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17-090 Avocette Technologies Inc., Accela Configuration and Support Services;J_o /7 -oooooSff SECOND AMENDMENT TO AGREEMENT 17-090 BETWEEN THE CITY OF CUPERTINO AND A VOCETTE TECHNOLOGIES, INC FOR ACCELA CONFIGURATION AND SUPPORT This Second Amendment to Agreement 17-090 between the City of Cupe1tino and Avocette Technologies, for reference dated 6/21 /2017, is by and between the CITY OF CUPERTINO, a municipal corporation (hereinafter "City") and Avocette Technologies, Inc, a Corporation ("Consultant") whose address is 422 Sixth Street, New Westminster, British Columbia, Canada V3L 3B2, and is made with reference to the following: RECITALS: A. On 6/21 /2017, an agreement was entered into by and between City and Consultant (hereinafter "Agreement") for Accela Pennitting and Land Management System Implementation. B. The Agreement, First Amendment and Second Amendment are collectively refened to as the "Agreement" unless othe1wise indicated . C. City and Consultant desire to modify the Agreement on the terms and conditions set forth herein. NOW, THEREFORE , it is mutually agreed by and between and undersigned paities as follows: I. TERM Paragraph 1 of the Agreement is modified to read as follows : The te1m of this Agreement shall commence on 6/21/17, and shall te1minate on 6/30/19, unless terminated earlier as set forth in the Agreement. 2 . SERVICES TO BE PERFORMED Paragraph 2 of the Agreement is modified to read as follows: Consultant shall perfonn each and every service set forth in Revised Exhibit "A" and additional work in Exhibit "B", both of which are attached hereto and incorporated herein by this reference. 3. COMPENSATION TO CONSULTANT Consultant shall be compensated for services performed pursuant to this Agreement in an additional amount of Eighty-Nine Thousand Nine Hundred Ten Dollars ($89,910) and contingency of Nineteen Thousand Four Hundred Fifty-Two ($19,452) for a total additional amount of One-Hundred Nine Thousand, Three Hundred Sixty-Two ($109,362) added to the First Amendment amount of Two-Hundred Ninety-Nine Thousand, One-Hundred F011y-three Dollars ($299,143), not to exceed a total of Four Hundred Eight Thousand, Five Hundred Five dollars ($408,505) based on the rates and te1ms set fo11h in the original agreement and Exhibit "B", which is attached hereto and incorporated herein by this reference. 4. The following Exhibits to the Agreement are in addition to the original scope as modified by the First Amendment. a. Exhibit "B" is the additional scope of work including updated insurance 5. Except as expressly modified herein, all other te1ms and covenants set fmth in the Agreement shall remain the same and shall be in full force and effect. IN WITNESS WHEREOF, the pai1ies hereto have caused this modification of Agreement to be executed. CONSULTANT .B~~ By~~~~~~~~~~~~ Titl ;;-vP, Product Integration RECOM~ND~D FOR APPROVAL By 'lv.._~~ Title I I Man , ..... ,.uv _ /t:PP lr'c,:d,'an , J n EXPENDITURE DISTRIBUTION PO #2018-00000599 100-32-308 700-702 Original $160,000.00 Amendment #1: $139,143.00 Amendment #2: $109,362.00 Total: $408,505.00 6M :2Llt City Clerk ( -/ 6 rj 7 ... . Exhibit B Avoce++e I ECH~JOLOGY TOGETHER Agency: The City Of Cupertino Project Code: Date : 09 /13 /2018 Contract ID : PO #2017-00000599 Initiating Department: Building Initiated By: The City of Cupertino • PROJECT CHANGE ORDER DESCRIPTION/TASK SUMMARY: At the request of the City of Cupertino, Avocette will be conducting additional end -user and administrative training. The training will be through WebEx sessions and on-site at the time of Go-Live. It is expected that training will occur not only for Cupertino staff but also local contractors and citizens who be using the system regularly. Avocette will provide the following training: 1. Up to 20 hours of WebEx sessions . a. Each session will last one to two hours b. Sessions can occur prior to or up to one month following Go-Live 2. 20 hours of on-site training a. Sessions will be at the discretion of Cupertino i. Cupertino will be responsible for the organization of the sessions 1. Communicating timing and organization ofthe location In addition to training Avocette will be updating configuration of the building module to align with Cupertino requirements . The listing of configuration updates and cost is summarized in the table below (a listing of the full deliverables is provided in Append ix A). Configuration Updates Estimated Estimated Cost Effort ($135/hr) {hours} Building over-the-counter (OTC) Permits 100 13,500 Planning OTC Permits 80 10,800 Remove Checkboxes that Create Subcase Permits 2 270 Add AS\ Group for Required Permit Information 4 540 Electrical AS\s Associated to Fees will need be U12dated 16 2,160 Certain Electrical Fees will need Manuall:t Calculations 2 270 Mechanical AS\s Associated to Fees will need be U12dated 24 3,240 Plumbing AS\s Associated to Fees will need be U12dated 16 2,160 Certain Plumbing Fees wi ll need Manual\ Calculations 2 270 © 2018 A vocette Proprietary and Confidential Page 1 Avoce ++-e TECH~IOLOGY IOGETHER MISC Fees will need be Updated 24 3,240 Project Management 16 2,160 Total 286 38,610 This change order will also extend the project end date to March 31st 2019. Total Project Schedule Impact: The requested configuration updated have extended the project schedule with the total impact yet to be determined . Total Project Resource Impact: Cupertino will need to ensure team members , contractors , and regular users are available for training . Total Project Cost Impact: $44 ,010 Current deliverable pricing I C0#002a -Additional end-user and admin training $5,400 C0#002b -Configuration updates $38,610 C0#002c -Contract extension Total $44,010 • EXPIRATION : 1 Year from Execution of this Change Order. • ESTIMATE DESCRIPTION/TASK SUMMARY: At the request of the City of Cupertino , Avocette has prepared a cost estimate for the Pentamation data conversion , implementation of the Accela Licensing module, and the Building Eye interface. The following summarizes the tasks , deliverables, and costs (using a rate of $135/hour) for the three projects. Pentamation Data Conversion The Pentamation data conversion will involve migrating data from the legacy Pentamation system to the Cupertino Accela system . Cupertino staff will be providing the Pentamation in an agreed to database export (SOL Server or Oracle) format. Avocette will then import the data to staging tables , map to the Accela system configuration , and then convert into the SUPP , TEST , and PROD environment (3 runs in total). The following are the tasks and deliverables for this project. Also indicated are the time and cost estimates. 1. Data conversion analysis and documentation -120 hours -$16,200 a. WebE x meetings to discuss Pentamation export data formats and Accela staging table requirements b. Import of Pentamation data to Accela staging tables i. There may be more that 3 attempts to ensure data can be moved correctly from Pentamamtion to Accela c. Mapping of Accela configuration to staging tables © 2018 A vocette Proprietary and Confidential Page 2 . ' Avoce ++-e rECI J~JOLOGY TOGE T HEP d. Preparation of Accela tables 2. Data conversion development -180 hours · $24,300 a. Finalization of Accela tables and data dumps i. Three runs will be made in total -run into SUPP , TEST, and PROD b. Export to Accela for load into the environment c. Data validation BuildingEye This project will involve developing an interface between Building Eye and Accela . It is expected that the interface will involve updating Accela and Building Eye configuration settings. 1. Meetings , configuration , and testing -40 hours -$5,400 The table below summarizes the total estimate for the two projects. Proposed deliverable pricin g for the estimate Pentamation Data Conversion $40,500 BuildingEye Interface $5,400 Total $45,900 • EXPIRATIO N: 1 Year from date of this Estimate . The total cost summary for the change order and two estimates is presented below . Project Change Order $44,010 Pentamation Data Conversion $40,500 BuildingEye Interface $5,400 Total $89,910 © 2018 A vocette Proprietary and Confidential Page 3 ) ' I Avoce ++e TECHNOLOGY TOGETHER Appendix A. Configuration Update Deliverables 1. Building over-the-counter (OTC) Permi t s Basic permits -termed over-the-counter (OTC) will be configured to allow for permit issuance following submission through ACA. The basic permit types are the following: 1. Water Heater 2. Furnace 3 . AC 4. Re-roof 5. Remove and Replace Siding/Stucco 6. Whole House Re-pipe 7. Electrical Panel upgrade (same location) The permits will share the same fee schedule, workflow, and inspections. Depending on permit type the fee will be auto-assessed and invoiced forcing the person applying in ACA to pay before the permit is accepted and issued . Triggers will be applied to stop the permit from issuance: 1. Eichler a. GIS based data 2. HOA a. GIS based data 3. Historical a. GIS based data 4. Project Value/Construction Valuation > $50,000 a. ASl/data field 5. Owner Builder a. ASl/data field 6. Licensed Contractors a . Need valid State License , Business License, and worker's comp data. Will update the CSLB script and apply to these records types. Once the permit is accepted an email will go out with the permit attached. As part of this updated we expect further analysis sessions. Analysis documents will be developed and signed off on prior to configuration. 2. Planning OTC Permits Basic permits -termed over-the-counter (OTC) will be configured to allow for permit issuance following submission through ACA. The basic permit types are the following: 1. Temporary signs 2. Zoning verification 3. Special events © 2018 A vocette Proprietary and Confidential Page 4 . Avoce++e 1 ECHNOLOGY TOGE l HER The permits will share the same fee schedule, workflow, and inspections . Depending on permit type the fee will be auto -assessed and invoiced forcing the person applying in ACA to pay before the permit is accepted and issued. Triggers similar to the building OTC permits can be applied . Once the permit is accepted an email will go out with the permit attached . As part of this updated we expect further analysis sessions . Analysis documents will be developed and signed off on prior to configuration . 3. Remove Checkbo xes that Create Su bcase Permits Applicable Permits/Records • All building permits including: o Commercial/multi-family/residential addition o Commercial/multi-family/residential alteration o Commercial/mul t i-family/residential demolition o Commercial/mul t i-family/residential electrical o Commercial/multi -family/residential mechanical o Commercial/multi-fam i ly/residential new o Commercial/multi-fam i ly/residential plumbing o Commercial/mul t i-fam i ly/residential pool -spa o Commercial/multi-fam i ly/residential re-roof o Commercial sign o Commercial/multi -fami ly/residential solar o Commercial tiprep Configuration Updates Remove the following checkbox data fields -SUB-PERMITS REQUIRED data fields group: • Mechanical Required? • Electrical Required? • Plumbing Required? • MISC Required? 4. Add ASI Group for Requ ired Permit Information Applicable Permits/Records • All building permits including: o Commercial/multi-family/residential addition o Commercial/multi-family/residential alteration o Commercial/multi-family/residential demolition o Commercial/multi-family/residential electrical © 2018 A vocette Proprietary and Confidential Page 5 Avoce +·+e TECH~IOLOGY IOGETHEe, o Commercial/multi -family/residential mechanical o Commercial/multi-family/residential new o Commercial/multi-family/residential plumbing o Commercial/multi-family/residential pool-spa o Commercial/multi-family/residential re -roof o Commercial sign o Commercial/multi-family/residential solar o Commercial tiprep Configuration Updates Add a data field group called -REQUIRED PERMIT INFORMATION . Add the following numeric data fields : • Photovoltaic System -unit is Kilowatts • Electrical Vehicle Charging Station -unit is Amperage • Solar Water Heater -unit is Quantity • Telecom Facility (New Antenna Site) -unit is Quantity 5. Ele ctrical ASls Associated to Fees will need be Up dated Applicable Permits/Records Electrical permit records: • Residential/Electrical • Commercial/Electrical • Multi-Family/Electrical Fee Schedule Only the V(2018-19) fee schedule will be updated. Configuration Updates Certain electrical fees are associated to AS ls. If these fees are manually added then the amount will always be $0. The fees will need to be configured in the following manner: • Update the formula from FEE_MUL TIPLIER to CONSTANT -the fee amount will be the Cale Variable and Quantity will be defaulted to 1 (the user will enter Quantity) o if manually entered the fee amount will be the fee * Quantity entered o if it is an electrical permit and a value is entered into the corresponding ASI the fee amount will be ASI value * fee • since AS ls are defaulted to O the fee will be $0 unless an ASI value>= 1 is inputted © 2018 Avocette Proprietary and Confidential Page 6 Avoce+-t e I ECH~IOLOG'I' I OGE 1 HER The fees that will need to be updated are the following -corresponding scripts will also be required to use the ASI values: • Pole or platform -mounted lighting fixtures (each) -ELC_090 • Theatrical -type lighting fixtures or assemblies (each)-ELC_100 • Fi xed residential appliances or receptacle outlets not exceeding 1(HP) in rating (each) -ELC 110 • Residential appli a nces an d self-conta ined fa ctory -wired, nonresidential appliances - ELC 120 • Residential appli a nces/self-contained nonresidential appliances <=1 (HP), (kW), or (kVA) in rating -ELC _ 130 • Signs, Outline Lighting , or Marquees supplied from one b ranch circuit (each)- ELC 160 • Additional branch circuits within the same sign , outline lighting system , or marquee (each)-ELC_170 • Services of 600 volts or less, up to 200 amperes in rating (each) -ELC_ 180 • Services of 600 volts or le ss , 201 to 1000 amperes in rating (each)-ELC_ 190 • Se rvices over 600 vo lts or over 1000 amperes in rating (each)-ELC_200 • El e ctrical apparatus, co n dui t s, and conducto rs fo r which a permit is requi red and fe e s not stated -ELC 220 6. Ce r tain Electrical Fees w ill need Manua l Ca lcu lations Applicable Permits /Records Electrical permit records: • Residential/Electrical • Commercial/Electrical • Multi-Family/Electrica l Fee Schedu le Only the V(2018-19) fee schedule will be updated. Configuration Updates When the electrical fees be l ow are manually added to an addition/alteration/new permit (or any permit other than those listed above) the value will amount to $1 unless the total fee amount is entered correctly. • Residential Rewire o If ASI "Residential Rewire " is <2500 sq ft , add fee of $329 -* If ASI "Residential Rewire " is >2500 sq ft , add fee of $164/1000 sq ft • Receptacle, Switch , and Lighting Outlets, except services/feeders/meters © 2018 A vo cette Proprietary and Confidential Page 7 Avoce+f-e l ECHNOLOGY lOGETHER o If ASI "Receptacle , Switch , and Lighting Outlets , except services/feeders/meters (First 20)" is between 1 and 19 , charge $56 -* Each Additional = $5 • Lighting Fixtures, sockets, or other lamp-holding devices o If ASI "Lighting Fixtures, sockets, or other lamp-holding devices (First 20)" is between 1 to 20 , charge $82 -* Each Additional = $7 • Motors, generators, transformers, rectifiers, cooking or baking equipment , and other apparatus o If a permit is for 1 motor then the fee should be $164+$41. If a permit is for 2-5 motors , then the fee should be $164+$41 (first motor)+$41 (2-5 motors). If the permit is for 6 or more motors, then the fee should be $164+$41 (first motor)+$41 (2-5 motors)+$41 (6+motors) • Trolley and plug -in -type busways o Calculate based on SQ FT in ASI "Trolley and plug-in-type busways" -add fee of $82 for each 100 feet or fraction thereof 7. Mechanical ASls Associated to Fees will need be Updated Applicable Permits/Records Electrical permit records : • Residential/Mechanical • Commercial/Mechanical • Multi-Family/Mechanical Fee Schedule Only the V(2018 -19) fee schedule will be updated . Configuration Updates Certain mechanical fees are associated to AS ls. If these fees are manually added then the amount will always be $0 . The fees will need to be configured in the following manner: • Update the formula from FEE_MUL TIPLIER to CONSTANT -the fee amount will be the Cale Variable and Quantity will be defaulted to 1 (the user will enter Quantity) o if manually entered the fee amount will be the fee * Quantity entered o if it is an electrical permit and a value is entered into the corresponding ASI the fee amount will be ASI value * fee • since AS1s are defaulted to O the fee will be $0 unless an ASI value>= 1 is inputted The fees that will need to be updated are the following -corresponding scripts will also be required to use the ASI values : • Install/Relocate forced air or gravity-type furnace/burner up to and including 100,000 Btu/h (each) -MECH_060 © 2018 Avocette Proprietary and Confidential Page 8 Avoce + f-e lECHl'JC1 LOGY lOGElr-lER • Install/Relocate forced air or gravity-type furnace/burner over 100,000 Btu/h (each) - MECH 070 • Install/Relocate floor furnace, including vent (each) -MECH_080 • Install/Relocate suspended heater, recessed wall heater, or floor-mounted unit heater - residential -MECH 090 • Install/Relocate suspended heater, recessed wall heater, or floor-mounted unit heate r - commercial -MECH 1 00 • Install/Relocate/Replace appliance vent installed; not included in an appliance permit - residential -MECH 11 0 • Install/Relocate/Replace appliance vent installed; not included in an appliance permit - commercial -MECH 120 • Repair/Alter/Add heating appliance , refrigeration, cooling , absorption unit/system - Residential -MECH 1 30 • Repair/Alter/Add heating appliance, refrigeration, cooling, absorption unit/system - commercial -MECH 140 • Install/Relocate boiler/compressor<= 3HP; absorption system<= 100 ,000 Btu/h - MECH 150 • Install/Relocate boiler/compressor >3HP <=15 HP; absorption system >100,000 Btu/h <= 500,000 Btu/h -MECH_ 160 • Install/Relocate boiler/compresso r >15 HP <=30 HP ; absorp system > 500 ,000 Btu/h , <= 1,000,000 Btu/h -MECH_ 170 • Install/Relocate boiler/compressor >30 HP <=50 HP ; absorp system >1 ,000,000 Btu/h <=1,750 ,000 Btu/h -MECH_ 180 • Install/Relocate boiler/compressor> 50 HP; absorption system> 1,750,000 Btu/h - MECH 190 • Air-handling unit , including attached ducts -Residential -MECH _200 • Air-handling unit, including attached ducts -Commercial -MECH_210 • Air-handling unit over 10,000 CFM (each) -MECH_220 • Ventilation fan connected to a single duct (each) -MECH_230 • Ventilation system that is not a part of any heating/ air-conditioning system authorized by a permit -MECH_240 • Hood installation served by mechanical exhaust, including the ducts for such hood - Residential -MECH 250 • Hood installation served by mechanical exhaust, including the ducts for such hood - Commercial -MECH 260 • Appliance/equipment not classed in other appliance categories, or for which no other fee is listed -MECH 270 © 2018 A vocette Proprietary and Confidential Page 9 I J I . 