shall obtain, at Contractor's expense, and keep in effect during the term of this contract, Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an "occurrence" form (1996 ISO or equivalent) This coverage shall include Contractual Liability insurance for the indemnity provided under this contract. The following insurance will be carried. Coverage Limit General Aggregate $2,000,000 Products-Completed Operations Aggregate 1,000,000 Personal &Advertising Injury 1,000,000 Each Occurrence 1,000,000 Fire Damage(Any one fire) 50,000 Medical Expense(Any one person) 5,000 Commercial Automobile Insurance Contractor shall also obtain, at Contractor's expense, and keep in effect during the term of the contract (Symbol 1) Commercial Automobile Liability coverage on an "occurrence" form including coverage for all owned, hired, and non-owned vehicles. The Combined Single Limit per occurrence shall not be less than $1,000,000. Workers' Compensation Insurance The Contractor, its subcontractors, if any, and all employers providing work, labor or materials under this Contract are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656 017, which requires them to provide workers' compensation coverage that satisfies Oregon law for all their subject workers Out-of-state employers must provide Oregon workers' compensation coverage for their workers who work at a single location within Oregon for more than 30 days in a calendar year. Contractors who perform work without the assistance or labor of any employee need not obtain such coverage. This shall include Employer's Liability Insurance with coverage limits of not less than$100,000 each accident. Additional Insured Provision The Commercial General Liability Insurance Policy-shall include the City its officers, directors, Council and employees as additional insureds with respect to this contract. Coverage will be endorsed to provide per project aggregate Notice of Cancellation There shall be no cancellation, material change, exhaustion of aggregate limits or intent not to renew insurance coverage without 30 days written notice to the City. Any failure to comply with this provision will not affect the insurance coverage provided to the City. The 30 days notice of cancellation provision shall be physically endorsed on to the policy. Insurance Carrier Rating Coverage provided by the Contractor must be underwritten by an insurance company deemed acceptable by the City. The City reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating 11 Services Agreement(SA),Version 08272007 Page 4 of 8 - 5 Certificates of Insurance As evidence of the insurance coverage required by the contract, the Contractor shall furnish a Certificate of Insurance to the City No contract shall be effected until the required certificates have been received and approved by the City. The certificate will specify and document all provisions within this contract. A renewal certificate will be sent to the address below ten days prior to coverage expiration. Primary Coverage Clarification The parties agree that Contractor's coverage shall be primary to the extent permitted by law. The parties further agree that other insurance maintained by the City is excess and not contributory insurance with the insurance required in this section. Cross-Liability Clause A cross-liability clause or separation of insureds clause will be included in the general liability policy required by this contract. Contractor's insurance policy shall contain provisions that such policies shall not be canceled or their limits of liability reduced without 30 days prior notice to City. A copy of each insurance policy, certified as a true copy by an authorized representative of the issuing insurance company, or at the discretion of City, in lieu thereof, a certificate in form satisfactory to City certifying to the issuance of such insurance shall be forwarded to: Brian Blalock City of Tigard Business Phone: 503-639-4171, Ext. 2448 13125 SW Hall Blvd. Business Fax: 503-624-3681 Tigard, Oregon 97223 Email Address: bdanb@ci.tigard or.us Such policies or certificates must be delivered prior to commencement of the work. Thirty days cancellation notice shall be provided City by certified mail to the name at the address listed above in event of cancellation or non-renewal of the insurance 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. Governing Law and Venue This SA is governed by the laws of the State of Oregon, with venue in Washington County, Oregon. The prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of either party to object to a breach of this SA will not prevent that party from thereafter objecting to that breach or any other breach of this SA. 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. Survival The following provisions will survive the termination or expiration of this SA. Section 3, Compensation Section 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 Section 5, Mutual Indemnification Section, Insurance Coverage Section, and Force Majeure Section. I/ H Services Agreement(SA),Version 08272007 Page 5 of 8 Alternate Terms Disclaimed The parties expressly disclaim any altemate terms and conditions accompanying drafts and/or purchase orders issued by either party 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. CUSTOMER ACCEL By: Zi_,c By- ' (Signatu (Signature) cqi .'i;SS Colin M. Samuels (Print Name) 6 (Print Name) Its ter Its Assistant Corporate Secretary (Title) U (Title) Dated riL Dated. November 6, 2007 (Month,Day,Year) (Month,Day,Year) Exhibits Follow. END OF DOCUMENT Services Agreement(SA),Version 08272007 Page 6 of 8 EXHIBIT A Deliverables Fees Professional Services' $429,580.00 Consultant Travel Expenses $42,958002 Total-of'Fees', ?,. _ $472,538.00.3- 1 Professional Services comprise those activities and deliverables described in the attached Statement of Work (SOW)document. 2 Consultant Travel Expenses are estimated for budgeting purposes;Accela will charge Customer only for actual airfare,travel time, lodging, rental transportation, meals, and other miscellaneous expenses at current rates 3 Total of Fees does not include applicable sales and use taxes, if any, and includes an estimated amount for Consultant Travel Expenses. Payment Schedule Ra ment Milestone4. Fees Project Initiation $41,44000 System Setup $68,880.00 Configuration Analysis $63,64000 Configuration $48,84000 Data Conversion $66,600.00 Interfaces $22,000.00 Reports 20 $44,400.00 Training $21,24000 Go-Live/UAT $52,540.00 Billed as Incurred $42,958.005 Total of Fees* $472;538.006,' 4 Payment Milestones are as described in the attached Statement of Work(SOW)document and may not occur in order indicated. 5 Consultant Travel Expenses are estimated for budgeting purposes, Accela will charge Customer only for actual airfare, travel time, lodging, rental transportation, meals, and other miscellaneous expenses at current rates. 6 Total of Fees does not include applicable sales and use taxes, if any, and includes an estimated amount for Consultant Travel Expenses END OF DOCUMENT Services Agreement(SA),Version 08272007 Page 7 of 8 EXHIBIT B Statement of Work(SOW)document follows this page END OF DOCUMENT Services Agreement(SA),Version 08272007 Page 8 of 8 + +SCEL%> Government Software ,.t'�°Z".;*.^ ',mac^^v'"�:^ P.Yr a s *+ .^ ,�,.ee z _ S'?*s^^ P w*R-"cw»v.,.+e,<•,ww ,+:�. '�z.'�,"' :"Y" !8 a m '� ,>� "fit' ^��, rt�•..�,�..,��,,;r';p�;,y`"-'�`-'^�+^: ., z �',...�, _ Statement of Work Tigard, Oregon Accela Automation Implementation Version 1.4 October 18, 2007 Accela is a leading developer of enterprise management solutions for state,county and local governments, We provide agencies with products and services that reduce workload, increase efficiencies,and automate processes, while providing citizens and businesses with easier,more convenient access to government services.Accela has more than two decades of experience developing and installing government applications for permitting,licensing,planning,code enforcement,public works and more. Today,Accela provides software products and services to over 500 government agencies all over the U S., as well as in Canada and Puerto Rico. FINAL Statement of Work FINAL TABLE OF CONTENTS TABLE OF CONTENTS.... ....................................2 DOCUMENTCONTROL.............................. ........-............. ................................;..4 OVERVIEW............................................................................ ................................................... ..........5 SERVICESDESCRIPTION........................................................................................................................................................................5 PURPOSE. . .... ...... . ....... .. .. ........... 5 AGENCY DEPARTMENTS ... ... .. .... .... .. ... ..... .. .... ... .. ... .. .. .. . ..... .. ..... ... ..... 5 KNOWLEDGE TRANSFER ...... . ......... .. ...... .. 6 ASSUMPTIONS .... ... ... . ..... ... ... ... ... . ... . ...... 6 AcCELA PRODUCT FEATURES.. .. ....... . . ... .... ... . ..... . 6 SCHEDULE .. ..... ... . ... ... ... .. ............... ... 7 AcCELAIMPLEMENTATION METHODOLOGY.............................................................................................................................................7 IMPLEMENTATION LIFE CYCLE... ... ...... .. .... INITIATION ... . ... .... ..... .. .... .. ... ..... . ....... ... ... .. ................ ... 7 ANALYSIS ..... .. . ... ... ... ..... ... ... 8 BUILD ... ... .. ... ... ... ..... ... ....... ..8 CONFIGURATION. ...... ..... ... .. .. ..... 8 READINESS ...... ... ..... ... . ..... 8 DEPLOY .. ... .. ... .....I.... .. ... ... ... .... 8 AGENCY INTERFACES AND DATA CONVERSIONS("CONVERSIONS") ... ... 8 DESCRIPTIONOF WORK...................................................................................................................... ....... .9 DELIVERABLE 1 KICKOFF MEETING ... ... ... .. .. ...... .... .. ... .. ..... .. .. ...I... ..... 9 DELIVERABLE 2:AcCELAAUTOMATION SOFTWARE INSTALLATION ... ... ... .. ..... ... ... . .. .... ... 9 DELIVERABLE 3.-SYSTEM CONFIGURATION DOCUMENT 10 DELIVERABLE 4 BASE SYSTEM CONFIGURATION ...... .. .. ..10 DELIVERABLE 5A:DATA CONVERSION MAPPING. ...... 11 DELIVERABLE 513-DATA CONVERSION DEVELOPMENT . .... .. ..13 DELIVERABLE 5C DATA CONVERSION MAPPING-ADDRESS,PARCEL,OWNER ... ..... 13 DELIVERABLE 5D-DATA CONVERSION DEVELOPMENT-ADDRESS,PARCEL,OWNER ..... ..... ... ... ..... . . 14 DELIVERABLE 5E.DATA CONVERSION MAPPING—LICENSED PROFESSIONAL ............. ..... ... . ..... .... ....14 DELIVERABLE 5F.DATA CONVERSION DEVELOPMENT—LICENSED PROFESSIONAL ... ... .... ..... ... 15 DELIVERABLE 6 INTERFACE SPECIFICATION .... ... ... ... 15 DELIVERABLE 7A.REPORT SPECIFICATIONS 16 DELIVERABLE 7B:REPORT DEVELOPMENT 17 DELIVERABLE 8A.ADMINISTRATOR TRAINING ... ... . ... 17 DELIVERABLE 813 DAILY'USER TRAINING ... . ...... ... 18 DELIVERABLE 9A.USER ACCEPTANCE TESTING. ........ ... . ...... .. ..... .......... ..... . 19 DELIVERABLE 9B Go-LIVE SUPPORT/TRANSITION TO CRC .... ...... .19 ACCEPTANCE....... .... ...20 @ 2007 Accela, Inc. Page 2 � . . . , Statement OfWork ' �~ UU��U�~U �� U �� U PAYMENT MAP ' . ... . ... . ............. . . -' . -- -- - - --' -'2U MILESTONE DELIVERABLE PAYMENT MAP. ' -' - - ' - ' ' ' - - ZO TERMS...............................................................................................................................................................................................2V PROJECT RESOURCES AND LOCATION oFWORK.................................................................................................................................21 WORK LOCATION ^. ' --' - -- ' - -. -. - -' --. - ' - - 21 AGENCYY-RsS0uRCES - ' -. - -- -- -. - ... ..... ' ' '21 ACCsLARESOURCES --' . --. ---' ' - - -- -. ... ..... ....... - ' .21 SIGNATURE .......... ' ....... -' -' . - - -------- -- - -. ' '2] ATTACHMENT ADeLIVEmAoLsoACCEPTANCE FomM------------------------------_------..24 APPENDIX A-DOCUMENT NANES- - -' - -. ' ---' - ' -' - 25 APPEND*B-REpUnTNAMEG--. - -' 25 APPENDIX C-BUSINESS PROCESS TYPES-. .... -. ' - - - ' --- ' ' - . 25 APPENDIX D-ACCeu\AUTOMATION FACT SHEET --. - 26 APPENDIX E--ACCeu\GIS FACT SHEET.... - - -. --- I. - - 'JU APPswomF-ACCBxEvEwTSCnIPTTnIGGsnLIST -' ....... ' - -' -.J2 APPENDIX G-SAMPLE TEST PLAN ... .... ' ......... . -- -' -' - ' ' 'JJ Statement of Work FINAL DOCUMENT CONTROL Date "Author Version,- thadgO.Referen"de. 08/13/07 Larry Cooper 10 Original 10/5/2007 Larry Cooper 1 1 Add 10 more reports and the DMS interface 10/8/07 Larry Cooper 1.2 Added Wireless back in 10/18/07 Christina Clark 1.3 Remove Wireless 10/18/07 Cooper/Clark 1.4 Insert Data Conversion—Address Field Info @ 2007 Accela, Inc. Page 4 Statement of Work FINAL �;a;`'-.+�'s"•;r rw�-v=x;'n�a;rz;<%;t3�u;,s"+;°.R.-x,.a«-.,a._,.y.as:;..s—wa,`.;'�As'S`x:z. ,.c ._ .sy'.7: �;..r:vn•�r �F.,mm-.,ru..-c- - _ -w-.-r a*.a�,-r-,-„� ,- � OVERVIEW This Statement of Work("SOW")dated October 18,2007 sets forth a scope and definition of the consulting/professional services,work and/or project(collectively,the"Services")to be provided by Accela, Inc. ("Accela")for the City of Tigard ("Agency") SERVICES DESCRIPTION PURPOSE Accela is proposing a solution that leverages this extensive experience to enable City staff to cost-effectively implement Accela Automation for the Building, Planning, Engineering and Code Enforcement departments. Accela is committed not only to providing a superior software solution for the City of Tigard's current and future needs, but also to assist the City in the successful implementation and deployment of the solution. A successfully installed system is not based solely on the offered functionality, but also on the expertise,experience,and clarity of the vendor and the agency's staff. Accela has over 25 years of providing planning, permitting and licensing systems for the public sector and is the only'vendor in this market to have successfully installed and deployed a true 3-tier web-based solution. The upgrade from Tidemark Advantage to Accela Automation requires a complete implementation. While our knowledge of the Tidemark Advantage product,database,features,and configuration options provides a smooth upgrade process, there is no magic button or single conversion script that can be executed to complete'the upgrade process. Existing Cases in Tidemark Advantage must be reconfigured in the new system, as well as all associated Fees, Inspections,Approvals,Conditions, Documents, Reports;and Scripts. In delivering the solution,Accela will deliver its Services in the form of Deliverables described in the Description of Work section(s). Multiple Deliverables will be associated to the 6-Project Stages as defined in Section"Accela Implementation Methodology",as such; payment milestones may not be directly related to each specific deliverable defined in this document. The following products will be implemented with Accela Automation: • Accela Geographical Information Services(GIS) • Accela Citizen Access AGENCY DEPARTMENTS The intent of the project"is to implement the following Agency Departments. Department Key - Building - Planning - Engineering - Enforcement ©2007 Accela, Inc. Page 5 Statement of Work FINAL KNOWLEDGE TRANSFER Accela will make reasonable efforts to provide knowledge transfer for Agency as specific Agency roles participate in the development,configuration and deployment of the system. While Accela cannot guarantee any particular expertise for Agency staff,Accela will make reasonable efforts to transfer as much knowledge as possible to Agency staff throughout the Services both onsite and offsite. Agencyacknowledges that their staff needs to be actively involved throughout the entire duration of Services for this to be successful. ASSUMPTIONS • Agency and Accela will review their responsibilities before work begins to ensure that Services can be satisfactorily completed • Agency users and Accela will be able to commit the time and resources necessary to participate in, and contribute to project activities • Agency users and Accela will use a collaborative approach to implementation, such as, prototyping, unit testing,system testing,acceptance testing,etc... • Agency will provide Accela with reasonable access to its equipment,systems, personnel,and facilities to the extent needed to complete the Services • Agency shall provide Accela with network access for remote installation and testing through industry standards such as Virtual Private Network(VPN)or other secure access. • Agency will provide/purchase/acquire the appropriate hardware,software and infrastructure to support all the required Accela applications in both support/testing and production environments at the appropriate time for the project schedule • For use with Accela Citizen Access,Agency will provide/purchase/acquire an online merchant account and all related hardware required by the merchant account provider for the handling of credit cards and/or checks • For use with Accela GIS Routing,Agency will provide a centerline data layer that is formatted in SDC, an ESRI proprietary format • For use with Electronic Document Management Systems(EDMS),any third party EDMS systems must adhere to Accela's web services interface. It is the responsibility of the Agency or 31d party vendor to write code to map to Accela's web services interface. • All interfaces are the responsibility of the Agency or 3rd party vendor to write code to Map to Accela Web Services. • Agency is responsible for proper site preparation, hardware,software and network configuration in accordance with Accela specifications ACCELA PRODUCT FEATURES Accela software, including but not limited to Accela Automation,Accela GIS,Accela Wireless,Accela Citizen Access, Accela IVR,Accela developed Web Service API's, GovXML,and other Accela software products are pre-packaged software. All features and functionality of these products are described in their associated product documentation. 2007 Accela, Inc. Page 6 Statement of Work FINAL SCHEDULE Upon execution of this SOW,the parties will immediately work together to mutually agree on a start date for the Services to be rendered. Upon initiation of these Services,the Accela Project Manager will work with Agency to set a project schedule that works best for the Services being delivered. As project schedules are working documents that will change over time,the Accela Project Manager will work closely with Agency to update, monitor, agree, and communicate any changes needed to the project schedule. ACCELA IMPLEMENTATION METHODOLOGY Accela will deliver its Services to Agency using the Accela Implementation Methodology("AIM"). AIM is used by Accela,agency's, and system integration partners as a stand-alone implementation methodology,that will guide a project from inception to launch and beyond, increasing and enhancing the chances of successfully implementing Accela solutions. The typical flow to project delivery is through the AIM Implementation Life Cycle,as depicted and described below. IMPLEMENTATION LIFE CYCLE AIM is a full life cycle implementation methodology with 6 project stages. These 6 stages insure that Accela customers receive high quality services throughout the life cycle of a project engagement. Develop Solution and Custofnizations I &INITfATION @DEPLOY 0 Review Goals and analyze and Design li Test, Train and Go Live and Post Plan Protect Solution Configure System Prepare for Go Live Production Support The stages of the project flow in linear direction crossing over each other as appropriate for the project to be successful. Each stage has pre-defined objectives,with standard tasks as listed in the project plan,and associated Deliverables. Depending on the exact scope of the project,a subset of all available Deliverables will be delivered through the services associated with the project. Delivering the appropriate Deliverables will assure that the solution delivered is exactly what all parties have agreed to. INITIATION Initiation is the 1St stage in the AIM life cycle. During the Initiation stage the project will be kicked off,contracts,scope and goals reviewed, initial project calls conducted, reference configuration setup,when appropriate project charter completed, project teams will be assigned, and project communication plans will be agreed to ©2007 Accela, Inc. Page 7 Statement of Work FINAL �; :.,.,„„�;�.� - T T.�.�.-. ,•,�� -c< - _ ..y,.�-.;€a•••ate;--,.