1 . t Avoce ++-e TECH~JOLOGY TOGE1 HER 8. Plumbing ASls Associa ted to Fees will need be Updated Applicable Permits/Records Plumbing permit records: • Residential/Plumbing • Commercial/Plumbing • Multi-Family/Plumbing Fee Schedule Only the V(2018-19) fee schedule will be updated. Configuration Updates Certain plumbing fees are associated to ASls. If these fees are manually added then the amount will always be $0 . The fees will need to be configured in the following manner: • Update the formula from FEE_MULTIPLIER to CONSTANT -the fee amount will be the Cale Variable and Quantity will be defaulted to 1 (the user will enter Quantity) o if manually entered the fee amount will be the fee * Quantity entered o if it is an electrical permit and a value is entered into the corresponding ASI the fee amount will be ASI value * fee • since ASls are defaulted to O the fee will be $0 unless an ASI value>= 1 is inputted The fees that will need to be updated are the following -corresponding scripts will also be required to use the ASI values: • Plumbing fixture/trap/one trap fixtures , including water, drainage piping, and backflow protection -PLM _060 • Building or trailer park sewer (each -Residential) -PLM_070 • Building or trailer park sewer (each -Commercial) -PLM_080 • Rainwater system inside building (per drain) -PLM_090 • Private sewage disposal system (each) -PLM_ 100 • Water Heater and/or vent (each) -Residential -PLM_ 110 • Water Heater and/or vent (each)-Commercial -PLM_ 120 • Industrial waste pretreatment interceptor , except kitchen grease interceptors used as fixture traps -PLM_ 130 • Install/Alter/Repair water piping and/or water treating equipment ( each) -PLM_ 140 • Repair/Alter drainage or vent piping (each fixture) -PLM_ 150 • Lawn sprinkler system on any one meter, including backflow protection devices therefore (each)-PLM _ 160 • Backflow devices not included in other fee services, e.g., building/trailer park sewer (each)-PLM_170 • Water Service -PLM 220 © 2018 Avocette Proprietary and Confidential Page 10 • Re-pipe per fixture -Residential -PLM 230 • Re-pipe per fixture -Commercial -PLM 240 9. Certain Plumbing Fees will need Manual Calculations Applicable Permits/Records Electrical permit records : • Residentia l/Plumbing • Commercial/Plumbing • Multi-Family/Plumbing Fee Schedule Only the V(2018-19) fee schedule will be updated. Configuration Updates Avoce+t-e l ECHNO!.OGY IOGEl HER When the plumbing fees below are manually added to an addition/alteration/new permit (or any permit other than those listed above) the value will amount to $1 unless the total fee amount is entered correctly • Atmospheric-type vacuum breakers not included in other fee services o If ASI "Atmospheric-type vacuum breakers not included in other fee services (1- 5 units)" is between 1 and 5, charge $82 -each unit over 5 units, charge $82/unit • For each gas piping system outlets o If ASI "For each gas piping system of 1-4 outlets" is 1 to 4, charge $82 -5 or more outlets ( each is > 1, charge $82 each) 10. MISC Fees will need be Updated Applicable Permits/Records • All building permits including: o Commercial/multi-family/residential addition o Commercial/multi-family/residential alteration o Commercial/multi-family/residential demolition o Commercial/multi-family/residential electrical o Commercial/multi-family/residential mechanical o Commercial/multi-family/residential new o Commercial/multi-family/residential plumbing o Commercial/multi -family/residential pool-spa © 2018 A vocette Proprietary and Confidential Page 11 I f J Avoce ++e JECHNOLOGY TOGETHER o Commercial/multi-family/residential re -roof o Commercial sign o Commercial/multi-family/residential solar o Commercial tip rep Fee Schedule Only the V(2018-19) fee sc hedul e will be upda t ed. Configuration Updates Certain miscellaneous fees are associated to AS ls . If these fees are manually added then the amount will always be $0. The fees will need to be configured in the following manner: • fee amount will be the fee * quantity o Will update the formula from FEE_MUL TIPLIER to CONSTANT -the fee amount will be the Cale Variable and Quantity will be defaulted to 1 (the user will enter Quantity) The fees that will need to be updated are the following: • Acoustical Review -Single Family Home/Duplex-New -MISC_030 • Acoustical Review -Single Family Home/Duplex-Addition/Alteration -MISC_040 • Acoustical Review-Multi -Family/Commercial -MISC_050 • Additions (Non Hillside R3 Occupancy) -Plan Check Fees-Over the counter (conventional framing) -MISC_060 • Antenna-Telecom Facility-Radio -M1SC_120 • Antenna-Telecom Facility-Cellular/Mobile Phone, free -standing -MISC_ 130 • Antenna-Telecom Facility-Cellular/Mobile Phone, attached to building -MISC_ 140 • Arbor/Trellis -MISC 150 • Awning/Canopy (supported by building) -MISC_ 160 • Balcony Addition -MISC_ 170 • Carport-MISC_180 • Field Evaluation Certification -MISC 190 • Special Inspector Qualifications (initial review) -MISC_200 • Special Inspector Qualifications (renewal/ update) -MISC_210 • Special Inspector Certification Application -M1SC_220 • Materials Testing Lab Certification -M1SC_230 • Chimney (new) -MISC_240 • Chimney Repair -MISC_250 • Close Existing Opening s-Interior wall -M1SC_260 • Close Existing Openings-Exterio r wall -MISC_270 • Commercial Coach (per unit) -MISC_280 • Covered Porch -MISC 290 • Deck (wood) -MISC_300 © 2018 A vocette Proprietary and Confidential Page 12 Avoce++e l ECHl~OLOG> TOGEl HER • Deck Railing -MISC_310 • Demolition-Swimming Pool Residential -MISC_350 • New door (non structural) -MISC_380 • New door (structural shear wall/masonry)-M1SC_390 • Duplicate/ Replacement Job Card -MISC_ 400 • Electric Vehicle Charging Station -MISC_ 410 • Fireplace -Masonry -MISC_ 490 • Fireplace -Pre-Fabricated/Metal -MISC_500 • Flag pole (over 20 feet in height)\ -MISC_510 • Foundation Repair -MISC_520 • Garage/ Agricultural Buildings -Wood frame up to 1,000 sf -MISC_530 • Garage/ Agricultural Buildings -Masonry up to 1,000 sf -MISC_540 • Green Building Deposit -Third Party Certification Process -Single-Family Residential - MISC 550 • Green Building Deposit -Third Party Certification Process -Multi-Family Residential - MISC 560 • Green Building Deposit -Third Party Certification Process -Non-Residential - MISC 570 • Life Safety Report -MISC_660 • Lighting pole -MISC_670 • Lighting pole -each additional pole -M1SC _680 • Modular Structures -MISC 690 • Occupancy -Certificate of Occupancy/Completion -MISC_710 • Photovoltaic System -Residential -MISC_790 • Re-roof -Residential (maximum $500 per building) -MISC_910 • Re-roof -Multi-Family Dwelling (maximum $500 per building) -MISC_920 • Revisions -Commercial (New and Tenant Improvement) -MISC_990 • Revisions -Single Family Dwelling (New and Additions) -MISC_ 1000 • Revisions -Remodel -MISC 1010 • Sauna-steam -MISC 1020 • Signs -Directional -MISC_ 1050 • Signs -Each additional Directional Sign -MISC_ 1060 • Signs -Ground/Roof/Projecting Signs -MISC_ 1070 • Signs -Master Plan Sign Check -MISC_ 1080 • Signs -Rework of any existing Ground Sign -MISC_ 1090 • Signs -Other Sign -MISC_ 1100 • Signs -Reinspection Fee -MISC_ 1110 • Signs -Wall/Awning Sign , Non -Electric -MISC_ 1120 • Signs -Wall, Electric -MISC_ 1130 • Shed over 120 square feet -MISC_ 1140 • Skylight-50 sf or less (cumulative area)-MISC_1150 © 2018 A vocette Proprietary and Confidential Page 13 Avoce ++-e TECHNOLOG'( TOGEl HER • Skylight-Greater than 50 sf or structural -MISC_ 1160 • Solar Water Heating -MISC_ 1170 • Swimming Pool/Spa -Spa or Hot Tub (Pre-fabricated) -MISC_ 1260 • Temporary Structures MISC_ 1270 • Tenant Improvement Preparation -MISC_ 1280 • Window or Sliding Glass Door -New Window (non structural) -MISC_ 1300 • Window or Sliding Glass Door -New window (structural shear wall/masonry - MISC 1310 • Window or Sliding Glass Door -Bay Window (structural) -MISC 1320 © 2018 Avocette Proprietary and Confidential Page 14 ACORD,M CERTIFICATE OF LIABILITY INSURANCE REVISED I DATE (MM/DDIYY) 10/03/2018 PROOU CER Serial# 115260 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION WILLIS CANADA INC ., A WILLIS TOWERS WATSON COMPANY ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 1500 -1095 WEST PENDER STREET ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW . VANCOUVER , BC V6E 2M6 TEL: 604-683-6831 INSURERS AFFORDING COVERAGE NAIC# IN SUR ED INSURER A: CONTINENTAL CASUALTY COMPANY AVOCETTE TECHNOLOGIES IN C. INSURER B: 2ND FLOOR -422 SIXTH STREET INSURERC: NEW WESTMINSTER, BC V3L 382 INSURER D: I INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT , TERM OR COND ITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERT IFI CATE MAY BE ISSUED OR MAY PERTAIN, THE IN SURANCE AFFORDED BY THE POLICES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXC LU SIO NS AND CONDITIONS OF SUCH POLICIES, AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS . INSR ADD'L TYPE OF INSURANCE POLICY NUMBER P8~1.fJ rlf J,ti~~ P8~!f/1~ig;gitJ!gN LIMITS LTR NSRC GENERAL LIABILITY EAC H OCCURRENCE $ 2,000,000 -~~~~f§M~faE~c~~~ncel A X COMMERCIAL GENERAL LIABILITY MPR 2755219 09/30/18 09/30/19 $ -D CLAIMS MADE [Kl OCCUR MED EXP (Any one person) $ -(INCLUDING BODILY INJURY & PERSONAL & ADV INJURY $ 2,000,000 -PROPERTY DAMAGE LIABILITY) 2,000,000 X CONTINGENT EMPLOYERS LIABILITY GENERAL AGGREGATE $ -GEN'L AGGR EGATE LIMIT APPLIES PER: PROD UCTS -COMP/OP AGG $ 2,000,000 rn POLICY n mg: n LOG AUTOMOBILE LIABILITY MPR 2755219 09/30/18 09/30/19 COMBINED SINGLE LI MIT -$ 1,000,000 A ANY AUTO (Ea accidenl) - ALL OWNED AU TOS BODILY INJURY -(Per person) $ SC HEDULED AUTOS -X HIRED AUTOS BODILY INJURY -$ X NON-OWNED AUTOS (Per accident) - -PROPERTY DAM AG E $ (Per accident) GARAGE LIABILITY AUTO ONLY -EA ACCIDENT $ ~ ANY AUTO OTHER THAN EAACC $ AUTO ONLY: AGG $ EXCESS/UMBRELLA LIABILITY EACH OCCURR ENCE $ Oocc uR D CLAIMS MADE AGGREGATE $ R DEDUCT;BLE $ $ RETENTION $ $ WORKER'S COMPENSATION AND I T'6~1IfJ1¥s I 10TH-ER EMPLOYERS' LIABILITY ANY PROPRIETOR/PAR TNER/EXECUTIVE EL EACH ACCIDENT $ OFFICER/MEMBER EXC LUDED? EL DISEASE -EA EMPLOYEE $ If yes, describB under EL DI SEASE -POLICY LIMIT $ SPECIAL PROVIS IONS below OTHER A CYBER LIABILITY PLP 2878253 09/30 /18 09/30/19 $2 ,000 ,000 PER CLAIM $2,000,000 PER AGGREGATE DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS CITY OF CUPERTINO, ITS CITY COUNCIL, BOARDS AND COMMISSIONS, OFFICERS, EMPLOYEES AND VOLUNTEERS ARE ADDED AS AN ADDITIONAL IN SUREDS, BUT ONLY WITH RESPECT TO LIABILITY ARISING VICARIOUSLY OUT OF THE OPERAT ION S OF THE NAMED INSURED. A WAIVER OF SUBROGATION IS GRANTED IN FAVOUR OF THE CERTIFICATE HOLDER . COVERAGE IS PRIMARY AND NON-CONTRIBUTORY CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPI RATION DATE THEREOF, THE ISSU ING INSURER WI LL ENDEAVOR TO MAIL~DAYS WR ITIEN CITY OF CUPERTINO NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL 10300 TORRE AVE . IMPOSE NO OBLIG ATION OR U AB ILITY OF ANY KIND UPON THE INSURER, ITS AGEN TS OR CUPERTINO CA 95014 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE WUJSOIIWl.\u,:_AWUlS"""""WATS<>ICOMPANY 1=?~ ACCOUNT MANAGER I ACORD 25 (2001/08) ©ACORD CORPORATION 1988 WillisTowe rsWatson l1PPl1I October 3, 2018 City of Cupertino 10300 Torre Avenue Cupertino, CA 95014 To Whom It May Concern: Subject: Avocette Technologies Inc. Willis Towers Watson is the insurance broker for Avocette Technologies Inc. (Avocette). This letter is to confirm that Avocette has Contingent Employers Liability insurance under their Commercial General Liability as evidenced on the attached certificate. In British Columbia, Canada, Primary Worker's Compensation insurance, including Employers Liability, is provided by the Provincial WorkSafe BC Program . The Contingent Employers Liability coverage will provide coverage for any employee who is ineligible for the WorkSafe BC coverage. Should you have any questions please do not hesitate to contact the undersigned. Sincerely, Paula Hardie, BA, CIP, CAIB Account Manager Paula Hardie, BA, CIP, CAIB Account Manager 1500 -1095 West Pender St. Van couver, BC V6E 2M6 Canada T +604.683.6831 D +604 .605 .3654 E pau la.hardie@wi llistowe rswatso n.co m W willistowerswatson .com Page 1 of 1 IV.!l·h)@SAFE BC I Assessment Department Mailing Address PO Bo x 5350 WORKING TO MAKE A DIFFERENCE Station Terminal Vancouver BC V6B 5L5 Avocette Technologies Inc. 422 Sixth Street NEW WESTMINSTER, BC V3L 382 Person/Business : AVOCETTE TECHNOLOGIES INC Account number: 497718 Location 6951 Westminster Highway Richmond BC V7C 1C6 www . worksafebc. com Clearance Section Telephone 604 244 6380 Toll Free within Canada 1 888 922 2768 Fa x 604 244 6390 October 03 , 2018 We confirm that the above-mentioned account is currently active and in good standing. This firm has had continuous coverage with us since January 01, 1994 and has satisfied assessment remittance requirements to October 01, 2018 . The next payment that will affect this firm's clearance status is due on October 20, 2018. This information is only provided for the purposes of Section 51 of the Workers Compensation Act, which indicates that a person using a contractor or subcontractor to perform work may be responsible for unpaid assessments of the contractor or subcontractor. Employer Service Centre Assessment Department Clearance Reference#: C130486537 CLRA1A Now you can report payroll and pay premiums online. Visit www.worksafebc.com Please refer to your account number in your correspondence or when contacting the Assessment Department. To alter this document constitutes fraud. -l - 1ST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF CUPERTINO AND AVOCETTE TECHNOLOGIES INC. FOR ACCELA CONFIGURATION AND SUPPORT SERVICES This 1st Amendment to the Agreement between the City of Cupertino and A vocette Technologies Inc., for reference dated December 19, 2017 , is by and between the CITY OF CUPERTINO , a municipal corporation (hereinafter "City") and AVOCETTE TECHNOLOGIES INC., a Limited Liability Company ("Consultant") whose address is 422 Sixth Street, New Westminster, British Columbia, Canada V3L 3B2, and is made with reference to the following: RECITALS : A. On June 21, 2017, an agreement was 'entered into by and between City and Consultant (hereinafter "Agreement") with a te1mination date of June 30, 2018 for Consultant Services for Accela Configuration and Support. B. City and Consultant desire to modify the Agreement on the terms and conditions set fo11h herein. NOW, THEREFORE, it is mutually agreed by and between and undersigned parties as follows: 1. Paragraph 2. Services to be Performed is modified to read as follows: Consultant shall perfom1 each and every service set forth in the revised statement of work, Revised Exhibit "A ", which is attached hereto and incorporated herein by this reference. 2. Paragraph 3. Compensation to Consultant is modified to read as follows : This Change-Order/Statement of Work will require approximately $139,143 of additional funding (beyond the $160,000 original contract amount) to deliver the final production environment, professional services and related training. The total compensation is in the amount of $299,143 as set fo11h in the Revised Exhibit "A", which is attached hereto and incorporated herein by this reference . 3 . The following Exhibits to the Agreement, are amended and replaced to read as shown in the attachments to this Amendment: a . Revised Exhibit "A," -Change Order: Statement of Work 4. Except as expressly modified herein, all other terms and covenants set forth in the Agreement shall remain the same and shall be in full force and effect. IN WITNESS WHEREOF, the pai1ies hereto have caused this modification of Agreement to be executed . II II II II II By Stewart Jack Title Executive Vice President Date January 8. 2018 CITY <?~~UPERTIN_O A Mlli1;,e1Ral Corporation By yvJ ~ Title C.r!? j/4 114= ,,- RECOMMENDED FOR APPROVAL: By: ------- Title ------- APPROVED AS TO FORM: /J6{o Y--Q..u..a---~~ Cit ttomey r .,/lo ~d ~ City Clerk ( r-J O 1 0 Change Order Revised Exhibit A Change Order: Complex Records and Data Conversion and Full Configuration Prepared for: The City of Cupertino C 0 © 2017 Version 2.0 Page 1 Change Order E Or CONTENTS TABLE OF CONTENTS ..................................................................................................................................................................... 2 DOCUMENT CONTROL .................................................................................................................................................................... 3 MODIFIED CONTRACT ..................................................................................................................................................................... 4 WORK DE SCRIPTION .............. , .............................................................................................................................................................. 5 DELI VERABLE 1: CIVIC PLATF ORM SETUP ................................................................................................................................................ 5 DELI VERABLE 2: SELF DIRE CTED ONLINE TRAINING ................................................................................................................................ 6 DELIVERABLE 3 : SET UP OF AGENCY USERS ........................................................................................................................................... 8 DELIVERABLE 4: AN ALYSIS SES SION S ..................................................................................................................................................... 8 DELI VERABLE 5 : ANA LYSIS DOCUM EN TATION .......................................................................................................................................... 9 DELIVERABLE 6: CONFIGURATION, BU SINE SS RULE S, AND QU ALIT Y ASSURANC E .................................................................................... 10 DELIVERABLE 7: LI CEN SE D PR OFE SS IONA L CSLB INTERFACE ............................................................................................................... 11 DELI VERABLE 8 : WEBE X CI VIC PLATF ORM AD MINISTRAT IVE TRA INING .................................................................................................... 12 DELI VERAB LE 9: WEBE X CIVIC PLATF ORM DAILY END USER TRAIN ING ................................................................................................... 12 DELI VERABLE 10 : HISTORI CA L AN D IN-FLIGHT DATA CONVERSION ANALYSI S .......................................................................................... 13 DELI VERABL E 11: HI STORICAL AND IN-FLI GH T DATA CONVERSION DE VELOP MENT .................................................................................. 14 DELI VERABL E 12 : DOCUMEN T RE CORD CONVERSION ........................................................................................................................... 14 DELI VERABLE 13 : GIS DEPL OYM ENT .................................................................................................................................................... 15 DELI VERAB LE 14: DOCUMENT MANAGEM ENT SYSTEM INT ERF AC ES ........................................................................................................ 16 INTE RFAC E ANA LYSIS .......................................................................................................................................................................... 16 DELIVERABLE 15: NEW WORLD FINANCIAL SYSTEM INTERFACE ............................................................................................................. 