-- , � - ^—} ANALYSIS Analysis is the 2nd stage in the AIM life cycle. During the Analysis stage the Agency processes will be analyzed to take advantage of Accela Automation and a solution will be agreed upon that reflects that analysis and captured in the appropriate System Configuration Document(s)and other documents as appropriate. BUILD Build is the 3rd stage in the AIM life cycle,and starts at the same time as the 4th stage Configuration, but ends before the 4th stage Configuration is complete. During the Build stage any agreed to solutions defined during the Analysis stage will be developed. This includes conversions,event scripts, interfaces-and reports. CONFIGURATION Configuration is the 4th stage in the AIM life cycle, and starts at the same time as the 3rd stage Build, but ends after the 3rd stage Build is complete. During the Configuration stage the system will be configured to match the solution agreed to in the Analysis stage. READINESS Readiness is the 5th stage in the AIM life cycle During the Readiness stage the system is fully tested,corrections are made as deemed necessary,the system is prepared for deployment, and users are trained. DEPLOY Deploy is the 6th and final stage in the AIM life cycle. During the Deploy stage the system is moved to production,final system testing is completed,the system is placed into production, and post production analysis and review is completed. The live Accela solution is then transitioned to the Customer Resource Center for on-going support. A formal transition will occur between the Services team and the Customer Resource Center. As part of the transition the agency will be presented information on how to communicate to the Customer Resource Center(Telephone, Email, On-Line Tracking System—http://www.accela.com/supporUcrconline.asp), use of the Knowledge base, and Tier Tracking System based upon issue or question presented. Lastly,all documented issues or enhancements logged into the http://www.accela.com/supporUcrconline.asp will be transitioned from the services team to the Customer Resource Center. A typical transition will include the Regional Account Manager, Regional Services Director,Accela Project Manager,and Manager of the Customer Resource Center. AGENCY INTERFACES AND DATA CONVERSIONS("CONVERSIONS") The following Interfaces and Conversions between Accela Automation and Agency will be developed by Agency or are out of scope: 1. Any interfaces or data conversions other than the Tidemark Advantage Conversion. ©2007 Accela,Inc. Page 8 Statement of Work FINAL DESCRIPTION OF WORK DELIVERABLE 1: KICKOFF MEETING Definition: This Deliverable is defined as the first on-site,at Agency offices, meeting to be held between the parties after the signing of the SOW,the("Kickoff Meeting"). The Kickoff Meeting is a 1 day event that includes formal introductions between key resources of the parties,an Accela Automation product demonstration, a presentation to the Agency of the Accela Implementation Methodology("AIM")that will be used by Accela to deliver Services, and a discussion of estimated timeline for the Services. Acceptance Criteria: This Deliverable will be deemed accepted upon completion of the 1 day Kickoff Meeting event. DELIVERABLE 2: ACCELA AUTOMATION SOFTWARE INSTALLATION Definition: This Deliverable is defined as the installation of the Accela Automation,Accela GIS, and Accela Citizen Access software on Agency computer systems,such that Agency can log into the system and verify that the software was installed in both the production and support/test environments. During the installation of Accela Automation products, documentation pertaining to the installation of Accela Automation will be provided to the Agency. Agency may choose to implement the Accela Automation Solution using either Oracle or Microsoft SQL Server compatible versions with Accela Automation per the Product Fact Sheet attached as Appendix D. Please note that an Accela Hosted system only supports an Oracle environment. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information • Make available the appropriate Agency key IT users to participate in any hardware, software,environment, and infrastructure meetings • Procure, install, and configure in a timely fashion the needed hardware, system software,database, network, and other required Agency infrastructure for the Accela Automation software to be installed on • Make available the appropriate resources to participate in the installation training per the Accela provided documentation. Acceptance Criteria: This Deliverable will be accepted when Agency can log into the Accela Automation,Accela GIS, and Accela Citizen Access that has been installed on Agency computer systems so as to allow Agency to verify that the Accela Automation software was installed in both the production and support/test environments. The Deliverable will be delivered by Accela either onsite or via remote access, installing the Accela Automation software on Agency computer systems and creating a login id for Agency to log into the system and verify that the Accela Automation software has been installed in both the production and support/test environments. 2007 Accela, Inc. Page 9 Statement of Work FINAL .'p�k'� "��,..""'M"'"`";'''�":."',u. ,t:"•:�`-ds.*�a- :,-,nY. ,".r-..�.•.�;er, .ra-...-t� t,z., _ M.��;'� �.r.,3;;.^r�+,w� -^.-,rv,-o,. DELIVERABLE 3: SYSTEM CONFIGURATION DOCUMENT Definition: This Deliverable defines the agreed to configuration of Accela Automation for Agency. In creating the content for this document,Accela,while working closely with designated Agency personnel,will conduct configuration analysis sessions to capture the required business processes to be automated within the system,conduct selected prototyping of solution,Visio diagram the solution as appropriate, hold meetings as needed via email,WebEx, phone,and in person meetings,and otherwise complete the content of the document so as to appropriately document the solution to be configured. Accela will use the AIM System Configuration Document template,and the appropriate content within that document to capture Agency's business to be configured. A copy of this document will be provided to Agency. Accela will document and upgrade 10 Tidemark Business Processes. The 10 Business Processes will be determined during the Analysis stage of the project and documented in each System Configuration Document. The configuration of Accela Automation Portlet Technology includes the following: • Accela will install the standard reference configuration Consoles,which are: 1. Daily Console, including its associated portlets,view filters, and text settings 2. Administrator Console, including its associated portlets,view filters, and text settings 3. Executive Console, including its associated portlets,view filters,and text settings • Accela will install and configure 5 Agency wide Smartcharts and its associated Smart Queries • Any additional Accela Automation Portlet Technology configuration will be conducted by Agency Agency Responsibilities: • Provide timely and appropriate responses to Accela's.request for.information • Make available the appropriate Agency key users and content experts to participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements • Agency has documented relevant business processes. These business processes will be used by Agency as the basis for the acceptance of Deliverable 9: User Acceptance Testing. Acceptance Criteria: This Deliverable'will be accepted when Agency agrees that the Deliverable appropriately documents the Accela and Agency mutually agreed to solution to be configured for Agency. The Deliverable will be delivered in MS Word format, may contain Visio diagrams and other objects, and use the AIM System Configuration Document template DELIVERABLE 4: BASE SYSTEM CONFIGURATION Definition: This Deliverable is inclusive of Accela configuring the Accela Automation software as defined in Deliverable 3: System. Configuration Document. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information 2007 Accela,Inc. Page 10 ` ^ Statement OfWork UU��U�~U N� U �� U �~ * Make available the appropdate Agency key users and content experts to participate in configuring the system inaneffort to learn about-the system and work with Accela through the verification process that the system has been configured as required in the associated System ConUguraUVnDouument Acceptance Criteria: This Deliverable will be completed when Agency agrees that Accela Automation has been configured as agreed to in the Deliverable 3- System Configuration Document. Final Configuration Acceptance occurs inUser Acceptance TaSUng(UAT) DELIVERABLE 5A: DATA CONVERSION MAPPING Definition: This Deliverable includes the data mapping-of 1data conversion. The data conversion is: * Tidemark Advantage @vah*m: Aooa|awill convert the Tidemark Advantage data hnthe AocR|aAutomation configured solution. |tmay not bopossible boconvert all areas ofTidemark Advantage into Aooa|o Automation aSthey are two different software solutions with different data schamoo. ° Acoa|a Data Mapping tools will be used to map from legacy system b>Acce|aAutomaton. The Data Mapping Tool provided will create adata mapping document that Will be used tuverify complete mappings. Aona|a Best Practices show that data mapping may bRComa'an iterative process if Configuration Scope changes anytime during the mapping process orthe Aooe|aproduced data map document identify gaps in the data mapped. |fafter executing a conversion and testing the accuracy Ofdata mapping anissue aho8s due to incomplete conversion execution Accela will work with'agency to adjust data mappings. Ifthe issue identified are determined to be from changes in scope a Change Order to complete further data mapping activities will barequired. ° As part of the conversion from Tidemark Advantage to Accela Automation,the agency will provide a translation table to handle parsing Street Name' Street Type, Unit Name,and Unit Type. Aa a rRSu|t nfthe ageooypmvidadtrann|aUonbgb|eAnoe|aviUoonvart#hedatointoappnophatefi8|doinAuua|aAutom@Unn. The data rhapwill be used as an input to the data conversion program for,proper converting of data to Accela Automation. Responsibilities:Agency • Provide timely and appropriate responses toAooe|a'orequest for information * 'Provide information and data in the formats specified by Accela that will be needed for agreement on the Oa|ivenob|o. Also make available the key users for data mapping from the current systems to Accela Automation w Auue|a Standard Formats are GC)L Server 2000 or Higher, C)noo|o 9i or Higher,Aocuno 97 or Higher, and Pipe Delimited format. * Allocate the time for qualified business and technical experts for the data-mapping sessions that are critical to the project Succeao * Data Scrubbing ifrequired * Provide Functional Test Plan ofdata within oourceSYStem. w Provide Street Name, Street Type, Unit Name,and Unit Type Translation Table. Criteria:Acceptance m e007*ocv|a. Inc. Page 11 ` ` ' . . Statement OfWork UU��KU�~U N� U �� U �~ This Deliverable will be accepted when Agency agrees that a data map for the conversion appropdately maps data to Anoe|aAutomaUOD. The Deliverable will badelivered ihthe Acca|aspecified format. @u0o7*cce|a.Inc. Page 12 � . ` ' Statement OfWork UU��U�~UN� U �� U �~ DELIVERABLE 513: DATA CONVERSION DEVELOPMENT Definition: This Deliverable includes development ofadata conversion for the data map agreed&oinDeliverable 5A: Data Conversion Mapping. Responsibilities:Agency * Provide timely and appropriate responses bJAcca|a'orequest for information w Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success w Execute the Functional Test Plan and allocate the time for qualified personnel to testthe conversion for acceptance Criteria:Acceptance This Deliverable will be accepted when Agency agrees that the data conversion,converts data as agreed toinits associated data map, Deliverable 5A: Data Conversion Mapping. Final Development Acceptance occurs inUser Acceptance Testing(UAT). DELIVERABLE 5C: DATA CONVERSION MAPPING—ADDRESS, PARCEL, OWNER P��u��^ This Deliverable includes the data mapping,of1 data conversion. The data conversion is: ° Address, Parcel,Owner A\PO\'Standard Acce|aAPO