17 15 .1 INTERF AC E AN ALYS IS ................................................................................................................................................................... 17 DELIVERABLE 16: OUT-OF-SCOPE BPT CON FIGURATIONS & RECEIPT REPLI CATION ................................................................................. 18 DELIVERABLE 17: RE MOT E USER ACC EPTANC E TESTING (UAT) ...................................................................................................... 21 DELI VERABL E 18: 0NSITE ENGAGEMENT & PROJECT QUALITY ASSURANC E ............................................................................................ 22 DELI VERABLE 18A: ON SITE AD MIN TRAINING ........................................................................................................................................ 22 COST SCHEDULE ........................................................................................................................................................................... 23 EXPENSES: ..................................................................................................................................................................................... 25 APPENDIX A -PROJECT RECORD TYPES ................................................................................................................................. 26 APPENDIX B -SCRIPTING DEFINITIONS ..................................................................................................................................... 29 APPENDIX C-DOCUMENTATION TEMPLATE ............................................................................................................................ 30 APPENDIX D-DATA CONVERSION PROCESS OVERVIEW ...................................................................................................... 33 © 2017 Vers ion 2 .0 Page 2 Change Order OCOMENT CONTROL Date Author Version Change Reference 11Nov17 Mike Buell 1.0 Initial draft 05Dec17 Mike Buell 2.0 Update to deliverables table and modification summary © 2017 Version 2.0 Page 3 Change Order OD1F1ED CONTRACT Please find enclosed Avocette Technologies Modified Contract for Professional Services ; this contra ct represents a Change-Order to the Supplemental Statement of Work submitted on June , 2017 . This Change Order supersedes any/all deliverables depicted in the above cited document as the scope and nature of work has altered dramatically since the project commenced. This quotat ion is related to the final implementation of outstanding items to deliver a minimum viable product in the most expeditious and cost efficient manner possible. Please note deliverables have been executed since submission of the original contract, and have been invoiced as indicated herein . We will execute all deliverables on a fi xed-fee price for the full range of our Professional Services ; however should the Customer requ est additional work outside of the scope defined above , then Avocette will calculate the value of any change orders required to address the additional work at a rate of $135 .00 per hour plus applicable expenses if any. The first change in the statement of work pertains to the analysis , documentation , scripting, configuration, and quality assurance of 95 record (permit) types. The list of record types is provided in Appendix A). With this change in scope we have removed the following deliverables from the original statement of work : • 03 -Set-up BPTs • 05 -Workflows • 06-Fees • 07 -Service/Inspection Records • 08 -Data Fields/ASls • 09 -Existing user groups • 010 -New user groups • 011 -ACA updates • 012 -Property upload The second change in the statement of work is the inclusion of a detailed historical data conversion which will include document conversion . Since we will be completing a detailed historical data conversion we have removed the following deliverable : • 014 -Express Historical Data Conversion All the deliverables from the original contract , except those listed above, will be included in the revised contract. This Change-Order will require appro ximately $139,142.65 of additional funding to deliver the final production environment, professional services and related training. We appreciate your consideration , and look forward to working with the City of Cupertino towards successful deployment of the Accela Civic Platform. © 2017 Version 2 .0 Page 4 Change Order WORK DESCRIPTION The following section describes the specific activities and tasks that will be executed to meet the business objectives and business requirements of the Agency. In support of the implementation effort as described above , Avocette will provide the following detailed implementation services . For each deliverable , a description is provided as well as criteria for acceptance of the deliverable. DELIVERABLE 1: CIVIC PLATFORM SETUP Upon Contract signing , Avocette will work with Accela to setup an environment in the Civic Cloud and load the Best Practice Templates for land management, which includes permits and inspections , code enforcement , and planning and zoning into the configuration. Additionally , the environment will be licensed according to the Agency sales order form (CMAS subscription terms). In terms of specific output , the following will be executed for this deliverable: • URL's and login information for each environment Specifically, Avocette will perform the following tasks within the support environment: • Verify that the Civic Platform is operational by using the valid credentials to log into the Agency 's computing environment. • Setup the software licensing in the Accela cloud per the agreed to sales order form • Install the Accela Land Management Best Practices Template Configurations • Setup Bing maps with geocoding and routing • Setup the mobile applications gateway for use of field applications • Setup the payment processing gateway for supported vendors. Currently , the Civic Platform inherently supports Official Payments, PayFlow Pro 4.3 (PayPal) and Virtual Merchants. o If the Agency is working with another payment vendor, the Avocette team can scope the level of effort as a separate deliverable item. Avocette Responsibilities: • Provide timely and appropriate responses to Agency 's request for information . • Setup the Civ ic Platform in Accela 's Civic Cloud. • Provide desktop requirements documentation to Agency. • Update the specific Accela ePayment SDK with the Agency provided merchant account attributes and deliver completed Accela ePayment SDK to Accela IT. • Provide instructions on how to login/logout and view the loaded Best Practice Templates Agency Responsibilities: • Provide timely and appropriate responses to requests for information by Accela. • Arrange for the availability of appropriate Agency staff to assist with inquires and activities related to system installation , setup , testing , and quality assurance throughout the setup process . • Agency staff is responsible to work with the supported payment vendor (Official Payments , PayFlow Pro 4.3 (PayPal) and Virtual Merchant) to collect the necessary information for the payment processing gateway . For example , the staff will need to provide the Avocette team with information such as the Product ID, Convenient Fee values , the Payment gateway URLs and other vital information to successfully implement the payment processing gateway . © 2017 Version 2.0 Page 5 Change Order • gency staff must proviae supported payment vendor informatio n based on Avocette and Cupert in o's agreed upon project plan timeline • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria : • Confirmation of ability to log into the Civic Platform using the valid credentials DELIVERABLE 2: SELF DIRECTED ONLINE TRAINING Based on past experience with client implementations we highly recommend the City of Cupertino takes full advantage of the online resources to optimize their knowledge base of Accela 's Civic Platform in advance to ensure success of the project The platform includes access to a large library of City staff administrator and City end user training materials in Accela 's Success Community system, available online and self-paced . Each City staff user can request login credentials and gain access to the entire library of training materials which include video tutorials, how-to documents , administrator and end user guides . The online training content focuses on the administration, maintenance and augmentation of the Civic Platform configuration . Avocette has defined a self-paced/ self-directed online training program for the Agency 's project team to complete before the project commences. The training program ensures your team has the foundational understanding of the Accela software and all of its components. The program includes: 1) Interactive e-lessons where participants are prompted for responses or asked to complete exercises inside the learning module 2) Video tutorials 3) Course Guides (PD F) © 2017 Version 2 .0 Page 6 Change Order Content is organized such that clients can easily navigate through the modules. The following is a sample outline for the Getting Started course : Subject Topic elesson Video Cour.;e Guide Ge ttin g Started Ge_ttinq Slarted Logging In and Out I Setting Preferences Navigating the User Interlace Global Soorching Searching for Records Us inq the My Tasks Portlel I Glossary It is estimated that each project team member will need to dedicate 40-60 hours over a 2-4 wee k period to complete the prescribed training, review the provided best practice da ta sheets and advise Avocette of the configuration changes needed for their system . Hours and duration are estimates only and may vary by City . In terms of specific output , the following will be executed for this deliverable: • Access to Success Community online training content Avocette Responsibilities : • Provide the City with access to the Success Commun it y website, demonstrate how to register and login , along with how to search for and find the online training content • Provide list of online training courses to be completed Agency Responsibilities : • Identify all Cupertino project team members that will be involved in the project • Select and provide the Success Community website to the staff users who will require the online training content. • Ensure that users are proficient in using PC 's as a prerequisite before accessing the online train ing content. • Ensure that users are familiar with use of standard Internet browsers as a prerequ isite for the course. • Ensure that users have appropr iate hardware/software for successfully viewing online video content. • Ensure that users are successfully reading and completing the recommended online course content throughout project implementation . • Schedule the necessary time to complete all course work in the identified time frame • Confirmation of the completion of all courses outlined in the Avocette Course requirement by all Cupertino Project team members . • Schedule appropriate Cupertino staff participants and meeting locations for training activities Acceptance Criteria : • Access Accela Su ccess Community on line training © 2017 Version 2.0 Page 7 Change Order DEDVERABtE"3 : SETUP O :AGENCY USERS Avocette will setup Agency staff users based on the number of software licenses purchased . Avocette will deliver and discuss the Accela BPT Roles and Functions Matrix document, and the Agency will indicate which user group role each staff is to be assigned. For example, if Agency purchases 10 Land Management Solution licenses , Avocette will setup 10 named staff user login accounts . In terms of specific output, the following will be executed for this deliverable : Avocette Responsibilit ies : • Provide timely and appropriate responses to Agency 's request for information . • Deliver and provide instructions on the Accela BPT Roles and Functions Matrix document • Create named staff user login accounts and deliver account credentials to Agency Agency Responsibilities : • Provide timely and appropriate responses to Avocette 's requests for information . • Arrange for the availability of appropriate Agency staff to provide a list of Agency user accounts and indicate which user group role the user is to be assigned . • Agency staff must review the Accela Roles and Functions Matrix document • Agency staff must provide list of user accounts and indicate user group role feedback based on Avocette and Cupertino 's agreed upon project plan timeline • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria: Confirmation of staff user accounts are created by logging into Civic Platform with valid credentials. DE LI VERABLE 4: ANALYSIS SESSIONS Avocette will work with the Agency to define and document the configuration requirements for the 95 record types that will be configured in the Accela system . There are complex records which will require a ma in record and one or more subrecords (child records). Appendix A provides a list of all record types that will be configured . In order to develop the content for the analysis document(s), Avocette will work closely with Agency personnel and will conduct analysis sessions to capture the "to-be " required business processes. In conjunction with the Agency representatives , Avocette will perform the following tasks: • Review and understand existing business processes intended for migration into Accela Civic Platform. • Review the developed business process as a basis for configuration in Accela Civic Platform 's workflow tool. • Assist the Agency in streamlining existing business processes for fit into Accela Civic Platform. • Collect employee names and associated roles and identify user group setups. • Review the collected document intake requirements , forms , and data fields for each process . • Review the collected document output requirements (documents/letters/reports). • Review the collected document fees , fee schedules , and collection procedures for each process . • Review the collected document all required inspections and inspection result options for each type. In terms of specific output, the following will be executed for this deliverable: >-Analysis data gathering activities including interviews and web conferencing sessions. © 2017 Version 2 .0 Page 8 Change Order Avocette Responsibilities: • Provide timely and appropriate responses to Agency 's request for information. • Interview staff in order to understand existing business processes. • Conduct requested sessions to capture the required business processes to be automated with in the system . • Conduct meetings via email, web conference and phone to complete required consu lting . Agency Responsibilities : • Pro vide timely and appropriate responses to Avocette 's requests for information . • Make available the appropriate Agency key users and content experts to provide required information , participate in the configuration analysis and verify the accuracy of the documented workflows , inpuUoutput formats, and data elements. • Provide any exist ing business process documentation , including process flows ; fee schedules; commonly used applications , reports and forms ; and other relevant information . • Schedule participants and meeting locations for analysis and documentatio n activities. Acceptance Criteria : • Draft of the Analysis Documents for each record type . DELIVERABLE 5: ANALYSIS DOCUMENTATION Analysis Document(s) will be developed by Avocette based on the information gathered in Deliverable 4: Analysis Sessions. Th is do cument(s) will serve as the 'blueprint ' for processes throughout the implementation project. Upon completion of the document(s), Avocette will conduct a formal review with Agency for the purpose of approval and sign-off on the deliverable . In terms of specific output , the following will be executed for this deliverable : >" Analysis documents detailing the configuration that will be completed for the record types . Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's request for information. • Interview staff in order to understand existing bus iness processes . • Build selected prototypes to demonstrate proposed funct ional ity . • Conduct meetings via email , web conference and phone . • Prepare and complete analysis document(s) capturing the Agency 's business processes to be included in the configuration (template provided in Appendi x C) Agency Responsibilities : • Provide timely and appropriate responses to Avocette's requests for information. • Schedule participants and meeting locations for analysis and documentation activities . • Review and provide feedback on the analysis document(s) © 2017 Version 2 .0 Pag e 9 Change Order ~ccep ance Cr iteria : • Review the analysis document(s) and validate that the content accurately reflects the business processes data that will be included in the Accela Civic Platform configuration . • Agency will have 5 business days to conduct initial review of the analysis document(s). If no changes or comments are requested with in the 5 days , the analysis document(s) is considered approved by the Agency. Upon delivery of init ial feedback , Avocette will complete the necessary changes and updates . The second and final review will have 3 business days for acceptance. DELIVERABLE 6: CONFIGURATION, BUSINESS RULES, AND QUALITY ASSURANCE Avocette will provide professional services to develop the configuration of the Accela Civic Platform in accordance with requirements established and documented in Deliverable 4: Analysis and Documentation . During the configuration phase Avocette will identify opportunities to supplement the Accela Civic Platform base functionality via Event Manager Script Engine (EMSE) scripts and Expression Builder in order to validate and automate business processes . Avocette will work with Agency to identify desired functionality , and subsequently will asslst with prioritizing the needs in order to determine that will be developed by Avocette within the scope of this implementation . The Business Process Validation and Automation developed by Avocette can be used as models whereby agency staff can develop and modify additional functionality as needed. Scripting will include items listed in Appendix B. In terms of specific output , the following will be executed for this deliverable: >" Prioritized list of requirements that require Automation >" Specification documents for each required Automation >" Demonstration of completed Automations in development or test environments per the specifications document(s) >" Quality assurance of the configuration and EMSE scripts and Express ion Builders . >" Completed Foundation of Accela Civic Platform Solution that supports the analysis documentation Avocette has broken down the deliverables for this phase into the following: ~;: ~/<.: ~:, t_ :: I ~ : :>•; 6A Accela System Configuration 6B Business Rules 6C Quality Assurance Avocette Responsibil ities: • Provide timely and appropriate responses to Agency 's request for information. • Assist with development of list of desired functionality • Aid the Agency in prioritizing which scripts will be developed by Avocette • Develop scripts based on the specifications • Demonstrate functionality of scripts per specifications • Configure the foundational components as defined in the analysis document(s). © 2017 Version 2.0 Page 10 Change Order • Provide timely and appropriate