Conversion ° Accela Data Mapping tools will be used to map from legacy:system to Accela Automation. The Data Mapping Tool provided will create adata mapping document that will be used 0Uverify complete mappings. Accela Best Practices show that data mapping may become an iterative process if Configuration Scope changes anytime during the,mapping process Orthe Aooa|aproduced data map document identify gaps in the data mapped. If after executing a conversion and testing the accuracy of data mapping an issue arises due to incomplete conversion execution Accela will work with agency to adjust data mappings. |fthe issue identified are determined to be from changes in scope or incomplete mappings a Change Order to complete further data mapping activities will borequired. The data map will beused ooaninput tothe data conversion program for proper converting ofdata buAoce|o Automation. Agency Responsibilities: * Pnuvidetimely and appropriate responses UoAuoe|a'orequest for information w Provide information and data in the formats specified by Accela that will be needed for agreement on the Deliverable. Also make available the key users for data mapping from the Surtentsystems 03Aooa|a Automation * Accela Standard Formats are SQL Server 2000 or Higher, Oracle 9i or Higher,Access 97 or Higher, and Pipe Delimited format. m Allocate the time for qualified business and technical experts for the data-mapping sessions that are critical to the project suC0»aa @uou7acce|u.Inc. Page 13 ` . Statement of Work UUn��kU �~K �� U �� U �~ w Provide valid data didiom8ry. for the data set. w Data Scrubbing if required w Provide Functional Test Plan Ofdata within source system. Criteria:Acceptance This Deliverable will be accepted when Agency agrees that adata map for the conversion appropriately maps data to Aona|aAu0omation. The Deliverable will bedelivered inthe Acce|ospecified format. DELIVERABLE 51): DATA CONVERSIONDEVELOPMENT—ADDRESS, PARCEL, OWNER Definition: This Deliverable includes development ofadata conversion for the data map agreed 0JinDeliverable 5C: Data Conversion Mapping.—Address, Parcel,Owner. Responsibilities:Agency * Provide timely and appropriate responses toAome|a'Srequest for information * Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success * ExeoU&»the Functional Test Plan and 8Uocabe the time for qualified personnel 0Dtest the conversion for acceptance Criteria:Acceptance This Deliverable will baaccepted when Agency agrees that the data conversion, converts data as agreed toinits a0000ioba1datomap. De|iverob|a5C: DatoConvenSiOnN1opping—Addremo. Pance. aDdOwner. Final APO Development Acceptance occurs inUser Acceptance Testing (UAT) DELIVERABLE 5E: DATA CONVERSION MAPPING—LICENSED PROFESSIONAL Definition: This Deliverable includes the data mapping of1data conversion. The data conversion is: ° Licensed Professional—,Accela's standard Licensed Professional Conversion " Accela Data Mapping tools will be used to map from legacy system to Accela Automation. The Data Mapping Tool provided will create odata mapping document that will beused koverify complete mappings. Accela Best Practices show that data mapping may become an iterative process if Configuration Scope changes anytime during the mapping process or the Accela produced.data map document identify gaps in the data mapped. |fafter executing aconversion and testing the accuracy nfdata mapping anissue arises due to incomplete conversion execution Accela Will work With agency to adjust data mappings. 'If the issue identified are determined to be from changes in scope or incomplete mappings a Change Order to complete further data.mapping activities will barequired. The data map will be used as an input to the data conversion program for proper converting of,data to Anue|o Automation. @0007xom,|a.Inc. Page 14 Statement of Work FINAL Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information • Provide information and data in the formats specified by Accela that will be needed for agreement on the Deliverable. Also make available the key users for data mapping from the current systems to Accela Automation. • Accela Standard Formats are SOL Server 2000 or Higher, Oracle 9i or Higher,Access 97 or Higher, and Pipe Delimited format. • Allocate the time for qualified business and technical experts for the data-mapping sessions that are critical to the project success • Provide valid data dictionary for the data set. • Data Scrubbing if required • Provide Functional Test Plan of data Within source system Acceptance Criteria: This Deliverable will be accepted when Agency agrees that a data map for the conversion appropriately maps data to Accela Automation. The Deliverable will be delivered in the Accela specified format. DELIVERABLE 5F: DATA CONVERSION DEVELOPMENT—LICENSED PROFESSIONAL Definition: This Deliverable includes development of a data conversion for the data map agreed to in Deliverable 5E: Data Conversion Mapping.—Licensed Professional. Agency Responsibilities. Provide timely and appropriate responses to Accela's request for information • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success 0 Execute the Functional Test Plan and allocate the time for qualified personnel to test the conversion for acceptance Acceptance Criteria: This Deliverable will be accepted when Agency agrees that the data conversion, rsion,converts data as agreed to in its associated data map, Deliverable 5E: Data Conversion Mapping—Licensed Professional. Final License Professional Development Acceptance occurs in User Acceptance Testing(UAT) DELIVERABLE 6: INTERFACE SPECIFICATION Document Management Interface. The City has requested an interface to a yet to be selected document management system. A web service approach will be taken with this interface. To upload a document the end user will select the document the wish to attach and the method of the selected system The web service will load the document into the selected system associated to either the application or parcel depending on where the end user was in the Accela Automation application. When an @ 2007 Accela, Inc. Page 15 Statement of Work FINAL '-y'-='�.-�:�yp!;a 3+t�:' ?"T.a-:r;,<" Faa:seE >m,,,i-,? aaw;.�,-m'n; tv:.+#;twz*. mr-aF'�o�sa'Ta R;,rc4..^r: -s!",.;e ;c;-a>.a^,,'s,. K,y„�„a,�. r,�,�+ as.".ar.•...-�vi_-,.;,N;R�r-+; ,.:.r. >.. .cam... . ,.,F m,. i-:tag�xr s• ...- ....:.:�. .,. ':' -w3". ";� :, y, ,d,..x,. .....a .s. � '�;' ..., w: end user selects a document that is stored in the selected system from the Accela Automation application the web service will retrieve the document. Accela will provide the City with a white paper on how:implementthe Accela EDMS Web service. The City will be responsible for writing the web service from the selected system to the Accela web service. Accela will provide advisory services to the City regarding the Accela web service. Accela will ensure documents passed are accessible via Accela Automation. The initial estimate is for 120 hours of time and materials. The first step will be to complete the requirements analysis and determine the level of effort required to complete the interface development. If the requirements analysis indicates that additional time beyond the allocated 120 hours will be needed to complete the interface development, the City will have the option of proceeding after the execution of a project change order at the established rate for data conversion assistance of$185/hour. Tigard Responsibilities: • Allocate the time for qualified business and technical experts for the interface requirements sessions that are critical to the project success. • Provide web services where applicable(outlined above). • Provide complete and accurate information in a timely manner. • Assist in the interface/data mapping process. • Ensure that the data populates successfully according to the interface requirements document. • Allocate the time for qualified personnel to test the interface for acceptance • For use with Electronic Document Management Systems(EDMS),any third party EDMS systems must adhere to Accela's web services interface. It is the responsibility of the Agency or 3rd party vendor to write code to map to Accela's web services interface. Acceptance Criteria: Each interface will be accepted when the City agrees that all requirements,objectives, and scope have been appropriately defined in the interface,and that an appropriate sign-off,see.Attachment A, has occurred by the City. The City will be asked to sign-off the interface and respond within ten(10)working days of'its delivery with an acceptance signature or an exception list. Accela has ten(10)working days to respond with corrections. If the City does not respond to the sign-off request within ten(10)working days,the interface is considered accepted by the City. DELIVERABLE 7A: REPORT SPECIFICATIONS Definition: This Deliverable includes development of report specifications for up to twenty(20)custom reports to be developed by Accela. Reports are defined as anything that can be printed from the system including but not limited to reports, forms,documents, letters, and/or anything else that Agency wishes to print as identified during configuration analysis. All reports must be identified and included by list in the appropriate System Configuration Document before signoff on those System Configuration Documents. The combined total of all reports listed in the System Configuration Document will be up to 20 total reports. The Report Specifications themselves will be written narratives,with visual representations as needed,so as to define each report. Agency should expect that they will likely want to create additional reports themselves. If Agency wishes Accela to modify one of Accela's Standard Reports delivered with the software,each Standard Report modified will be included in the 20 custom reports to be developed. In Appendix A of this document we may identify the 20 reports/document/forms. ©2007 Accela, Inc. Page 16 Statement of Work FINAL Accela,recommends Agency choose Oracle Reports., Crystal Reports,or SQL Reporting Services reporting developmental platforms. Versions of each Reporting Developmental!Platform must be compatible with current version of Accela Automation per the Product Fact Sheet attached as Appendix D. Agency Responsibilities: ® Provide timely and appropriate responses to Accela's request for information ® Make available the appropriate key users and content experts to participate in the report specification development and validation activities. • Provide information and data in the formats specified by Accela that will be needed for agreement on the Deliverable. Acceptance Criteria: This Deliverable will be accepted,when Agency agrees that all report specifications,for all agreed to reports listed in the System Configuration Document has been completed. The Deliverable will be delivered in MS Word format,with visual representations as needed,so as to define each report. Actual development of each report cannot begin until agreement on each specification is complete. DELIVERABLE 7& REPORT DEVELOPMENT Definition: This Deliverable includes development of a report for each agreed to report specification identified and agreed to in Deliverable 7A- Report Specifications. Accela recommends Agency choose Oracle,Reports., Crystal Reports,or SQL Reporting Services reporting developmental'platforms. Versions of each Reporting Developmental Platform must be compatible with current version of Accela Automation per the Product Fact Sheet attached as Appendix D. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information • Make available the appropriate key users and content experts to participate in the report validation activities. Acceptance Criteria: This Deliverable will be completed when Agency agrees that all reports,one for each report specification delivered as a part of Deliverable 7A: Report Specifications have been delivered. The Deliverable will be delivered in the appropriate format called for in each report specification for each report developed. Final Report Development Acceptance occurs in User Acceptance Testing(UAT). DELIVERABLE 8A: ADMINISTRATOR,TRAINING Definition: This Deliverable includes the Delivery by Accela to Agency of the Administrator Training course(3 day onsite and/or WebEx course).Accela best practices have proven that class sizes no larger than 12 participants are more successful 2007 Accela, Inc. Page 17 Statement of Work FINAL with students who meet the pre-requisites of the course. The Accela Trainer has the right to modify the class size to insure successful instruction with Agency Agreement. This Training Course is the standard,out of the box, Administrator Training course offered by Accela to all its customers. The training material used by Accela will be standard training material, not customized for Agency. The training course is delivered on Accela's standard data reference set. 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. Agency Responsibilities: • When appropriate,properly select and prepare the power-users who will be participating in the training and subsequently training other administrators • 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 • Users must be proficient in using PC's in a Windows environment • Users must be familiar with use of standard Internet browsers Acceptance Criteria: This Deliverable will be accepted when Accela has delivered the Administrator Training course to Agency. DELIVERABLE 813: DAILY USER TRAINING Definition: This Deliverable includes the Delivery by Accela to Agency of the Daily User Training course(2 days onsite and/or WebEx course)for a total of 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 insure successful instruction with Agency Agreement. This Daily User Training should be coupled with Agency delivering specific 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 80%of what Agency normally does in a given day,while identified business experts from each area are experts in all aspects of their configuration and these business experts take the lead in creating and delivering specific Use Case training to Agency staff on their business-processes. 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. Agency Responsibilities: • When,appropriate, properly 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 • Users must be proficient in using PC's in.a Windows environment ©2007 Accela, Inc. Page 18 Statement of Work FINAL �.:yW;..ypv „.e a;:—; a; :4 ,%,au!w;TM;,x.- ,;4"'�1--°'"�'.,L*'.iry s•. w�s5;r,.; T;.: 1 ' ,:y«:ry-.. 'a. !G „-;A',xsa�, .-�,�,.„a, �F�:—>, ,��.��E'�"'�'s"a.°`ate%: °x.��;""S�.^y,�T"-r� ''*ax • Users must be familiar with use of standard Internet browsers Acceptance Criteria: This Deliverable will be accepted when Accela has delivered the Daily User Training course to the Agency. DELIVERABLE 9A: USER ACCEPTANCE TESTING Definition: This Deliverable is the Agency's acceptance that the configured solution meets the.agreed to solution as defined in all the Deliverables. Accela,will provide assistance to the Agency as needed by providing UAT support and facilitating UAT completion. Appendix H of this document has a sample Test Plan. 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 • Agency intends to utilize the Use Cases documented in each System Configuration Document Deliverable as the basis for the acceptance of this Deliverable. • During User Acceptance testing Agency should expect to spend thirty-two(32)hours per person utilizing Accela Automation to complete testing. An example would.be 100 users at an agency would spend thirty-two hundred hours(3200)testing and accepting the system. If during this time agency does not dedicate adequate resources to user acceptance testing Accela will not continue to complete the Implementation of the proposed Solution. As a result,assigned resources'may be assigned to other projects. Acceptance Criteria: This Deliverable will be accepted when Agency agrees that the configured.solution meets the agreed to solution as defined in all the Deliverables DELIVERABLE 913: GO-LIVE SUPPORT l TRANSITION TO CRC Definition: This Deliverable represents the post Production Go Live support,which includes two(2) Full time Experts(FTE's)for two(2)weeks of Production Go Live support,at which time the project is officially transferred to the Customer Resource Center("CRC"). During Production Go Live support agency can expect FTE's will provide support to end user functional questions,assisting with issues that may arise with the Implementation,and performance monitoring_ of the system. 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 • Agency intends to utilize the Use Cases documented in each System Configuration Document Deliverable as the basis for the acceptance of this Deliverable. 2007 Accela, Inc. Page 19 Statement of Work FINAL Acceptance Criteria: This Deliverable will be accepted when the project is officially transferred from the project team to the CRC. ACCEPTANCE The Services contracted for in this SOW will be considered Accepted when all Deliverables defined in the Work Description Section have been accepted by Agency as defined for each Deliverable. Agency agrees to sign a,specific Attachment A: Deliverables Acceptance Form for each Deliverable Accepted. PAYMENT MAP If these Services are delivered over 12-month duration,the estimated payment quarter may be used as reference as to when the Deliverable may be completed. There will be nine(9)payment milestones beginning with a Payment Milestone at Project Initiation and eight(8)additional payments. Payment, Payment Milestone Quarter Description Services Deliverable 1 1 Project Initiations $ 41440.00 DeliverablO 1- System Setup $ 68 880.00 Deliverable 3 2 confi uration Analysis' $ 63,640.00 DeliverableA 2 Configuration $ 48 840.00 Deliverable:53 Data Conversion $ 66600.00 Deliverable 6. 3 Interfaces $ 22000.00 Deliverable.] 3 Reports 20 $ 44 400.00 Deiiverable.8 4 Training $ 21240.00 Deliverable9 4 Go LiveIUAT $ 52 540.00 Total' $ . = 429,580.00 Travel Expenses $ 42 958.00 Total Travel&Services $ 472 538.00 MILESTONE DELIVERABLE PAYMENT MAP Payment terms and conditions for Services rendered by Accela have been agreed to in the Agreement,and will be paid in accordance with this Agreement. The above Milestone Deliverable Payment Map outlines how the Deliverables described in the Work Description section of this SOW. TERMS The pricing and terms of this proposal are valid until Dec 15th, 2007. If this Statement of Worts is accepted after the Dec 15th, 2007 date all pricing and terms may not be valid. 2007 Accela, Inc. Page 20 �^ Statement of Work �~ UU��KU �~U �� U �� U PROJECT RESOURCES AND LOCATION OF WORK WORK LOCATION Services contracted for under this SOW may be performed remotely and/or at theAgency's on-site facilities as deemed appropriateand reasonable for the successful completion of the Services rdetailed herein. AGENCY RESOURCES Agency must fiUtha@ppmphatern|8Gwithtb8appn]phat8pemmnn9|towmrktooetharwidltheAcce|oEngg0arO8nt Team for these Services and that Agency will make available additional resources as needed for the Services to be successful. Agency roles can be filled bvthe same person. |naddition,Agency will provide all necessary technical resources to make appropriate modifications within any Agency systems wishing to integrate with any Accela systems. TheaareSourc8SmustbepooficientiDAoannycoding/daxg/0pmantmnvin}U09ntandUo0ls,8om@keUhanaquined changes kJtheir software 0oenable integration and must be available during the timeframe of these Services. Agency roles include Sponsor, Project NYanager,TeohOo|ogyK8aDage[mndBusineoaLe8d(n)foreachDixision/deot,baing implemented, Super User trainers, and other's asappropriate. ACCELA RESOURCES Acce|awill assign key Professional Services resources for this engagement with Agency. These individuals are well versed}nthe ACoelaAutomation application, and are well qualified Uolead,this effort. /cca|Q'SProject Manager shall assume full responsibility for the coordination of this team and its interaction with key resources amu\gnedtothe effort Project Executive The Project ExocudweoversaaStbep jects progress/direction and works with the ProjectN18nugertoenmure efficiency,consistency and quality indelivery VfAooe|ai0p|emontations� The P �� Exanudw8andve|yparUoip�an inap (� �� dineo��exacudmam|9. The P �� ExeouUvowi||maatvxi' Agency Executives monthly orupon request throughout the duration Ofthe project. Project Manager The A000|aProject N1anagnrisrespoosib|e8ortbaovanaUp joctmanagementundwmrkodinouUyWithd)ediont throughout all aspects of Accela implementations:from the initial scoping, planning,staffing to delivery. The Project Manager undertakes the project adminiobadontonhainduding. * Project plan-management • Change order management w Issue log management and escalation • Status reporting * Project workspace management * Resources management * Work plan management * Meetings management * Project review with Pju(tExnoubva (Dzon7*cc»|a.Inc. Page 21 t Statement of Work FINAL u;" -�"; '�'".°�.:'''i :' --•,#'.i- 'x- :'�:u,::.a.a,�.�,:..�..�.._ rte.-., � .....,a..: ,`..3; 'n�a�.'"'.°P".