responses to Avocette 's requests for information. • Allocate the time for qualified business and technical experts for the script requirements sessions that are • critical to the project success • Identify resources that will learn scripting tools and approaches for ongoing maintenance • Priorit ize desired functionality to determine which scripts Avocette will develop • Verify the Script Specification meets the intended business requirement • Allocate the time for qualified personnel to test the script for acceptance • Make available the appropriate Agency key users and content experts to provide required information , participate in the configuration analysis and verify the accuracy of the documented workflows , input/output formats , and data elements. • Work with Avocette to verify that the system meets the foundational requirements documented in the analysis document(s). • The Agency will test the system for purposes of validating the configuration. Acceptance Criteria : • Review and acceptance of design document with written sign-off from the Agency • Demonstration of all developed scripts within the system to the Agency • Review and approve that the Accela Civic Platform Solution Foundation meets the requirements documented in the approved analysis document(s). DELIVERABLE 7: LICENSED PROFESS IONAL CSLB INTERFACE Avocette will develop an interface to the California State Licensing Board (CSLB). The interface will search for licensed contractors based on state license number . If a license contractor is not found or is the license has expired an error message will appear. If the license is found the relevant information will be populate on the Accela form. In terms of specific output, the following will be executed for this deliverable: >-Validation and population of Licensed Professional information in the Accela system Avocette Responsibilities: • Provide timely and appropriate responses to Agency 's request for information. • Document , develop and test the CSLB interface. Agency Responsibilities: • Provide timely and appropriate responses to Avocette 's requests for information . • Review and sign-off on interface documents. • Test and approve that the interface meets Agency requirements. Acceptance Criteria : • Successfully search for and retrieve loaded Licensed Professional information by logging into the Civic Platform with valid credentials © 2017 Version 2 .0 Page 11 Change Order DEDVE~BtFS: EBEX CIVIC "f'LATFOR M ADMINISTRATIVE TRAINING Avocette will provide instructor lead training via WebEx engagement for Agency staff that focuses on the administration, maintenance and augmentation of its Civic Platform configuration. The platform includes access to a large library of training materials in Accela 's Success Community system. Each agency staff user should request login credentials and gain access to the video tutorials , how-to documents and administrator user guides . Access the Accela Success Community link to view Administrative User training content https://ac ce la .force .com /success/articles/Train in q/T raining-System-Administrators-lndex?popup=true Agency staff is expected to read and review the online content in advance to better prepare for the instructor lead WebEx training . In terms of specific output , the following will be executed for this deliverable: » Access to Accela Success Community online training content » Instructor lead Civic Platform Administrative Training (agenda provided) via WebEx engagement Avocette Responsibilities: • Provide timely and appropriate responses to Agency 's request for information. • Provide Agency the Accela Success Community website , provide instruction on how to register and login , along with how to search for and find the online training content. • Coordinate with Agency and schedule the appropriate day/time to deliver the Civic Platform Administrative Training content outlined in the provided agenda . • Provide Civic Platform Administrative Training Agenda training content • Prov ide Agency the WebE x engagement information for the Civic Platform Administrative training. Agency Responsibilities : • Provide timely and appropriate responses to Avocette requests for information . • Provide the Accela Success Community website to the staff users who will requ ire the online training content. • Ensure that users are proficient in using PC 's as a prerequisite before accessing the online training content. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course . • Ensure that users have appropriate hardware/software for successfully viewing online video co ntent. • Ensure that users are successfully reading and completing the recommended online course content throughout project implementation . • Schedule appropriate Agency staff participants and meeting locations for training activities . Acceptance Cr iteria: • Access Accela Success Community on line training • Del iver the Civic Platform Administrative Training (agenda provided) DELIVERABLE 9: WEBEX CIVIC PLATFORM DAILY END USER TRAINING Avocette will provide instructor lead training via WebE x engagement for Agency staff that focuses on the daily end user activities , such as basic software navigation , record creation and updates , workflow progression , fee invoicing , processing payments , scheduling and resulting inspections . The aim is to educate Agency resources on how to successfully process a record (permit , license or work order). Avocette will focus the training on what the Agency normally does operationally , the services that take up the majority of the Agency staff time . Therefore , the Agency will select 2 -4 record processes and Avocette will focus the training on the selected record types . In terms of specific output , the follow ing will be executed for th is de li ve rable : © 2017 Versi o n 2 .0 Page 12 Change Order ~ Access to Accela Success Community online training content ~ Instructor lead Civic Platform Daily End User Training (agenda provided) via WebEx engagement ~ Avocette will focus training content on the 2 -4 record processes selected by the Agency Avocette Responsibilit ies : • Provide timely and appropriate responses to Agency 's requests for information. • Provide Agency the Accela Success Community website , provide instruction on how to register and login, along with how to search for and find the onl ine training content. • Coordinate with Agency and schedule the appropriate day/time to deliver the Civic Platform Daily End User Training content outlined in the provided agenda. • Provide Civic Platform Daily End User Training Agenda training content and focus on the 2-4 record processes identified by Agency • Provide Agency the WebEx engagement information for the Civic Platform Daily End User training. Agency Responsibilities : • Provide timely and appropriate responses to Avocette requests for information . • Provide the Accela Success Community website to the staff users who will require the online training content. • Identify and provide specific Agency procedural details on 2 -4 record processes in which Avocette will teach for the instructor lead training session. • Ensure that users are proficient in using PC 's as a prerequisite before accessing the online training content . • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. • Ensure that users have appropriate hardware/software for successfully viewing online video content. • Ensure that users are successfully reading and completing the recommended online course content throughout project implementation . • Schedule appropriate Agency staff participants and meeting locations for training activities . Acceptance Criteria : • Access Accela Success Community online training • Deliver the Civic Platform Daily End User Training (agenda provided) DELIVERABLE 10: HISTORICAL AND IN-FLIGHT DATA CONV ERS ION ANAL YSIS Upon receipt of Agency 's Legacy data , Avocette will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency 's historical data into the Accela Civic Platform. Appendix D provides an overview of the conversion process . In terms of specific output , the following will be executed for this deliverable : ~ Data conversion mapping document. Avocette Responsibilities: • Work with the Agency to define and document historical data elements that are required for the conversion. • Facilitate the data analysis and mapping process • Complete the Data Conversion Specifications Document. Agency Responsibilities: • Provide historical data in acceptable formats . © 2017 Version 2 .0 Page 13 Change Order • Proviae su l5Ject matter experts on th e dat a sou rc e to aid Avocette in identifying key components of the historical data. • Provide subject matter experts on the historical configuration to aid in the data mapping process. • Review and sign-off on completed Data Conversion Specifications document. Acceptance Criteria : • The Data Conversion Specifications document identifies historical data elements that will be converted into Accela Civic Platform as well as document special consideration (ex . merging data sources, phasing, etc.) Acceptance Review Period: • Ten (10) business days total DELIVERABLE 11: HISTORICAL AND IN-FLIGHT DATA CONVERSION DEVELOPMENT Upon Agency approval of the Historical Data Conversion Specifications document , Avocette will provide a program(s) to migrate appropriate historical data into Accela Civic Platform . Upon receipt of the conversion from Avocette , the Agency OBA will load the data into the Test env ironment for validat ion . In terms of specific output, the following will be executed for this deliverable : >-Completion of migrated data into Accela Civic Platform development or test environment. Avocette Responsibilities: • Provide a program to migrate historical and in-flight data into the Agency 's AA test database environment. • Each data conversion will include up to three (3) conversion loads for client testing. • Validate the successful completion of the migration of historical data into the Agency 's test environment. Agency Responsibilities : • Providing the legacy data source in an accepted format. • Assist in the execution of the data conversion program and provide access to environments as needed. • Provide resources to validate the conversion statistics and the quality of the data converted into Accela Civic Platform Acceptance Criteria: • Historical and in-flight data has been converted to Accela Civic Platform testing environment according to the Data Conversion Mapping document. Acceptance Review Period: • Ten (10) business days total DELIVERABLE 12: DOCUMENT RECORD CONVERS ION Following the data conversion of the historical and in-flight data the documents attached to the legacy data will be loaded into the Accela system on a record-by-record basis . In terms of specific output, the following will be executed for this deliverable : >-Completion of document migration to the converted records . Avocette Responsib ilities : • Provide an interface to transfer the converted data documents on a record-by-record basis . © 20 17 Version 2.0 Page 14 Change Order a id ate !fie successful completion of the migration of documents into the Agency 's test environment. Agency Responsibilities: • Providing the documents on an accessible shared directory with directories for each converted records. • Metadata and documents to be imported will be in the directories. • Provide resources to validate the document conversion. Acceptance Cr iteria: • Historical data has been converted to Accela Civic Platform testing environment according to the Data Conversion Mapping document. DELIVERABLE 13: GIS DEPLOYMENT Avocette will coordinate the setup and configure Accela GIS to link and leverage existing City GIS information, including assistance with establishing the map service to be used in conjunction with Accela GIS . The following are the main objectives being pursued through the implementation of the Accela GIS: • Look up permit information and parcel information from the Permitting system • View selection, location, and associated GIS information • Select one or more parcels and add new applications to the permit system During GIS installation, Avocette 's technical staff will work with Agency IT staff to ensure that the components for hardware, software, database , network, and Internet are in place for the Accela GIS test and production environments . Avocette technical staff will validate the proper installation and configuration of the Accela GIS environment. In terms of specific output, the following will be executed for this deliverable: >-Accela GIS setup >-Attribute Mapping to 1 group of Application/Record data fields Avocette Responsibilities : • Demonstrate Accela GIS applications are operational thus communicating with the Accela Civic Platform system • Assist the Agency in identifying and developing additional Attribute Mappings , Proximity Alerts and Dynamic Themes Agency Responsibilities: • Arrange for the availability of appropriate staff for setup, testing , and quality assurance throughout the setup process • Provide people and physical resources based on the dates outlined in the project schedule • Provide Avocette with network access for remote installation and testing • Provide information and data in the formats specified by Avocette that will be needed for the GIS implementation © 2017 Version 2 .0 Page 15 Change Order DELIVERABLE 14: DOCUMENT MANAGEMENT SYSTEM INTERFACES For each in terface, the Avocette technical lead will work together with City 's technical lead and/or business leads to document functional requirements and technical spec ifications of the interface in an Interface Spec ifications Document. Interface development begins upon written approval of the specifications . It is expected all interfaces will use Accela's Gov XML , web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system. In other words , data coming into Accela and datc1 coming from Accela will use the existing integration technology . Cupertino 's responsibilities include obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted , etc .). The City will also ensure Avocette resources have access to a Development or Test version of the 3rd party system for interface development and unit testing . All interfaces will be developed against 1 (one), agreed upon version of the Jrd party system . Avocette will conduct Analysis and Development for each system that will be interfaced with Accela within the scope of this implementation . INTERFACE ANALYSIS In order to determine the City requirements for each interface , analysis sessions will be conducted as a portion of this deliverable . The findings will then be documented in the Interface Specifications Document(s) for use by Avocette in build ing the interface code. The implementation of the interface is dependent on the assistance of the City 's staff, specifically, interface analysis , data mapping , and data manipulation as required in the source system . Avocette will provide a program to integrate Jrd Party data to/from Accela Civic Platform . Business Process Anal sis & Pro·ect Mana ement Oversi ht In terms of specific output , the following will be executed for this deliverable : ~ Interface Specification Document(s) ~ Configuration & Testing of Project Do x and Laserfiche Interface Avocette Responsibilities : • Provide timely and appropriate responses to the Cupertino 's request for information • Conduct Interface Analysis sessions • Work with the City staff to develop interface specificat ions document Agency Responsibilities: • Provide timely and appropriate responses to Avocette 's request for information • Provide system and access to individuals to provide required details of system interface · • Assist in the interface specification development and data mapping process . • Review and approve the interface specification documents . • Work with Third Party Data Sources to determine best methods of interfacing to Accela system . © 2017 Vers ion 2.0 Page 16 Change Order Acceptance Review Period: • The City will have 5 business days to conduct an initial review of the Interface Specification document(s.) If no changes or comments are requested within the 5 days , the Interface Specification document(s.) is considered approved by the City. Upon delivery of initial feedback , Avocette will complete the necessary changes and updates. The second and final review will have 3 business days for acceptance. If no changes or comments are requested within the 3 days , the Interface Specification document(s .) is considered approved and eligible for invoicing . DELIVERABLE 15: NEW WORLD FINANCIAL SYSTEM INTERFACE For this interface, the Avocette technical lead will work together with County's technical lead and/or business leads to document functional requirements and technical specifications to draft an Interface Specifications Document. Interface development begins upon written appr.oval of the specifications . It is expected that this interface will use a batch engine that extracts data from the Accela Platform and creates a flat file for consumption by the New World system . The importation of the flat file into New World will be the responsibility of the agency. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system . In other words , data coming into Accela and data coming from Accela will use the existing integration technology. Cupertino 's responsibilities include obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted , etc .). Cupertino will also ensure Avocette resources have access to a Development or Test version of the 3rd party system for interface development and unit testing if required. The interface will be developed against 1 (one), agreed upon version of the 3rd party system. Avocette will conduct Analysis and Development for the system to be interfaced with Accela within the scope of this implementation. 15 .11NTERFACE ANALYSIS In order to determine Cupertino's requirements for the New World interface , an analysis session will be conducted as a part of this deliverable . The findings will then be documented in the Interface Specifications Document(s) for use by Avocette in building the interface code. The implementation of the interface is dependent on the assistance of the City 's staff, specifically , interface analysis , data mapping , and data manipulation as required in the source system . In terms of specific output , the following will be executed for this deliverable: >,, Interface Specification Document(s) >,, Data extract batch job and associated flat file based on the agency approved specification Avocette Responsibilities : • Provide timely and appropriate responses to the San Benito 's request for information • Conduct Interface Analysis sessions • Work with the County staff to develop interface specifications document • Create and unit test the batch job and file creation Agency Responsibilities: • Provide timely and appropriate responses to Avocette 's request for information • Provide system and access to individuals to provide required details of system interface • Assist in the interface specification development and data mapping process. © 2017 Version 2 .0 Page 17 Change Order • Review an approve tne in terface spec ifi ca tion documents. • Work with Third Party Data Sources to determine best methods of interfacing to Accela system. DELIVERABLE 16: OUT-OF-SCOPE BPT CONFIGURATIONS & RECEIPT REPLICATION Avocette will configure the following items identified as being out-of-scope from standard Best Practice Template deployment. Scenario 1: Process Permit Application Submitted Online. Out of the box messages do not leverage deep links ; For this scenario deep links are hyperlinks embedded in the body of the email that , when clicked , takes the user to that application in the web portal. This would require a notification template and scripting to send the email with the appropriate links -ESTIMATE= 10 hours/email. Scenario 2: Electronic Document Review -Third party document review software to be identified and could handle correction letter or could be developed with additional configuration based on city needs. Notification letters can be configuration and automated-ESTIMATE= 10 hours/record type . Scenario 3: Amend an Existing Permit Applicants can add documents at any time after submission , however if actual amendment records are required, they can be added to the project with additional configuration . [MB] Amendment Records are non BPT new records that typically require configuration and scripting to build -ESTIMATE = 10 hours/amendment record. Scenario 4: Customer Views Inspection Results Targeted messages can be managed by the agency administration or added to the project with additional configuration . Scripting would be required for targeted messaging -ESTIMATE= 10 hours/record type. Scenario 5: Replication of Agency Building Permit Placard versus standard report issued via Civic Platform http://64.165 .34.13/WebLink/DocView.aspx?dbid=O&id =359352&paae =1 &cr=1 -ESTIMATE= 35 hours/permit type . Meeting the requirements of the City of Cupertino Demonstration Scripts The following lists the scenarios in the Cupertino demonstration script with an indication as to the Civic Platform meeting the requirement with the current proposal from Accela and Avocette , which is the Accela Civic Platform with Best Practice Templates combined with the Avocette Project Scope of Work. The Civic Platform fully supports every scenario and capability , and in the five cases where the current project scope does not , the additional configuration have been added to the SOW as detailed (highlighted) below . © 2017 Version 2 .0 Page 18 Change Order Meets the Requirement Civic Delivery Name Scenario Platform Services as Comments with Best outlined in Practices Scope of Work Scenario 1: An HVAC contractor comes into ../ / the office ... Out of the box messages do not leverage deep links, however they could be included with additional configuration based on city needs . [MB] For this scenaho deep links are Scenario 2: Process permit application hyperlinks embedded in the body of submitted online ../ / the email that, when clicked, takes the user to that application in the web Permit portal. This would require a Management notification template and scripting to send the email with the appropriate links -ESTIMP..TE = 10 hours/email. Third party document review software to be identified and could handle correction letter or could be developed Scenario 3: Electronic document review ../ / with additional configuration based on city needs . [MB] Notification letters can be configuration. and automated - ESTIMATE = 10 hours/record type . Scenario 1: An Engineering Planner is ../ ../ interested in conductinq ... If the city chooses XA PO integration , parcel genealogy would be managed GIS Fu nct ionality in ArcGIS [MB] Accela GIS (AGIS) Scenario 2: Maintain Addresses and Parcels ../ / configuration is included -D17 -GIS Deployment In the SOW we also commit to 1 attribute mapping -so we could map historical parcel ID. Scenario 1: Scheduling Inspections ../ ../ Ins pec t ion Scenario 2: Manage Inspector workload ../ ../ Ma nageme nt Scenario 3: Individual Inspector management tools ../ ../ Mobile Inspe ct ions Scenario 1: Day in the life of an Inspector ../ ../ Scenario 1: Applicant comes in to counter or ../ ../ calls on the phone ... Dynamically presenting fields according to agency rules can be Plan M anag eme nt Scenario 2: General application creation added to the project with additional ../ / configuration [MB] We do not commit process to scripting or expression builders (EBs) in the SOW. 'vVe could use Deliverable 15--Admin Training to © 2017 Version 2 .0 Page 19 Change Order r ,.,,..,_.._ train them on this -they can do it themselves. Scenario 3: Applicant wants to apply for ,./ ,./ permit on line or apply ... Scenario 4: Planner takes in online permit ,./ ,./ and requires revisions ... Scenario 5: Staff needs to create mailing ,./ ,./ labels . Scenario 6: Staff receives application and ,./ ,./ needs to manaqe ... Scenario 7: Show how fees auto generate , ,./ ,./ how deposits are .... Scenario 1: Applicant comes in to counter or ,./ ,./ calls on the phone ... Scenario 2: General application creation ,./ ,./ process Scenario 3: Applicant wants to apply for ,./ ,./ permit on line ... Scenario 4: Planner takes in online permit ,./ ,./ and requires revisions ... Scenario 5: Staff needs to create mailing ,./ ,./ labels. Scenario 6: Staff receives application and ,./ ,./ needs to manage ... Scenario 7: Show how fees auto generate , ,./ ,./ how deposits are dealt ... Scenario 1: A large subdivision construction ,./ ,./ project with multiple ... Scenario 2: A residential contractor is submittinq an ... ,./ ,./ Applicants can add documents at any time after submission, however if actual amendment records are required, they can be added to the Scenario 3: Amend an existing permit ,./ ,/ project with additional configuration. [iv1B] Amendment Records are non BPT new records that typically require Res id ent ial Se lf configuration and scripting to build - Service ESTIMATE= 10 hours/amendment record. Scenario 4: Request an Inspection against ,./ ,./ an existinq permit Scenario 5: Submit an anonymous code ,./ ,./ enforcement complaint online Scenario 6: Allow customers to run reports ,./ ,./ online Targeted messages can be managed by the agency administration or added Scenario 7: A customer views inspection ,./ ,./ to the project with additional results and receives ... configuration. [MB] Scripting would be required for targeted messaging - ESTIMATE = 10 hoursirecord type. © 2017 Version 2.0 Page 20 I-- Change Order .. --Scenarib~1 :1. Customer visits the online portal and realizes ... -/ -/ Scenario 1 :2. Customer wishes to manage -/ -/ his/her account information. Scenario 1 :3. Customer wishes to obtain a fee estimate ... -/ -/ Scenario 1 :4. Submit an application for a -/ -/ new Subdivision Plan Scenario 2: Submit an application for a Sinale Family ... -/ -/ Scenario 3: 1. Logged in as another -/ -/ contractor that already ... Scenario 3: 2. Demonstrate how a customer could amend details of an ... -/ -/ Scenario 4: 1. Logged in as another -/ -/ contractor that already has permit ... Scenario 4: 2. Request an optional -/ -/ inspection against a permit Scenario 4: 3. Reschedule the requested -/ -/ inspection Scenario 4: 4. Cancel the requested -/ -/ inspection Scenario 5:1 . Without being logged into the -/ -/ web porta ... Scenario 6:1. Show where online customers can access reports ... -/ -/ Scenar io 6:2. Show how reports can be -/ -/ targeted to specific ... Agency specific alerts to online users can be managed by the agency administration or added to the project Scenario 7:a. Show how an online user -/ -/ with additional configuration. [MB] views inspection results ... This is outside of the scope. Wiil need to do some investigating on effort/cost if they want to move forward with this feature . DELIVERABLE 17: REMOTE USER ACCEPTANCE TESTING (UAT) Avocette will provide of support for training , oversight, answering questions and addressing issues discovered during 3 Days of Remote User Acceptance Testing . It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production. The testing effort will require a significant time investment by the Agency, and coordination of resources is critical . At this point in the implementation process, the Agency should test individual components of functionality of the solution (i .e., functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Civic Platform solution are operating properly (i.e ., integration testing). © 2017 Version 2.0 Page 21 Change Order DELIVERABLE 18: ONSITE ENGAGEMENT & PROJECT QUALITY ASSURANCE Upon Initiation of professional service work Avocette will visit Cupertino for a Project Kick-Off session to orientate agency personnel with the online tutorials and engage with the City 's Project Manager and related stakeholders to refine roles/responsibilities , and review business processes to align with configuration of Accela Civic Platform Best Practice Templates. The Project Kickoff Visit will entail 2 Days (up to 16 hours) onsite at start of project. The second crucial stage of implementation is just prior to "Go-Live " -Avocette will conduct a second visit for a duration of 3 Days (up to 24 hrs.) wherein our assigned Project Manager will provide assistance to the Agency ensure the solution meets the requirements as documented in all the deliverables. Avocette will work with the Agency in the testing and validation of the solution and its readiness to be migrated to production for active use at time of deployment. DELIVERABLE 18A: ONSITE ADMIN TRAINING Avocette will provide training for Agency staff that focuses on the administration, maintenance , and augmentation of its Accela Civic Platform configuration . Our aim at Avocette is to educate Agency resources on all aspects of Accela Civic Platform in an effort to enhance the Agency 's self-sufficiency. This allows the Agency to best react to changing requirements and ongoing maintenance, which can allow the Agency to be proactive and significantly reduce system maintenance costs over time . In terms of specific output , the following will be executed for these deliverables (18 & 18A): ).> 2 Days Project Kickoff & Business Process Review ).> 1 Day Agenda Planning & Course Prep ).> 4 Day Administrative Training Course (Up to 32 hrs .) ).> 3 Days Onsite Production Deployment Support Avocette Responsibilities : • Coordinate with the Agency to define training schedule and logistics. • Deliver training per the specific requirements listed above. Agency Responsibilities : • Select and prepare the power-users who will be participating in the training and subsequently training end users . • Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable Agency facilities to accommodate various training classes. • Ensure that users are proficient in using PC 's in a Windows environment as a prerequisite for the course. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria : • Execution of listed training courses © 2017 Version 2.0 Page 22 Change Order COS1SCREDUC Avocette will perform the Services below based on the deliverables outlined in this SOW. The pricing is based on the expected staffing requirements , project schedule , Avocette 's and Customer's roles and responsibilities and the other assumptions set forth in this SOW . Avocette's total price to perform the Services and provide the Deliverables described is $_288 ,641.65_ exclusive of taxes and travel expenses (the "Fixed-Fee "). The Fixed-Fee price is based on the information available at the time of signing and !he assumptions , dependencies and constraints , and roles and responsibilities of the Parties , as stated in this SOW . Avocette will invoice the City of Cupert ino on a monthly basis for each of the completed deliverables . At th is time Avocette has bil led for deliverables 1, 3, and 9 ($2,783 .33 for each de liverab le). © 2017 Version 2.0 Page 23 Change Order Premium Package Deliverable Price AA System Setup 1 $2 ,783.33 Self-Directed Online Tra ining (Non-Billable) 2 $0 Setup of Agency Staff User Accounts 3 $2 ,783 .33 Analysis Sessions (114 Hours) 4 $15,390.00 Analysis Documentation (171 Hours) 5 $23,085.00 Configuration of the Accela System (406 Hours) 6A $54,837.00 Business Rules (135 Hours) 6B $18 ,279 .00 Quality Assurance (135 Hours) 6C $18 ,279 .00 Licensed Professional CSLB Interface 7 $2 ,783 .33 WebEx (Remote) Admin Training 8 $2 ,783.33 WebEx (Remote) End-User Training 9 $2 ,783 .33 Historical and In-flight Data Conversion Analysis and 10 $16 ,200 Documentation (120 Hours) Historical and In-flight Data Conversion Development (180 Hours) 11 $24 ,300 Document Conversion (64 Hours) 12 $8 ,640 GIS-ESRI Deployment (92 Hours) 13 $12,420 Document Management Interfaces (250 Hours) 14 A,B $33 ,750 Project Management Oversight (100 Hours) 14 C $13,500 New World Financial Interface (88 Hours) 15 $ 11 ,880 Out-of-Scope BPT Items & Permit Replication (75 Hours) 16 $10,125 Remote User Acceptance Testing (UAT 3Days) (24 Hours) 17 $3 ,240 Onsite Engagement Project Kick-Off & QA (40 Hours) 18 $5,400 Onsite Administrative Training (40 Hours) 18A $5,400 Total Avocette Services $288,641.65 CHANGE TO AGREED TO SCOPE The price above is based on the information available at the time of signing and the assumptions , dependencies constraints, roles and responsibilities of the Parties , as stated in this SOW. Should there be changes to the scope , timeline or resources that increases the hours or costs needed to complete the project, a Change Order may be issued to address the increase in scope or costs. Avocette will endeavor not to exceed the total estimate amount without the prior approval of Customer; however should the Customer request additional work outside of the scope defined above , then Avocette will calculate the value of any change orders required to address the additional work at a rate of $135 .00 per hour plus applicable expenses if any . Should the Customer and Avocette agree that any of the assumptions used to provide the fi xed price quotation are in valid resulting in additional costs , then Avocette reserves the right to negotiate with the Customer to address these cost overages. © 20 17 Version 2 .0 Page 24 Change Order EXPENSE : Actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will be billed to Agency, according to Avocette 's expense policy. Avocette will bill Customer for actual expenses incurred for travel and lodging/living, as well as other approved out-of-pocket expenses (such as mileage , parking, tolls and telecommunications charges). Avocette will work with Customer to manage and control its expenses in accordance with Avocette travel policy guidelines and will not incur expenses in excess of the initial contracted budget below without Customer's prior written consent. Expense receipts will be made available as requested by Agency. Total estimated expenses are based on past engagement experience. Based on the assumption that there will only need to be 3x onsite trips at an estimated $_3 ,500.00_ each, the travel expense budget estimate is$_ 10,500.00_ Acceptance: Accepted By: Avocette Technologies Authorized Signature Stewart Jack Name -Type or Print Title Date © 2017 Version 2 .0 Accepted By: City of Cupertino Authorized Signature Name -Type or Print Title Date Page 25 Change Order END1 -ROJE'CT RECORD TYPES The following record/permit types will be included as part of Deliverables 4 and 5. Building Applications Building Major Applications BLDG/COMM/NEW BLDG/COMM/ADD BLDG/COMM/ALT BLDG/COMM/MECHANICAL BLDG/COMM/ELECTRICAL BLDG/COMM/PLUMBING BLDG/COMM/SOLAR BLDG/COMM/SIGN BLDG/COMM/RE-ROOF BLDG/COMM/POOL-SPA BLDG/COMM/DEMO BLDG/COMM/Tl PREP BLDG/RES /NEW BLDG/RES/ ADD BLDG/RES/ALT BLDG/RES /MECHANICAL BLDG/RES /ELECTRICAL BLDG/RES/PLUMBING BLDG/RES/SOLAR BLDG/RES/RE-ROOF BLOG/RES/POOL-SPA BLDG/RES/DEMO BLDG/MULTIFAMILY/NEW BLDG/MUL Tl FAMILY/ADD BLDG/MUL Tl FAMILY/ALT BLDG/MULTIFAMILY/MECHANICAL BLDG/MULTIFAMILY/ELECTRICAL BLDG/MUL Tl FAMILY/PLUMBING BLDG/MULT IFAMILY/SOLAR BLDG/MULTIFAMILY/RE-ROOF BLDG /MULTIFAMIL Y/POOL-SPA BLDG/MUL Tl FAMILY/DEMO Building Sub-Applications Mechanical Electrical Plumbing © 20 17 Ve rsion 2.0 Page 26 Change Order Misc Planning Applications General Plan Amendment Authorization General Plan Amendment -Major General Plan Amendment -Minor Zoning Map Amendments -Major Zoning Map Amendments -Minor Zoning Te xt Amendments Specific Plans Development Agreements Development Permit -Major Development Permit -Minor Development Permit -Amendment Use Permit -Major Use Permit -Minor Use Permit -Adminstrative Use Permit -Adult-Oriented Commercial Use Permit -Temporary Use Permit -Amendment Density Bonus (Residential) Architectural and Site Approval -Major Architectural and Site Approval -Minor Director's Minor Modification Hillside Exception Height Exception Heart of the City Exception Variance Status of non-conforming use Wireless Antennas Sign Neon -Neon Sign Readerboard -Readerboard Sign Freeway-Oriented -Freeway-Oriented S~nProgram-S~nProgram Exceptions Parking Exceptions Front-yard Interpretation Two-Story Design Review R1 Exception Minor Residential -Rear Yard Encroachment © 2017 Version 2.0 Page 27 Change Order Minor Residential -Extension of Non-Conforming Wall Line Minor Residential -Projection Beyond Building Envelope Minor Residential -New Deck or Balcony Minor Residential -Expanded Deck or Balcony Minor Residential -Sloped Lot Above 20% with 35% FAR Tree Removal -Dead Tree Removal -Development Tree Tree Removal -Privacy Tree Tree Removal -Speciman Heritage Tree -Removal Heritage Tree -Designation Tree Management Plan Retroactive Tree Removal Reasonable Accomodation Extensions Tentat ive Map -Subdivision Maps (five or more parcels) Tentative Map-Parcel (four or less parcels) Public Works Encroachment Permit Grading Permit Revocable Encroachment Permit PW Miscellaneous © 2017 Version 2.0 Page 28 Change Order ~PPENDIX" -SCRIPTIN G DEFINIT IONS The table below list the scripts that will be applicable to Deliverable 5 -Configuration , Scripting , and QA. 1l'lir:l: ·r -,. -' ''*'\ . } .. •t(t :;"-.. ;", ,.'ii:\,-'.III~11111111 111 .. . :/ ·: .' , ... :·: Validation Scripts Script that validates data and prevents submission of a form when the business rule fails. Fee Automation When fees need to be assessed and updated via scripting. Common for customers using legacy products where fee's are already auto-assessing based on user defined fields and other criteria. Record Creation Records are created via scripting , pre-populated and linked to a record hierarchy. General Automation General automation , such as creating and inspection , updating ASI, updatinq workflow, etc .. ACA Page Flow Scripts that dynamically calculates or populates data during the Accela Citizen Access intake process. Expression Builder Validation Script that validates data in a form and prevents submission. Expression Builder Automation Script that updates user defined field, required settings , hidden fields, etc, on a form. © 2017 Version 2 .0 Page 29 Change Order RECORD TYPE Business Process OCOMENT ATION TEMPLATE WORKFLOW DIAGRAM © 2017 Version 2 .0 Page 30 Change Order Record ID"Mask: BLD17-00001 (BLD$$YY$$-$$SEQ05$$) Workflow Name: Pl kfl f k d ease see wor ow name VISIO or as an f" status con 1Qurat1on . Task Result Octions DepartmenUUser lnpuUoutput Task Specific Information: Duration (days) TSI Group Group Name Field Label Data Type Mandatory Special Instructions Fee Schedule Fee Schedule Name: Fee Name Fee Item Code CoHected Data Calculation/Amount C F Id G N ustom ie roup ame: Subgroup Field Label ACA Label (if Name different) Custom List Group Name : Subgroup Name Column Name Intake Submitta] Form ltkF G Cd n a e orm roup 0 e: Section Display? Address Parcel Owner Licensed Professional Applicant Contact 1 Contact 2 Contact 3 Multiple Contacts Complai nant Info Complaint Info Additional Info Application Status Custom Fields Associated GIS Features © 2017 Versio n 2 .0 Version: Effective Date: Auto-Auto-GLAccount# Special Instructions EMSE# Fee Assess Invoice Indicator Data Type Required Display Special Instructions EMSE# Fee Field? in ACA? Indicator Data Type Required Field? Special Instructions EMSE# Require? Validate? Default Value Display Order Applicant ,. Page 31 ~ Change Order Structure Establishment Event Asset Custom Lists Documents Education Continuing Education Examination Comments Document Types Document Code: I Doo•m,m Type Inspections Inspection G C d roup 0 Inspection Type Scheduling in A C A: e: Required? Inspection Type Calendar Name Checklist Group Code: ~- Display in ACA? Schedule or Request? - -. - Required? Schedule Checklist Group Reschedule Cancel Restriction in ACA? Restriction Priority Schedule Schedule Schedule Scheduling Time Range(s) Cut-off # of Days Days in (ie. Morning 8am-12pm) Time Out Advance Checklist Item Required? Carry Major Status Values (Yes, No, Default Max Points Custom Fields Over Violation? NA) Score Group Failed Items? Inspection Result Group Code: Result Label Result Tvoe {Aooroved, Denied, Pendinq) ACA Related Configuration © 2017 Version 2 .0 Page 32 J Change Order PPENDlXD -~TA CONVERSION PROCESS OVERVIEW Proc es s The following table and diagram illustrate the process followed to perf01m a hist01ical data conversion from a legacy system to Accela using the Accela Conversion tool. f Step Process Description Process Task Process Owner i 1. I Migrate legacy data from A enc -----------------·---. I I legacy tables to Accela Populate standard tab les (through scripts or Agency (Avocette to ! l. .. ___ ! _ standard tables ________________ . _any other method)__________________ assist and support) I i 2. I ~o~i~~~:~~:ata to Accela i_:2~~~]e~:~a~a~~i~~i~~::;r~~~~~~e(: :::::::: ~~~~~~~---__ ___ --------! ! Run Accela mapping tool and enter data Avocette . l mapping I 3. , Migrate data from standard r Run Accela conversion tool using data mapping Avocette · ! tables to staging tables entered _____________________ __, Validate migration Avocette 4. I Migrate data from staging Run Accela conversion tool i tables to Acce la tables -r,····································- Avocette .................................................................................... , tte f 5. / Data validation i Validate that the legacy data is displayed in ;__ _ ____ __] ______________ ------------· _ ..... ___ i_ Accela __ application _ as _per .requirements ··-· ··-·-·--"-·-·--........ -....... -.---.. -·--·-----·-.......................... . ,.,...------...... 1··-·1 I I '---.. _____ /) Legacy Data • SQL Server • Oracle • Access • Flat Fil es • Othe r Format © 2 017 Version 2.0 Scrip11 VieN Other Melhod Mapsii!l: 1c Sta~forci , I Fonnat I Standard Migration r==---=J-~' '----- Data Corwersion Toof Configuration Staging Migration Acee/a Standard Tables H is torical Data Convers ion Process from Legacy System --· Accela Ap pli cation Acee/a Tables /--------..... , i'--·-------1 l __ J Acee/a Staging Tables Page 33 AGREEMENT BETWEEN THE CITY OF CUPERTINO AND Avocette Technologies Inc. FOR Accela Configuration and Support SERVICES THIS AGREEMENT, is entered into this 21 day of June , 2017 , by and between the CITY OF CUPERTINO , a California municipal corporation ("City"), and A vocette Technologies Inc., a Limited Liability Company whose address is 422 Sixth Street, New Westminster, British Columbia, Canada V3L 3B2 (hereinafter referred to as "Consultant") (collectively referred to as the "Parties"). RECITALS: A . City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the Constitution and the statutes of the State of California and the Cupertino Municipal Code . B. Consultant is specially trained , experienced and competent to perform the special services which will be required by this Agreement. C . Consultant possesses the skill , experience , ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein. D. City and Consultant desire to enter into an agreement for Accela Configuration and Support upon the terms and conditions herein. NOW , THEREFORE, the Parties mutually agree as follows: 1. TERM The term of this Agreement shall commence on July 1, 2017, and shall terminate on June 30, 2018, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall perform each and every service set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. 3. COMPENSATION TO CONSULTANT Consultant shall be compensated for services performed pursuant to this Agreement in a total amount not to exceed One Hundred and Sixty Thousand dollars ($160,000.00) based on the rates and terms set forth in Exhibit "A," which is attached hereto and incorporated herein by this reference. 4. TIME IS OF THE ESSENCE Consultant and City agree that time is of the essence regarding the performance of this Agreement. 5 . STANDARD OF CARE Consultant agrees to perform all services required by this Agreement in a manner commensurate with the prevailing standards of like professionals in the San Francisco Bay Page I o f 11 Cons ultant contract-updated 2/2015 Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City nor have any contractual relationship with City. 6. INDEPENDENT PARTIES City and Consultant intend that the relationship between them created by this Agreement is that of employer-independent contractor. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment will be acquired by virtue of Consultant's services. None of the benefits provided by City to its employees, including but not limited to , unemployment insurance , workers' compensation plans, vacation and sick leave are available from City to Consultant, its employees or agents. Deductions shall not be made for any state or federal taxes , FICA payments, PERS payments , or other purposes normally associated with an employer-employee relationship from any fees due Consultant. Payments of the above items, if required , are the responsibility of Consultant. 7. IMMIGRATION REFORM AND CONTROL ACT (IRCA) Consultant assumes any and all responsibility for verifying the identity and employment authorization of all of his/her employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Consultant shall indemnify and hold City harmless from and against any loss , damage , liability , costs or expenses arising from any noncompliance of this provision by Consultant. 8. NON-DISCRIMINATION Consistent with City's policy prohibiting harassment and discrimination , Consultant agrees that it shall not harass or discriminate against a job applicant, a City employee, or a citizen by Consultant or Consultant's employee or subcontractor on the basis of race , religious creed , color, national origin , ancestry, handicap , disability , marital status , pregnancy, sex , age, sexual orientation , or any other protected class. Consultant agrees that any and all violations of this provision shall constitute a material breach of this Agreement. 9. HOLD HARMLESS g' Standard Indemnification: Consultant shall , to the fullest extent allowed by law and without limitation of the provisions of this Agreement related to insurance , with respect to all services performed in connection with the Agreement, indemnify, defend, and hold harmless the City and its officers , officials , agents , employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them , including any injury to or death of any person or damage to property or other liability of any nature , whether physical , emotional , consequential or otherwise, arising out, pertaining to , or related to the performance of this Agreement by Consultant or Consultant's employees, officers , officials , agents or independent contractors. Such costs and expenses shall include reasonable attorneys ' fees of counsel of City 's choice, expert fees and all other costs and fees of litigation. The acceptance of the Services by City shall not operate as a waiver of the right of indemnification . The provisions of this Section survive the completion of the Services or termination of this Contract. Pag e 2 of 11 Consultan t contra ct -updated 2/2015 I 0. INSURANCE: A. General Requirements. On or before the commencement of the term of this Agreement, Consultant shall furnish City with certificates showing the type , amount, class of operations covered , effective dates and dates of expiration of insurance coverage in compliance with the requirements listed in Exhibit "D". Such certificates , which do not limit Consultant's indemnification, shall also contain substantially the following statement: "Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days' advance written notice to the City of Cupertino by certified mail, Attention: City Manager." Consultant shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement with an insurance company that is acceptable to City and licensed to do insurance business in the State of California. Endorsements naming the City as additional insured shall be submitted with the insurance certificates . B. Subrogation Waiver. Consultant agrees that in the event of loss due to any of the perils for which he/she has agreed to provide comprehensive general and automotive liability insurance, Consultant shall look solely to his /her insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right to subrogation which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. C. Failure to secure or maintain insurance. If Consultant at any time during the term hereof should fail to secure or maintain the foregoing insurance, City shall be permitted to obtain such insurance in the Consultant's name or as an agent of the Consultant and shall be compensated by the Consultant for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid . D. Additional Insured. City, its City Council, boards and commissions, officers, employees and volunteers shall be named as an additional insured under all insurance coverages, except any professional liability insurance , required by this Agreement. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured. An additional insured named herein shall not be held liable for any premium , deductible po11ion of any loss, or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy. E. Sufficiency of Insurance. The insurance limits required by City are not represented as being sufficient to protect Consultant. Consultant is advised to confer with Consultant's insurance broker to determine adequate coverage for Consultant. F. Maximum Coverage and Limits. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum Insurance coverage requirements and/or limits shall be available to the additional insured City. Furthermore, the requirements for coverage and limits shall be the minimum coverage and limits specified in this Agreement, or the broad e r coverage and maximum Page 3 o f II Consultant contract-updated 2/2015 limits of coverage of any insurance policy or proceeds available to the named insured , whichever is greater. 11 . CONFLICT OF INTEREST Consultant warrants that it presently has no interest, and will not acquire any interest, direct or indirect , financial or otherwise, that would conflict in any way with the performance of this Agreement, and that it will not employ any person having such an interest. Consultant agrees to advise City immediately if any conflict arises and understands that it may be required to fill out a conflict of interest form if the services provided under this Agreement require Consultant to make certain governmental decisions or serve in a staff capacity as defined in Title 2 , Division 6, Section 18700 of the California Code of Regulations. I 2. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of Jaw or otherwise, without prior written consent of City. Any attempt to do so without said consent shall be null and void , and any assignee , sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for money by Consultant from City under this Agreement may be assigned to a bank, trust company or other financial institution without prior written consent. Written notice of such assignment shall be promptly furnished to City by Consultant. The sale , assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant, if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50%) or more of the voting power of the corporation. 13. SUBCONTRACTOR APPROVAL Unless prior written consent from City is obtained, only those people and subcontractors whose names and resumes are attached to this Agreement shall be used in the performance of this Agreement. In the event that Consultant employs subcontractors, such subcontractors shall be required to furnish proof of workers' compensation insurance and shall also be required to carry general , automobile and professional liability insurance in reasonable conformity to the insurance carried by Consultant. In addition , any work or services subcontracted hereunder shall be subject to each provision of this Agreement. Consultant agrees to include with all subcontractors in their subcontract the same requirements and provisions of this Agreement including the indemnity and insurance requirements to the extent they apply to the scope of the subcontractor's work. Subcontractors hired by Consultant agree to be bound to Consultant and City in the same manner and to the same extent as Consultant is bound to City under this Agreement. Subcontractor further agrees to include these same provisions with any sub-subcontractor. A copy of the Owner Contract Document Indemnity and Insurance provision s will be furnished to the subcontractor upon request. Consultant shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the Page 4 o f 11 Consultant contract -updated 2/2015 agreement prior to commencement of any work and will provide proof of compliance to City. 14. PERMITS AND LICENSES Consultant, at his/her sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits , certificates and licenses including, but not limited to, a City Business License, that may be required in connection with the performance of services hereunder. 15. REPORTS A. Each and every report, draft, work product, map, record and other document, hereinafter collectively referred to as "Report", reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement, shall be the exclusive property of City. Consultant shall not copyright any Report required by this Agreement and shall execute appropriate documents to assign to City the copyright to Reports created pursuant to this Agreement. Any Report, information and data acquired or required by this Agreement shall become the property of City , and all publication rights are reserved to City. Consultant may retain a copy of any report furnished to the City pursuant to this Agreement. B. All Reports prepared by Consultant may be used by City in execution or implementation of: (1) The original Project for which Consultant was hired; (2) Completion of the original Project by others; (3) Subsequent additions to the original project ; and/or ( 4) Other City projects as City deems appropriate. C . Consultant shall, at such time and in such form as City may require, furnish reports concerning the status of services required under this Agreement. D. All Reports required to be provided by this Agreement shall be printed on recycled paper. All Reports shall be copied on both sides of the paper except for one original , which shall be single sided. E. No Report, information or other data given to or prepared or assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City. 16. RECORDS Consultant shall maintain complete and accurate records with respect to sales , costs , expenses, receipts and other such information required by City that relate to the performance of services under this Agreement, in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to such books and records to the representatives of City or its designees at all proper times, and gives City the right to examine and audit same, and to make transcripts therefrom as necessary, and to allow inspection of all work, data, documents , proceedings and activities related to this Agreement. Such records, together with supporting documents , shall be kept separate from other documents and records and shall be maintained for a period of three (3) years after Consultant receives final payment from City for all services required under this agreement. If supplemental examination or audit of the records is necessary due to concerns raised by City's preliminary examination or audit of records , and the City's supplemental Page 5 of 11 Cons ultant contract-updated 2/2015 examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of contract or failure to act in good faith , then Consultant shall reimburse City for all reasonable costs and expenses associated with the supplemental examination or audit. 17. NONAPPROPRIATION This Agreement is subject to the fiscal provisions of the Cupertino Municipal Code and Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a po1tion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. 18. ENVIRONMENTALLY PREFERABLE PURCHASING Consultant shall comply with the City's Environmentally Preferable Procurement Policy whenever practicable in completing any work under this agreement, including but not limited to: • Using paper products made with recycled content and recycled/remanufactured toner and inkjet cartridges; • Printing with soy or low volatile organic compounds (VOC) inks; • Using energy-star compliant equipment; • Using cleansers and working with janitorial contractors to meet Green Seal's Industrial and Institutional Cleaners Standard; and • Ordering supplies electronically and practicing other internal waste reduction and reuse protocols. 19. NOTICES All notices , demands , requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail , postage prepaid , registered or certified , addressed as hereinafter provided. All notices , demands , requests , or approvals shall be addressed as follows: TO CITY: City of Cupertino 10300 Torre Ave. Cupertino CA 95014 Attention: Bill Mitchell , Chief Technology Officer TO CONSULTANT: Debbie Strait, Comptroller A vocette Technologies Inc . 422 Sixth Street New Westminster, British Columbia, Canada V3L 3B2 Page 6 of 11 Consultant contract-updated 2/2015 20. TERMINATION In the event Consultant fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If Consultant fails to cure the default within the time specified and according to the requirements set forth in City 's written notice of default , and in addition to any other remedy available to the City by law, the City Manager may terminate the Agreement by giving Consultant written notice thereof, which shall be effective immediately. The City Manager shall also have the option , at its sole discretion and without cause, of terminating this Agreement by giving seven (7) calendar days' prior written notice to Consultant as provided herein. Upon receipt of any notice of termination , Consultant shall immediately discontinue performance. City shall pay Consultant for services satisfactorily performed up to the effective date of termination. If the termination if for cause, City may deduct from such payment the amount of actual damage, if any, sustained by City due to Consultant's failure to perform its material obligations under this Agreement. Upon termination , Consultant shall immediately deliver to the City any and all copies of studies, sketches , drawings , computations, and other material or products, whether or not completed , prepared by Consultant or given to Consultant, in connection with this Agreement. Such materials shall become the property of City. 21. COMPLIANCE Consultant shall comply with all state or federal laws and all ordinances, rules , policies and regulations enacted or issued by City. 22. CONFLICT OF LAW This Agreement shall be interpreted under, and enforced by the laws of the State of California excepting any choice of law rules which may direct the application of laws of another jurisdiction. The Agreement and obligations of the parties are subject to all valid laws, orders, rules , and regulations of the authorities having jurisdiction over this Agreement (or the successors of those authorities). Any suits brought pursuant to this Agreement shall be filed with the Superior Court of the County of Santa Clara, State of California. 