��..a�°"r '"`m,'y; - ."fm"n'„' yr'�,-� In addition,the Project Manager will actively participate in leading the System Configuration Analysis sessions and will be responsible for the creation of the System Configuration Document. Senior Implementation Consultant The Senior Implementation Consultant assigned to the project will have major experience in the business process as well as the product functionality and is responsible for: • Business analysis activities: Mapping the client's business processes and requirements to the functionality of Accela's products and the creation of solution design • Leading system configuration activities • Providing training/mentoring to agency staff Implementation Consultant Implementation Consultant resources work mainly on: • The configuration of the system to match the System Configuration document • Build activities within the project,such as conversion data mapping,creation of report and interface specification Technical Consultants Accela Technical Consultants are involved in all areas that require technical involvement such as: • Application installation and setup(Accela Automation,Accela GIS, and Accela Citizen Access) • Report definition and creation • Event Manager Script definition and programming • Database Conversions and data mapping assistance Train.ing Consultant Conducts all Accela University Training classes ©2007 Accela, Inc. Page 22 Statement of Work FINAL "; ::'".�. .',.,.,t - � .`�LSa ,z,` .a..t �'"4,.� SIGNATURE Agency acknowledges that it has read this SOW, understands it and agrees to be bound by its terms and conditions. The parties agree that this Agreement cannot be altered,amended or modified,except in writing that is signed by an authorized representative of both parties. Accepted By: Accepted By: [Enter Agency.Here] Accela, Inc. B : B : Print Name: Print Name: Title: Title: Date: Date: ©2007 Accela, Inc. Page 23 Statement of Work FINAL C77 ATTACHMENT A DELIVERABLES ACCEPTANCE FORM Please acknowledge acceptance in one of two ways: 1. Sign and fax the document to Accela Accounting Department,Attention Billing:925-659-3281 or 2. Email the document as an attachment to billing(a)ac6ela.com stating"accepted"in the subject line or body of the email message. Accela Acceptance #: Date: Project Name/Code: Contract/Agreement Name/Number/Date: Accela Manager: Agency agrees that Accela has successfully completed the following Deliverables Milestones: Deliverable/Milestone Itern.Narne/# Source/Reference Details Amounts Billable Agency agrees that Accela has successfully completed the Deliverables/Milestones described above and therefore agrees to pay all invoices in connection with the acceptance of the(se) Deliverables/Milestones in accordance with the terms of the related Contract/Agreement. APPROVALS: Agency Name: Signature Title Date (9 2007 Accela, Inc. Page 24 Statement of Work FINAL APPENDIX A—DOCUMENT NAMES �. ,.• sus� -a-_ _ ::�..: '��:��.��. �. ;,x. ;..w�,:�,;�R....> ,Q u �A .4 �?.kY .� '" u+." 8,- .6�� +Y.a •tom '� �..<��nF n�.� ;tra•�,�.. ,�,: .„��, « ;eDgcumelnts'Narries: VR Test Results Review Form (inspector version) APPENDIX B—REPORT NAMES �ames: Route Summary APPENDIX C—BUSINESS PROCESS TYPES BtISi[1eS.CJ'II'Iro.�essl �v.�. €.v '•µ j s r. w - d .e: „ "a° .# l ©2007 Accela, Inc. Page 25 Statement of Work FINAL .� __ ^'ra'r.,"+f�' .eti"';;,':S:r�'g ^;.r.•at'.�ii3T"%"+"`,s•�r;ar ,;,. ,y,>'-;5_,..ie�.* nxz,. �,°�,a^N±-�r p;.,-� .�t„�,y - aa:rr,.c.+:.�.p,:nor:.<:. acctn,.;v:n 'a`^^,.—.r:m-.u.%';r�^s'-wx-^ar Axa u.`�s..��.",`,...,_,W';i�.,.-^kJ3 a.. .&Y.x';. ,.an a..a.e.a�$".a4**,` r ..,..,.a.. -:i.�,�c"'u � n we 1 m,.`�: '..3'"y'e..A"•�n+�.,.+ i P s��w� - ..,...K..--. APPENDIX D—ACCELA AUTOMATION FACT SHEET DESCRIPTION Accela Automation is built on the Accela Vantage360Tm architecture and featuresa powerful set of common services that provide a unique end-user experience that can be personalized for every employee.Accela Vantage360 leverages CRM principles developed in the private sector to provide Citizen Relationship Management in the public sector and integrate enterprise information resources to let end-users access this information.from any perspective FEATURES Accela Vantage360 6.2 common features include: • Accela Document Service—A thin-client, single-source portal that provides,file upload and download. Optionally, Accela Document Service utilizes Informative Graphics' Brava Enterprise 5 for viewing files, redlining,and file version management. Brava Enterprise 5 supports almost 200 file formats. (Please visit www.bravaviewer.com/brava enterprise.htm for more information regarding supported file formats and other information.) • Accela GISTM Portlet—End-users can use an integrated GIS portlet to map a record such as a service request or permit application by address. • Credit Card Processing—Directly in the Vantage360 interface credit cards can be processed for application against fees. • CSV Export—End-users can export.the contents of any List Portlet directly to an ExceITM spreadsheet for additional reporting and analysis activities. • Customized, Role-Based Consoles—Agencies can create consoles targeted to specific agency roles, allowing end- users to see only the information they need to efficiently do their jobs.Administrators can configure filters and portlets to create customized.role-based consoles.Administrators can also configure console labels and text to match agency- specific terminology End-users can further personalize their consoles,choosing which portlets they want to see and arranging columns in List Portlets. End-users can also define their own QuickQueries to focus in on specific data they want to see in their consoles • Customizing List Portlets—End-users can define how many records per page list portlets should return, in addition, end-users can quickly.switch between'short'and 'long' record lists on list portlets. • Filters and QuickQu_erie0 —Filters and QuickQueries let end-users see data they need to see, in the way they want to see it. This allows end-users to do their jobs more effectively.Administrators configure role-based Filters,thus allowing end-users to see only authorized data. QuickQueries are dynamic queries that either administrators or end- users can configure and save For example,a call center agent may set up a QuickQuery to select and display only open and high-priority service requests of a certain type. 2007 Accela, Inc. Page 26 Statement of Work _ . FINAL p^u :„ , -,+4 • Graphical Form Portlet Layout Designer—Accela Vantage360 allows agency Administrators to configure Form Portlet layout to best meet the agency's needs. Cells can span multiple columns and rows and administrators can set tab order • Importing/Exporting Objects between Vantage360 Environments—Implementers or administrators can import and export the following objects between Vantage360 environments- o Alerts&Messages o Consoles(with pages and portlet pointers) o Data Filters o IntelliScripts o Portlets o QuickQueries o Rules o SmartCharts o SmartChart Queries o View Filters • Integration Support—Vantage360 provides multiple solutions for integration with external applications Remote external applications can securely invoke Vantage360-based product business objects. • IntelliScriptTM —Accela IntelliScript increases end-user effectiveness and accuracy. This technology enables service professionals to easily ask the right questions to citizens at the right time, thereby ensuring the quality of each contact. Accela IntelliScript provides a logical,step-by-step method for collecting information and performing key business tasks.Administrators can build and refine Accela IntelliScript without any programming.Accela IntelliScript lets Administrators deploy scripts over the Internet so that citizens can easily follow step-by-step processes to complete key tasks. • JSR-168 and RSS compliance—Accela Vantage360 Consoles are a zero-deploy, role-based UI paradigm that lets end-users(including citizens via public access)interact with their information in the way they need to perform key business tasks.We deploy consoles via JSR-168(Java Specification Request)compliant portal managers, leveraging the benefits of JSR-168 and RSS(Really Simple Syndication)to easily incorporate information from external sources directly into end-user Consoles. • LDAP/Active Directory—Accela Vantage360 includes LDAP(Lightweight Directory Access Protocol)support to allow single-point security administration for Accela Automation End-users. • List tab record count indicators—End-users can see whether a sub tab contains records without clicking on the sub tab to manually check. • Portlet Building Blocks—Vantage360 allows Accela to build products with a reusable set of visual, browser-based components,or"portlets". Common portlets include Alert, Bulletin Board, FAQ, Form, List, SmartCharts,and Quick Links. Because we leverage an ever-expanding library of reusable portlets, we gain tremendous efficiency in product development and testing. This allows us to respond more quickly to customer enhancement requests, and allows us to customize role-based end-user consoles. ©2007 Accela, Inc. Page 27 Statement of Work FINAL ».,.,, „'RF'aa -n+&'s re-sr..,�.r,..:a,xm+-t- +Pv«J,.._._fl"a.-C:+:-s s.�Y•"',°,,,w_re^L t�:R —,ra". ..,� .,: ,xJ;�• r.� +�r �Yil" Xvi,.s K'I' r:'dF5r ..:'.,•n-q-••a-•^S;,MM,,......,:•y_r:Y..r wP, • Reference Configuration for Rapid Implementation–Vantage360 ships with a reference configuration of role- based consoles-that allow agencies to rapidly go live with only minor configuration changes. • Public Access Portlets–We leverage a set of reusable,streamlined public access portlets for citizen use Agencies seamlessly incorporate public access portlets into their Web sites for both anonymous and registered citizens. • Reporting–Accela Report Writer allows end-users to query, analyze, and extract information from their Vantage360- based product database.Agencies can take advantage of robust formatting capabilities to produce professional- looking printed reports, complete with color graphics and charts.All Vantage360 reporting tools are browser-based— there is no need to download bulky desktop applications. End-users can generate and share reports with other agency staff. • Single,Consolidated Database–Vantage360 contains a single database on top of which we build all our Vantage360-based products.This provides tremendous benefit from the perspective that, no matter which product(s) end-users work with, all end-users always see current,synchronized data across the enterprise. • SmartChartsTm –SmartCharts provide at-a-glance summarized business information so end-users can view actionable data and take steps to improve agency operations. SmartCharts provide multiple charting objects(bar, line, gauge,odometer, et cetera)that appear on an end-user console to provide key business indicator information. During implementation,Accela Services customizes SmartCharts to display key agency-specific information. • Three-tier Architecture–Vantage3.60 is a true three-tier architecture. The presentation tier is a zero-deploy, browser-based thin client.All business logic resides in an industry-standard middle tier. Only data resides in the database tier.This makes deployment and administration easy for both agencies and Accela. ACCELA-HOSTED DEPLOYMENT Accela offers hosting services as a deployment option for Accela Automation modules, The only requirements for the agency are workstations and Internet connections for each end-user. ACCELA-HOSTED HARDWARE AND SOFTWARE REQUIREMENTS Accela Automation modules have these requirements for each end-user workstation '"' - 'Requirements - Mimmum Haidware Requirements Minimum,Software. • Pentium 4 1.2GHz or better Windows 2000 or XP • IBM Compatible PC Internet Explorer 6.x or Netscape 8.x • 256MB of RAM • Adobe Acrobat Reader(download free at www.acrobat.com) • Internet Connection via analog modems,ISDN,xDSL,Cable modem, Screen resolution is between 800600 and 1024768 or dedicated frame-relay circuits(i.e.T1s) I 2007 Accela, Inc. Page 28 Statement of Work FINAL "'r Na- RequiTemp,Pts 6ptiffiaO36ftware RpqUirem6fits, • Pentium 4 2.4GHz or better - Windows 2000 or XP • IBM Compatible PC * Internet Explorer 6.x or Netscape 8.x • 512MB RAM or more * Adobe Acrobat Reader(download free at www.acrobat.com) • 40GB HID * Screen resolution is between 800x600 and 1024768 • Internet Connection via analog modems,ISDN,xDSL,Cable modem,or dedicated frame-relay circuits(i.e.T1s) O 2007 Accela, Inc. Page 29 ' � .'. Statement of Work ' �~ UU��kU�~UN� 8 �� U APPENDIX E—ACCELA GIS FACT SHEET Introduction This document contains pre-release notes for the Accela GIS 6.2 release, in which we list and describe planned new features and planned defect corrections. Upgrade Notices Port Change inAcce|a AutomnetioMAopUcatimnServer—VViththere|oanaufAooe|aAutomotinnG1'Ule application server default port changed from 208O,tm3D80. User groups connecting 0oAcce|oAutomation via ACue|oGIS Server need to change the URL settings in Accela GIS Server settings to point to the correct port. Planned New Features Aooe|aGIS G.2planned new features: * Adding Tools boEdit&Redline Interfaces—Accela GIS adds Navigation, Search,and Query tools to the Editing and Redlining Interfaces.Auc9|a GIS also adds Data Management Tools UJthe Editing Interface. w Automatic Map Service Saving—When anAdministrator makes 8map service change that requires the Administrator hosave the map service inorder for the change b}take effect,Acte|aGIS auhomatimaUypnomptSthe Administrator tosave the map service. * Comm�ttinQyNu|�p|aObjects—This enhancement allows ooEnd-user tocommit mu|Up|aoNec�0oaSDE layer aaa single pnnneao.Aprogress bar displays during processing,and upon completion onEnd-user can view alog of processing actions. w Detail Window Behavior Modifications—Accela GIS clears the Detail Window as End-users make Detail Window requests andtheDetails tab isnot available unless data iSpresent inthe details screen. * Enhanced Print&Save Output—AooeeGIS enhances the print&save output funoti0na|itvooenAoanoyuanuet p ad\ao\aimorintheadmininbadonsib*.Aooe|oG|Ga|soanhonoesthephnt&naveoutpuibv000|ingpieueoofthn output based upon paper size. ° Grouping Layers—Accela GIS.allows administrators to group layers in the layer list.The group layers display in tree view.An End-user can turn on or off an entire group layer or individual layers within a group. w Passing City to Portlet—Administrators configure Accela GIS Portlets to pass a city attribute to Accela Automation when using the Locate Address tool in the Address Locater Portlet. In the Layer Settings screen within the Portlet Configuration administration interface,Administrators have the option for configuring Accela GIS to pass a city value. p Query Results Shading—End,-user runs a Query and the results remain shaded until cleared with the Clear or Clear All buttons.Also,Accela GIS removes the shading for a new Query or Identify. * Reordering Download Output Columns—Accela GIS administrators reorder download output file columns. @ 2OOrA000|o. Inc. Page 30 Statement of Work FINAL • Route Map Display—Accela GIS optimizes the display of a route map image it sends to Accela Wireless.A map route image contains text sizing that is appropriate for the map size so that no labels extend beyond map image boundaries.The map zooms and,centers according to the extent of the route map. Schedule Inspections—Accela GIS allows an End-user to schedule inspections. Ehd-users provide required information and Accelp,GIS performs the necessary task using GovXML methods.Accela GIS provide confirmation that the inspection scheduled successfully or Accela GIS provides an error message stating the inspection was not scheduled. @ 2007 Accela, Inc. Page 31 Statement of Work FINAL APPENDIX F-ACCELA EVENT SCRIPT TRIGGER LIST r�Olenrtl,,Mll Add itionall nfoUpdateAftet I nspectionAssign Before Additional I nfoU pdateBefore 'Ins pectionResultModifyAfter AddressAddAftee InspectionResultModifyBefore Add ressAdd Before lnspectionResultSubmitAfter Add ressConditionAddAfter lnspectionResultSubmitBefore AddressUpdateAfter Ins ectionScheduleAfter AddressUpdateBefore I hspectionScheduleBefore AppHierarch yAddAfter lnvoiceFeeAfte AppH ierarchyAdd Before LicProfUpdateBefore AppHierarch yDeleteAfter ParcelAddAfter AppHierarchyDeleteBefore ParcelAddBefore ApplicationConditionAddAfter ParcelConditionAddAfter ApplicationConditionDeleteAfter Parcel U pdateAfter ApplicationConditionUpdateAfter ParcelUp ateBefore Application Detai I NewAfter PaymentReceiveAfter ApplicationDetailNewBefore PaymentReceive Before ApplicationDetailUpdateAfter Perm itl ssueAfter ApplicationDetailUpdateBefore PermitlssueBefore ApplicationGISGoAMLSubmitAfter ProximityAlertBefore ApplicationSelectAfter RenewallnfoUpdateAfter ApplicationSelectBefore TaskEditAction Form Before ApplicationSpecificlnfoUpdateAfter VoidFeeAfter ApplicationSpecificlnfoUpdateBefore WorkflowAdhocTaskAddAfter ApplicationStatusUpdateAfter WbrkflowAdhocTaskAdd Before ApplicationSubmitAfter WorkflowAdhocTaskUpdateAfter ApplicationSubmitBefore WorkflowAdhocTaskUpdateBefore CAEConditionAddAfter WorkflowTaskUpdateAfter ContactAddAfter WorkflowTa;W dateBefore ContactAdd Before ContactEditAfter ContactEditBefore ContactRemoveAfter ContactRemoveBefore ContactUpdateAfter ContactUpdateBefore FeeAssessAfter FeeAssessBefore FundTransferAfter @ 2007 Accela, Inc. Page 32 Statement of Work FINAL 17- jFunffrahsferBefore linspectionAssignAfter, APPENDIX G—SAMPLE TEST PLAN Test' Process tcome rolpe 1 Create a New Building<Residential< 1 Click New from the Menu bar and drill into Smart Choice BLD—RES displayed Single Family<Add On correct CAP 2. Use Address 242 C Jones Court 242 Jones Court is selected, 1234 is auto selected as the Parcel, Davey Jones auto selected as the Owner 3 Set the following Application Specific Fields to Values selected are used to calculate Fees the following: at Application Submittal. A. B C Click the Submit Button Application Created, 1 Initial Inspection Auto scheduled,200 dollars in fees assessed and auto invoiced. Upload Document to EDMS Filenet accepts document and stores in repository Sign-off on Workflow Application Accepted Report 10 Spooled to SQL Reporting Services 2. (D 2007 Accela, Inc. Page 33 - MEMORANDUM TO: Craig Prosser, City Manager FROM: Dianna Howse,Building Division Services Coordinator RE: Accela Permit Tracking System Upgrade DATE: October 2, 2007 Objective To upgrade the permit tracking system to meet the City's Strategic Technology Plan and the requirements of the State of Oregon Senate Bill 713. Background The City of Tigard has been using the Tidemark permit tracking software since 1989. The software vendor,Tidemark Solutions, Inc. provided a customized DOS-based system designed to meet the City's business needs. In 1999 the program was converted to a client-server version to keep current with technology and compatibility with our Windows operating system and Oracle database platform. The Tidemark permit tracking system currently maintains 65 user accounts across multiple departments. The Community Development Department uses the system to review and issue permits for land use, engineering and building. The system also records and tracks code enforcement for land use, housing and building complaints. The perms information is used by others in administration, finance,utihty billing, records and public works positions that need to view the data,produce reports for analysis and planning, and comply with public records requests. In May 2001, the Tidemark software was acquired by Accela, Inc. Accela continues to support several legacy permit tracking systems,including Tidemark Advantage, Ktva, and Per=tsPlus, however future development of these products is limited and does not meet the City's technology plan. Discovery In April 2007, the City of Tigard conducted a survey of Oregon )urisdict>ons that use permit tracking systems with comparable business processes. Information from twenty-one junschct>ons, including Tigard,was evaluated to determine a solution for the City's aging system. Vendors identified in the survey were contacted to clarify system functionality. Two critical functionalities were identified for the system to perform; 1) the system must be web- based to meet requirements of the State of Oregon and the City of Tigard's technology plan, and 2) the system database hardware and software must be "hosted" off-site by the software vendor as required by the City's Information Technology Department due to the lack of a database administrator position. Other significant functionalities were identified in the survey and following is a summary of the results and recommendation to purchase software. I\Tidemark\Accela Automation\Memo-Finding.doc 1 Results Fourteen different permit tracking systems were identified and evaluated. Only four programs were identified that met the critical functionality requirements. Of these programs, two were developed as financial systems with "auxiliary" permit modules that did not meet secondary requirements,were incapable of integrating with other City software programs and were reported as "not user-friendly" by Jurisdictions. In addition, the permit tracking components were not available unless the City purchased the entire financial enterprise program. The remaining two programs were developed with permit tracking functionality as the core product. Research of one vendor identified that the software did not meet the City's needs in the following areas: 1) does not integrate with automated inspection request (IVR) system, 2) is unable to process credit card payments on-line, 3) does not capture live inspection data for wireless program, and 4) does not integrate with third-party document management systems. Accela Automation is the only program that meets all system requirements. It was developed by Accela, Inc. as a replacement for their legacy permit tracking systems. Accela Automation is an enterprise application that provides government agencies with a complete solution to automate workflow and track information across multiple departments while managing data from a centralized database. It allows agencies to reduce workloads,increase efficiencies, and provide citizens and businesses with easier, more convenient access to on-line government services. Recommendation It is recommended that the City of Tigard purchase the Accela Automation program as an `upgrade' to its current permit tracking system. It will integrate with all of the City's existing and proposed software systems across departments Accela's Citizen Access module will provide real-time, direct access via the Internet to land use and building permit information. It will provide for on-line permit application and payment, and the ability to check the status of permits and inspection results. Accela's GIS module will provide the integration between the permit tracking system and the City's new GIS program that is currently being implemented. It will allow for data to be passed between systems to update the permit tracking parcel database and reference permit data on a map for analysis. Accela's Wireless module is a mobile software application that allows inspection staff to perform lobs in the field with real-tune access to the permit tracking system. It will reduce workloads by eliminating paper filing systems and increase efficiency by having direct access to view permit history and post inspection results in the field. This module is being proposed in the FY08-09 budget as an enhancement to complete the permit tracking enterprise system. Costs Purchase of the permit tracking system upgrade was approved in the FY07-08 budget. Please see the attached estimate dated August 22, 2007. Sole Source/Single Seller Request Under Tigard Public Contracting Rule (PCR) 10.070 (A), the City may make a purchase without a formal competitive process if it is determined that there is only one seller of a product or service of the quality required. The determination of a sole source vendor must be based upon written findings as required under ORS 279B.075. Criteria used under ORS 279B.075 to determine a sole source purchase include the following: I\Tidemark\Accela Automation\Memo-hindings.doc 2 a. The efficient utilization of existing goods requires the acquisition of compatible goods or services; b. The goods or services required for the exchange of software or data with other public or private agencies are available from only one source; e. The goods or services are for use in a pilot or an experimental project; or d. Other findings that support the conclusion that the goods or services are available from only one source. A purchase does not need to meet all the criteria to be declared a legitimate sole source, only one. Staff submits the aforementioned findings in this memorandum as support to 279B.075.(2)(d) listed above in the determination of a valid sole source request. Under Tigard PCR 10.070 (A), a sole source purchase may be made only after the City Manager has approved the findings. Due to the dollar amount of this purchase, the LCRB will have final approval but the City Manager must determine if the sole source findings are valid. If you are in agreement with staff's findings under ORS 279B,please sign on the line below to declare the findings as valid and return to my attention. Once received, staff with submit a Request to Schedule and Agenda Summary for LCRB approval. If you need additional information, please do not hesitate to give me a call. G1/�Jr V � Craig Pro ser, City Manager o c�� Date Attachments: 1) Software and Hosting Fees Estimate 2) Permit Tracking System Vendor Survey Summary 3) Permit Tracking System User Survey Summary Cc: Joe Barrett, Purchaser Brian Blalock, Building Official Carissa Collins, Community Development Management Analyst L\Tidemark\Accela Automation\ivlemo-Futdings.doc 3 City Recorder Page 2 of 4 ➢ Ensures that staff provides a high degree of service to the public, other departments, and other governmental agencies in support of achieving the department's and the City's objectives and goals. ➢ Contributes to the overall quality of the department's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs. ➢ Evaluates the operations and activities of the City Recorder's office; recommends improvements and modifications;prepares various reports on operations and activities. Participates in budget preparation and implementation for the municipal court program; prepares cost estimates for budget recommendations; submits justification for requests; reviews monthly expenditures to ensure compliance with approved budget; monitors the collection, receipt, and transfer of fines, monies,and other funds that pass through the court system. ➢ Manages and coordinates support to the City Council including agenda preparation, Council packet review and preparation,tracking agenda items,minute preparation,and assembling the public record. ➢ Manages and coordinates follow-up to Council meetings,including appropriate notifications, securing signatures on contracts, writing letters, administering ordinance codification, preparation and distribution of Council minutes,and maintaining the official Council record. ➢ Serves as City Elections Officer handling all aspects of City elections, including preparing and distributing official notifications, providing information to candidates and campaign committees and ensuring compliance with all county and state rules,regulations and requirements. ➢ Provides technical advice regarding required content of City legal notices for completeness and compliance with statutes; coordinates the preparation of legal notices related to Council actions; reviews all City resolutions and ordinances for form and completeness. ➢ Supervises and administers the City records management program, including advising City departments for compliance with requirements of the State Archivist, providing direction to the records staff in developing the records management program, citywide filing system, microfilming and records retention/destruction schedules, developing a City-wide disaster recovery program for vital records, coordinating and reviewing requested documents in conjunction with the City Attorney, and producing documents for review. Assists in or directs the preparation of the official record for land use actions appealed to the Land Use Board of Appeals or appellate court. ➢ Manages and coordinates response to requests for public records from citizens, civic organizations, news media and other public agencies in compliance with the Oregon Public Records law; assists the public and City staff by responding to inquiries and researching issues related to the Tigard Municipal Code and Council actions;researches and prepares information and elements of studies and reports. ➢ Serves as Oregon Notary Public and as an information resource to City staff regarding notary issues; serves as a designee to receive legal process service; notarizes, signs, and/or affixes the City seal for official city documents, including ordinances, orders, resolutions contracts and other documents as necessary;administers oaths to City Council,Charter officers,and other officials upon request. ➢ Resolves complex technical issues by recommending or approving modifications and alternate methods. Performs other duties as assigned. QUALIFICATIONS Knowledge of- D Administrative principles and practices, including goal setting, program development, implementation,and evaluation,and supervision of staff. Public agency budgetary, contract administration, City-wide administrative practices, and general principles of risk management related to the functions of the assigned area. City Recorder Page 3 of 4 ➢ Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs; principles and practices of municipal government administration. Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Recorder function. Functions,authority,responsibilities,and limitations of an elected City Council. ➢ Automated and manual records management principles and practices, including legal requirements for recording,retention,and disclosure. Applicable Federal, State,and local laws,codes,and regulations. Principles and practices of employee supervision, including work planning, assignment, review and evaluation,and the training of staff in work procedures. Record keeping principles and procedures. ➢ Modern office practices,methods,and computer equipment. Computer applications related to the work. English usage,grammar, spelling,vocabulary,and punctuation. ➢ Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone. ➢ Techniques for effectively representing the City in contacts with governmental agencies, community groups,and various business,professional,educational,regulatory,and legislative organizations. ➢ Techniques for providing a high level of customer service to public and City staff, in person and over the telephone. Ability to: ➢ Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the assigned function and program areas. Prepare and administer budgets;allocate limited resources in a cost effective manner. ➢ Interpret, apply, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations. ➢ Select,train,motivate, and evaluate the work of staff and train staff in work procedures. ➢ Research,analyze,and evaluate new service delivery methods,procedures,and techniques. ➢ Coordinate municipal elections within legal guidelines. ➢ Oversee and coordinate maintenance of the official records of the City. ➢ Prepare official minutes,resolutions,and ordinances. ➢ Prepare clear and concise reports,correspondence, policies, procedures, and other written materials. ➢ Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports. Establish and maintain a variety of filing, record-keeping,and tracking systems. ➢ Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work,set priorities and meet critical time deadlines. ➢ Operate modem office equipment including computer equipment and specialized software applications programs. ➢ Comprehend and use English effectively including producing all forms of communication in a clear, concise,and understandable manner to intended audiences. ➢ Use tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. City Recorder Page 4 of 4 Education and Experience: Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. Atypical way to obtain the required qualifications would be: Equivalent to the completion of the twelfth(12')grade supplemented by college coursework in business or public administration, political studies, communications, or a related field, and/or technical training through the Oregon Association of Municipal Recorders, and five (5) years of experience in municipal government,preferably with a City Recorder's Office,including one(1)year of supervisory experience. Licenses and Certifications: ➢ Possession of a valid driver's license with a satisfactory driving record. Possession of or ability to obtain designation as a Notary Public in the State of Oregon at time of appointment. ➢ Certification as a Certified Municipal Clerk is desirable. PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard or calculator, and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 40 pounds. ENVURONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.