23. ADVERTISEMENT Consultant shall not post, exhibit, display or allow to be posted , exhibited , display ed any signs , advertising, show bills , lithographs , posters or cards of any kind pertaining to the services performed under this Agreement unless prior written approval has been secured from City to do otherwise. 24 . WAIVER A waiver by City of any breach of any term, covenant, or condition contained herein s hall not be deemed to be a waiver of any subsequent breach of the same or any other term , covenant, or condition contained herein , whether of the same or a different character. 25. INTEGRATED CONTRACT Thi s Agreement represents the full and complete understanding of every kind or Page 7 of 11 Consultant contract-updated 2/20 1 5 nature whatsoever between the Parties , and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 26. AUTHORITY The individual(s) executing this Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities. 27 . INSERTED PROVISIONS Each provision and clause required by law to be inserted into the Agreement shall be deemed to be enacted herein, and the Agreement shall be read and enforced as though each were included herein. If through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Agreement shall be amended to make such insertion on application by either patty. 28. CAPTIONS AND TERMS The captions in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit or amplify the terms or provisions of this Agreement. All unchecked boxes do not apply to this Agreement. IN WITNESS WHEREOF , the patties have caused the Agreement to be executed. CONSULTANT Avo(l:;t/"~ -" Stewart J~ Title Executive Vice President Date June 21, 2017 ~ /J . ~ CJ -f + /<'<) J_j C..~ D ,4;Pce./f~ } :::j u. "--e._ 2. ~ J L ..J I 7 CITY OF CUPERTINO A Municipal Corporation Consultant contract-updated 2/2015 By '3ti_.,,/a/ Title C77J Date ~ • Z i · J?: D Over $175 ,000-Co uncil Approval Required D Over $45 ,000-Department Head Approval Required D Up to $45 ,000-Designated Supervisor Approval Required ~=ROYAL Na me . Titl e APPROVED AS TO FORM : Page 8 of 11 ATTEST: City Clerk ~} ,df-0 -o<.'l -1 7 Exhibits: (Chec k box fo r ex hibits th at a ppl y to thi s contrac t and attach) IZI Exhibit "A"-Scope of Services D Exhibit "B"-Schedule of Performance D Exhibit "C"-Compensation IZI Exhibit "D"-Insurance Requirements and Proof of Insurance D Exhibit "E"-Mandated Reporting Acknowledgement D Exhibit "F"-Background/Fingerprint/TB Declaration D Exhibit "G"-Nondiscrimination-State/Federal/HUD funded project D Exhibit "H" -Request for City Manager to Waive Informal Bidding Requirements EXPENDITURE DISTRIBUTION ACCOU NT NUMBER AMOUNT PO# ~\1-00QOoS-qq Original Contract: (Account I\Y-(£ <$6:-98- Number) ~ rs-J-a -30f3° ~o ~ 70 )-l~~o 1000 ,oo Amendment #1 (date change only) $0.00 Amendment #2: $0.00 Total: N'f f. $9708- ~ IL{), ooo .oo ' Page 9 of I I Consultan t contract-updated 2/2015 Contract No . ----- See attached Statement of Work Cupert ino Slnndard Fonn Conlrnc l-upcfotcd 2/20 1 S Exhibit A Scope of Services 10 Statement of Work Final Draft Statement of Work Prepared for : The City of Cupertino C © 2016 Version 4 .0 Page 1 Statement of Work TABLE OF CONTENTS TABLE OF CONTENTS ..................................................................................................................................................................... 2 DOCUMENT CONTROL. .................................................................................................................................................................... 3 OVERVIEW ......................................................................................................................................................................................... 4 SERV ICES DE SC RIPT ION ........................................................................................................................................................................ 4 PURPO SE .............................................................................................................................................................................................. 4 PR OJ ECT Tl MELIN E ................................................................................................................................................................................ 4 PR OJ ECT MANAGEM ENT ........................................................................................................................................................................ 4 CRITI CAL SUC CESS FA CTORS ................................................................................................................................................................ 4 PR OJ ECT A SSUM PTI ONS ........................................................................................................................................................................ 5 WORK DE SC RIPTI ON ............................................................................................................................................................................. 6 DELI VERABLE 1: CI VIC PLATFORM SETUP ................................................................................................................................................ 6 DELI VERABLE 2: SELF DIRE CT ED ON LINE TRAINING ................................................................................................................................... 7 DELIVERABLE 3: SET UP OF BE ST PR AC TIC E TE MPLA TE CON FIGURATI ON ................................................................................................. 9 DELI VERA BLE 4: SET UP OF AGENCY USER S ......................................................................................................................................... 10 DELI VERA BLE 5: WORKFLOW PROCESS AND INSPE CT ION GROUP DISTINCT UPDATE S .............................................................................. 10 DELIVERABLE 6: FEE SCHEDULE CONFIGURATION ................................................................................................................................ 11 DELIVERABLE 7: SERVI CE RE COR D TYPE CONF IGURATIO N ................................................................................................................... 12 DELIVERABLE 8: AGENC Y DEFINED DATA FIELD S CONFIGURATION ........................................................................................................ 13 DELI VERABLE 9: EXIS ITIN G USER GROUP PERMI SS ION DISTIN CT UPDATES ............................................................................................ 13 DELI VERABLE 10 : NEW USER GR OUP PER MISSION WITH DISTIN CT UPDATE CON FIGURATI ON ................................................................... 14 DELI VERABLE 11 : CITIZ EN ACCESS CONFIGURATION .............................................................................................................................. 15 DELI VERABLE 12 : PROPERTY DATA UPLO AD ......................................................................................................................................... 16 DELIVERABLE 13 : LI CENS ED PROF ESS IONA L DATA UPL OAD ................................................................................................................... 16 DELIVERABLE 14: EXPRE SS HI STO RI CAL DATA CONVERSION ................................................................................................................. 17 DELIVERABLE 15 : WEBE X CIVI C PLATFORM AD MINISTRAT IVE TRAINING .................................................................................................. 18 DELIVERABLE 16 : WEBE X CIVI C PLATFOR M DAILY END USER TR AINING ................................................................................................. 19 DELI VERABLE 17 : GIS DEPL OYM ENT .................................................................................................................................................... 20 DELI VERA BLE 18 : DOC UMENT MANAGE MENT SYSTEM INTERF AC ES ........................................................................................................ 21 INTERFACE ANALYS IS .......................................................................................................................................................................... 21 DELI VERABLE 19 : NE W WORLD FINAN CIAL SYS TEM INTERFACE ............................................................................................................. 22 19 . 1 INTERFACE A NALYSIS .............................................................................................................................................................. 22 DELI VER ABLE 20 : OUT-OF-SCO PE BPT CONFIGUR ATI ONS & RE CEIPT REPLI CATI ON ................................................................................ 23 DELIVERABLE 21 : RE MOTE USER ACCE PTAN CE TE STING (UAT) ...................................................................................................... 26 DELI VER ABLE 22 : ON SITE ENG AG EMENT & PROJE CT QUA LITY ASS URAN CE ............................................................................................ 27 DELI VERABLE 22 A: ONSITE ADMINISTRATIVE TRAINING ........................................................................................................................ 27 COST SCHEDULE ........................................................................................................................................................................... 28 EXPENSES: ...................................................................................................................................................................................... 30 © 2016 Version 4 .0 Page 2 Statement of Work DOCUMENT CONTROL Date Author Version Change Reference Nov21 ,2016 Gerard 4.0 Addition of Professional Services for interface configuration of ESRI- McMahon GIS , Project Docs, Laserfiche , and Carahsoft engagement costing Dec .2nd 2016 Gerard Revised SOW to reflect elimination of Carahsoft pricing as the City is McMahon able to contract Professional Services directly May 18th , Gerard Rev ised SOW to include New World Financial System Interface 2017 McMahon along with Out-of-Scope BPT Items , and Business Analysis/PM May 26th Gerard Revised SOW to include Remote User Acceptance Testing and 2017 McMahon Onsite Training Engagement and related travel expenses June 51h Gerard Revised SOW to include Onsite Quality Assurance readiness for McMahon Production and alignment with Cupertino invoicing protocol © 2016 Version 4 .0 Page 3 Statement of Work OVERVIEW Congratulations on your selection of Accela , Inc ., and their enterprise suite of industry leading software . This proposed implementation by Avocette of the Accela products is designed specifically to meet the requirements and budget defined by the City of Cupertino (Agency "). Avocette Technologies is proposing to utilize the Accela Best Practice Template Configuration Implementation Methodology, to promote a successful project that will meet the Agency 's objectives . The following Statement of Work will detail how Avocette will implement the software, including the major milestones and deliverables that will ensure your success. Avocette is committed to prov iding a superior solution and deployment of the Civic Platform , for the current and future needs of the City of Cupertino . Avocette will work with Agency staff to optimize Accela's portfolio of software, best practices , and customer experience to enable the Agency to successfully deploy the Civic Platform software in the Civic Cloud and meet its functionality , timing and cost requirements . This Statement of Work ("SOW ") sets forth a scope and definition of the consulting/professional services , work and/or project (collectively, the "Services") to be provided by Avocette to the City of Cupertino. SERVICES DESCRIPTION PURPOSE The purpose of this document is to detail the specific activities, deliverables, roles and responsibilities , and acceptance criteria that comprise the implementation of the Civic Platform for the Agency, specifically Citizen Access and Civic Platform . Avocette will provide professional services for implementation of the scope and products detailed in the Work Description section detailed henceforth. PROJECT TIMELINE The term of this project is 26 Weeks Upon execution of this SOW , the parties will collaborate to determine a start date for Services to be rendered . Upon initiation of these Services , the assigned resources will work with the Agency to collaboratively define a high level , baseline project schedule. Avocette will use the baseline project schedule to plan and schedule resource availability in order to complete the defined scope . Given the fact that project schedules are working documents that change over the course of the project , Avocette will work closely with Agency to update, monitor, agree, and communicate any modifications. Changes to the baseline project schedule may result in a change in resource availability. PROJECT MANAGEMENT A dedicated project manager will be assigned for the implementation of Land Management module Best Practice Templates. The expectation is that the Agency will manage the project timeline and work with the assigned staff should the timeline require any changes to ensure resource availability .. CRITICAL SUCCESS FACTORS In order to successfully execute the services described herein, there are several critical success factors for the project that must be closely monitored and managed by the stakeholders . These factors are critical in setting expectations between the Agency and Avocette , identifying and monitoring project risks, and promoting strong project communication . © 2016 Version 4.0 Page 4 Statement of Work • Knowledge Transfer -the City of Cupertino staff are required to maximize their Accela learning experience through the online tutorials and course guides available through the Accela Success Community website . This self-directed learning approach will provide the City of Cupertino's staff with the needed knowledge to advise Avocette what configuration changes are needed during project implementation. While we cannot guarantee specific expertise for Agency staff as a result of participating in the project , Avocette will make all reasonable efforts to transfer knowledge to the Agency. It is critical that Agency personnel work with Avocette in order to schedule all work in the best manner to facilitate knowledge transfer and resource availability . • Dedicated Agency Participation -We fully understands that Agency staff members have daily responsibilities that will compete with the amount of time that can be dedicated to the implementation project. However, it is critical that the Agency acknowledges that its staff must be actively involved throughout the entire duration of Services as defined in the Project Plan. Avocette will communicate insufficient participation of Agency and Avocette resources to the project sponsor with real and potential impacts to the project timeline . • Delivery of Needed Information and Documentation-In order to guarantee success and meet the timelines and costs described it will be essential that the Agency provide required documentation and information as requested by the delivery staff in timely manner. The expected information required is described in detail in each of the delivery sections. Failure to provide the required information can result in an extension of the project timeline and/or an increase in the scope/cost of the proposed solution. • Implementation Methodology -We offer a successful, proven, implementation methodology which is crucial to the project success . Accela's Civic Platform and customer base is a niche market and as such our implementation methodology may differ from other consulting firms and software packages . It is imperative to project success that the Agency is willing to adhere/adopt to the Methodology and tasks described in this Statement of Work. PROJECT ASSUMPTIONS • Agency and Avocette will review their responsibilities before work begins to ensure that Services can be satisfactorily completed. • Changes or additions to scope, requested by the Agency may require a Change Order to reimburse Avocette for the additional costs associated with the change . • Agency will provide work space for the Delivery T earn for work completed on Agency premises if on site work is needed. We anticipate no more than 1 staff member onsite at any given time. • Avocette will implement the known features and functions that exist in the current Civic Platform version deployed in the Civic Cloud at the time of the contract signing. Should a new version of the Civic Platform become available during the project implementation, the Agency can request the enhanced features , but it may require a Change Order to reimburse Avocette for the additional cost associated with the change or Agency can implement the enhancement after project go-live. • Agency will maintain primary responsibility for the scheduling of Agency employees and facilities in support of project activities. • Agency is responsible for proper desktop hardware/software/network preparation in accordance with Accela specifications. • Agency is responsible to ensure agency participants have adequate hardware/software to successfully participate in online training (i.e. video and audio streaming). © 2016 Version 4.0 Page 5 Statement of Work • Agency will commit to the involvement of key resources and subject matter experts for ongoing participation in all project activities as defined in this SOW . The importance of Agency staff participation is imperative to the successful, and timely , implementation of the project deliverables . WORK DESCRIPTION The following section describes the specific activities and tasks that will be executed to meet the business objectives and business requirements of the Agency . In support of the implementation effort as described above , Avocette will provide the following detailed implementation services . For each deliverable , a description is provided as well as criteria for acceptance of the deliverable . DELIVERABLE 1: CIVIC PLATFORM SETUP Upon Contract signing , Avocette will work with Accela to setup an environment in the Civic Cloud and load the Best Practice Templates for land management, which includes permits and inspections, code enforcement , and planning and zoning into the configuration . Additionally , the environment will be licensed according to the Agency sales order form (CMAS subscription terms). In terms of specific output , the following will be executed for this deliverable: • URL 's and login information for each environment Specifically, Avocette will perform the following tasks within the support environment: • Verify that the Civic Platform is operational by using the valid credentials to log into the Agency's computing environment. • Setup the software licensing in the Accela cloud per the agreed to sales order form • Install the Accela Land Management Best Practices Template Configurations • Setup Bing maps with geocoding and routing • Setup the mobile applications gateway for use of field applications • Setup the payment processing gateway for supported vendors . Currently, the Civic Platform inherently supports Official Payments , PayFlow Pro 4.3 (PayPal) and Virtual Merchants . o If the Agency is working with another payment vendor, the Avocette team can scope the level of effort as a separate deliverable item. Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's request for information . • Setup the Civic Platform in Accela's Civic Cloud. • Provide desktop requirements documentation to Agency . • Update the specific Accela ePayment SOK with the Agency provided merchant account attributes and deliver completed Accela ePayment SOK to Accela IT. • Provide instructions on how to login/logout and view the loaded Best Practice Templates Agency Responsibilities : • Provide timely and appropriate responses to requests for information by Accela . • Arrange for the availability of appropriate Agency staff to assist with inquires and activities related to system installation, setup, testing , and quality assurance throughout the setup process. • Agency staff is responsible to work with the supported payment vendor (Official Payments , PayFlow Pro 4.3 (PayPal) and Virtual Merchant) to collect the necessary information for the payment processing gateway. For © 2016 Version 4 .0 Page 6 Statement of Work example, the staff will need to provide the Avocette team with information such as the Product ID, Convenient Fee values, the Payment gateway URLs and other vital information to successfully implement the payment processing gateway . • Agency staff must provide supported payment vendor information based on Avocette and Cupertino's agreed upon project plan timeline • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria: • Confirmation of ability to log into the Civic Platform using the valid credentials DELIVERABLE 2: SELF DIRECTED ONLINE TRAINING Based on past experience with client implementations we highly recommend the City of Cupertino takes full advantage of the online resources to optimize their knowledge base of Accela's Civic Platform in advance to ensure success of the project The platform includes access to a large library of City staff administrator and City end user training materials in Accela's Success Community system, available online and self-paced . Each City staff user can request login credentials and gain access to the entire library of training materials which include video tutorials, how-to documents, administrator and end user guides. The online training content focuses on the administration, maintenance and augmentation of the Civic Platform configuration. Avocette has defined a self-paced I self-directed online training program for the Agency's project team to complete before the project commences . The training program ensures your team has the foundational understanding of the Accela software and all of its components . The program includes: 1) Interactive e-lessons where participants are prompted for responses or asked to complete exercises inside the learning module 2) Video tutorials 3) Course Guides (PDF) © 2016 Version 4 .0 Page 7 Statement of Work Content is organized such that clients can easily navigate through the modules . The following is a sample outline for the Getting Started course : Glossary It is estimated that each project team member will need to dedicate 40-60 hours over a 2-4 week period to complete the prescribed training, review the provided best practice data sheets and advise Avocette of the configuration changes needed for their system. Hours and duration are estimates only and may vary by City. In terms of specific output, the following will be executed for this deliverable: • Access to Success Community online training content Avocette Responsibilities : • Provide the City with access to the Success Community website, demonstrate how to register and login, along with how to search for and find the online training content • Provide list of online training courses to be completed Agency Responsibilities : • Identify all Cupertino project team members that will be involved in the project • Select and provide the Success Community website to the staff users who will require the online training content. • Ensure that users are proficient in using PC's as a prerequisite before accessing the online training content. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. • Ensure that users have appropriate hardware/software for successfully viewing online video content. • Ensure that users are successfully reading and completing the recommended online course content throughout project implementation. • Schedule the necessary time to complete all course work in the identified time frame • Confirmation of the completion of all courses outlined in the Avocette Course requirement by all Cupertino Project team members. • Schedule appropriate Cupertino staff participants and meeting locations for training activities Acceptance Criteria: • Access Accela Success Community online training © 2016 Version 4 .0 Page 8 Statement of Work DELIVERABLE 3: SET UP OF BEST PRACTICE TEMPLATE CONFIGURATION The Civic Platform subscription includes turn-key best practice configurations in the specific domains of Land Management. These solutions include all of the record types listed below and other items needed to conduct government business such as data items, inspections and workflow . Avocette resources will set up Best Practice Templates for permits , planning , and code enforcement per the existing data sheets . The following is a list of permit, code enforcement and planning and zoning record types that are included : Permitting and Inspections Co mm ercia l Additio n Comme rci a l Re-Ro of Res id e nti al Pl um bi ng Residentia l Pool-Spa Commercial Alteration Residential Addition Residential Re -Roof Temporary Sign Co mm e rci al De molitio n Re sid e ntial Alteration Multi-Family Ad d iti on Perma nent Sign Commerc ia l New Res idential Demo lition Multi-Family Alteration Grading Co mme rcia l El ec t r ica l Res id e nti a l New Mult i-Family Demolit io n Fence Pe rmi t . Commercial Mechanica l Residential Electrica l Multi-Family New Solar Permit Co mme rcia l Plu mbin g Reside nti a l M ec hani ca l Co m me rcial Poo l-Spa Street Cut -Right of Way Code Enforcement Ill ega l Sign Vi o latio n Aband o ned Ve hi cle Vio latio n Wo r kin g W/0 Per m it Vio lat ion Home Occupat ion Vio lat ion Anima l Violation Overgrown Weeds Violation Garbage Service Tree Violation Graffiti Re moval Gradin g Vi o latio n Jun k on Prope rty Vi o latio n Su b-Standard Property Vio lat ion Noise Nuisance Illega l Occupancy Violation Vacant Building Violation Fence Violation Planning and Zoning Su b d ivi sion Des ign Review Pr e-Appli ca tion M eet in g Ann exat io n Preliminary Map Variance Appeal General Pla n Update Fin al M a p Rezo nin g Tim e Exten sio n Sp ecific Pl an Planned Unit Deve lopment Plan Amendment Modification to Prior Approval Zoning Text Amendment Conditional Use Hom e Occupation Permit Confirmation Letter Lot Lin e Adjustme nt Revoca ble Permit Site Plan -Major Site Plan -Minor Final Plat Sub d ivi sion - M ajor Subdivi sion -Minor Pre limin ary Pl at Specifically Avocette resources will : • Log into the Agency environment to ensure the best practice configuration is successfully loaded and provide user credentials to Agency , in case Agency staff would like to view loaded configuration • Provide the Agency with the Accela Best Practice Template Datasheet documents • Turn off/disable the record types the Agency identifies from the provided datasheets that will not be used during the project implementation, both for Civic Platform and/or for Citizen Access • Turn off/disable the data fields the Agency identifies from the provided datasheets that will not be used during the project implementation, both for Civic Platform and/or for Citizen Access In terms of specific output , the following will be executed for this deliverable: Avocette Responsibilities : • Provide timely and appropriate responses to Agency's request for information . • Verify the record types and data fields disabled in environment, based on Agency feedback . © 2016 Version 4 .0 Page 9 Statement of Work Agency Responsibilities : • Provide timely and appropriate responses to Avocette's requests for information. • Arrange for the availability of appropriate Agency staff to read through the Accela Best Practice Template Datasheet documents . Agency staff must review the datasheet documents and indicate which record types and data fields the project team will disable/turnoff. • Agency staff must provide record type and data field feedback based on Avocette and Cupertino's agreed upon project plan timeline . • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria: • Confirmation of turned off/disabled record types and data fields by logging into Civic Platform with valid credentials. DELIVERABLE 4: SET UP OF AGENCY USERS Avocette will setup Agency staff users based on the number of software licenses purchased. Avocette will deliver and discuss the Accela BPT Roles and Functions Matrix document, and the Agency will indicate which user group role each staff is to be assigned. For example, if Agency purchases 10 Land Management Solution licenses, Avocette will setup 10 named staff user login accounts. In terms of specific output, the following will be executed for this deliverable: Avocette Responsibilities: • Provide timely and appropriate responses to Agency's request for information . • Deliver and provide instructions on the Accela BPT Roles and Functions Matrix document • Create named staff user login accounts and deliver account credentials to Agency Agency Responsibilities : • Provide timely and appropriate responses to Avocette's requests for information . • Arrange for the availability of appropriate Agency staff to provide a list of Agency user accounts and indicate which user group role the user is to be assigned. • Agency staff must review the Accela Roles and Functions Matrix document • Agency staff must provide list of user accounts and indicate user group role feedback based on Avocette and Cupertino 's agreed upon project plan timeline • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria: Confirmation of staff user accounts are created by logging into Civic Platform with valid credentials. DELIVERABLE 5: WORKFLOW PROCESS AND INSPECTION GROUP DISTINCT UPDATES Avocette will provide up to forty (40) distinct updates to the existing workfiow processes and up to forty (40) distinct updates to the existing inspection groups configured in the deployed Best Practice Templates. Using the Accela Best Practice Template Datasheets, the Agency will indicate which Workfiow Process and/or Inspection Groups to update. Distinct workflow process updates include renaming , adding or removing a workflow task or workflow task status result. Distinct inspection group updates include renaming, adding or removing inspection types, inspection status © 20 16 Version 4.0 Page 10 Statement of Work results, checklist items or checklist status results. Each edit, update or removal of a workflow task, workflow status result, inspection type, inspection status result, checklist item or checklist status result is considered a distinct single action change. In terms of specific output, the following will be executed for this deliverable : Avocette Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Provide the Agency with the Accela Best Practice Template Datasheet documents • Update the workflow processes and/or inspection groups in the environment, based on the Agency feedback. • Verify the updated workflow process and/or inspection groups in environment, based on Agency feedback . Agency Responsibilities: • Provide timely and appropriate responses to Avocette's requests for information. • Staff participants have successfully read and completed the recommended online course content • Arrange for the availability of appropriate Agency staff to read through the Accela Best Practice Template Datasheet documents. • Agency staff must provide a list of distinct workflow process and inspection group updates based on Avocette and Cupertino's agreed upon project plan timeline • Agency staff must review and test all workflow processes and inspection groups configuration and provide feedback to Avocette based on the agreed upon project plan timeline o Any additional changes identified during review and testing beyond the scope identified above may be subject to a Change Order request • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria : • Confirmation of distinct workflow process and inspection group updates by logging into Civic Platform with valid credentials. DELIVERABLE 6: FEE SCHEDULE CONFIGURATION The Agency can request up to eighty (80) fee items configured during the project implementation. Avocette will configured unique fee items based on the inherent fee formulas in the Civic Platform, which include flat fees, fees based on a specific range and using fee indicators. Examples include fee calculations based on the number of employees for a restaurant or a square footage fee for a building . Advanced fee item setup, such as automating a fee calculation using the advanced script engine logic is an additional cost and Avocette team can scope the level of effort as a separate deliverable item and may result into a Change Order. In terms of specific output, the following will be executed for this deliverable: Avocette Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Provide the Agency with the Accela Best Practice Template Datasheet documents • Configure up to 80 fee items using Agency unique fee descriptions and the inherent fee formulas in the Civic Platform, based on Agency feedback • Verify the new fee items configured in environment, based on Agency feedback. Agency Responsibilities : • Provide timely and appropriate responses to Avocette's requests for information. © 2016 Version 4 .0 Page 11 Statement of Work • Arrange for the availability of appropriate Agency staff to read through the Accela Best Practice Template Datasheet documents . • Agency staff must provide a list of the new fee items (up to 80 items) to Avocette , wh ich include fee description , the fee value amount , should the fee item be automatically invoiced or assessed , which record type(s) the fee item is associated to , and will the fee item be displayed in Citizen Access based on Avocette and Cupertino 's agreed upon project plan timeline • Agency staff must review and test all fee items configuration and provide feedback to Avocette based on the agreed upon project plan timeline o Any additional changes identified during review and testing beyond the scope identified above may be subject to a Change Order request • Staff participants have successfully read and completed the recommended online course content • Schedule appropriate Agency staff participants and meeting locations for activities . Acceptance Criteria: • Confirmation of configured fee items by logging into Civic Platform with valid credentials . DELIVERABLE 7: SERVICE RECORD TYPE CONFIGURATION Avocette will configure up to ten (10) service record types , not already represented in the Accela Best Practice Templates , such as Elevator Permit or Deck Permit. Avocette will use the existing, preconfigured record components , like workflow process , inspection groups, record status result , fee schedule , document status . No te: If Agency requires additional service record types (beyond the allotted 10) created from scrat ch, the Avocette team can scope the level of effort as a separate deliverable item and may result in a Change Order request . In terms of specific output , the following will be executed for this deliverable: Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's request for information . • Provide the Agency wi th the Accela Best Practice Template Datasheet documents • Configure up to ten (10) service reco rd types using existing , preconfigured record components , such as workflow process , inspection group , record status result , fee schedule , based on Agency feedback • Verify the new service record types configured in environment , based on Agency feedback . Agency Responsibilities : • Provide timely and appropriate responses to Avocette 's requests for information . • Arrange for the availability of appropriate Agency staff to read through the Accela Best Practice Template Datasheet documents. • Agency staff must provide a list of the new service record types (up to 10) to Avocette , which include record type levels , record name and the applicable record components , like fee schedule , inspection group , workflow process , record ID sequence , available in Citizen Access , document code , record status result , etc ., based on Avocette and Cupertino 's agreed upon project plan timeline • Agency staff must review and test all service record type configuration and provide feedback to Avocette based on the agreed upon project plan timeline o Any additional changes identified during review and testing beyond the scope identified above may be subje ct to a Change Order reque st • Staff participants have successfully read and completed the recommended online course content • Schedule appropriate Agency staff part icipants and meeting locations for activities. © 2 01 6 Vers ion 4 .0 Page 12 Statement of Work Acceptance Criteria : • Confirmation of configured service record types by logging into Civic Platform wi th valid credentials . DELIVERABLE 8: AGENCY DEFINED DATA FIELDS CONFIGURATION The Agency can request up to thirty (30) updates/or new agency defined data fields configured and associate the data elements to specific record types to ensure information is tracked according to the Agency business process and municipal reports , such as Elevator ID or Roof Color. Avocette will configure each agency defined data field using one of nine (9) data types : text, date , yin radio button , number, dropdown list , comment text area , time , money or check box. In terms of specific output , the following will be executed for this deliverable : Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's request for information. • Provide the Agency with the Accela Best Practice Template Datasheet documents • Configure up to thirty (30) agency defined data fields and associate the data elements to the specific record types , based on Agency feedback • Verify the agency defined data fields configured in environment, based on Agency feedback. Agency Responsibilities : • Provide timely and appropriate responses to Avocette 's requests for information . • Arrange for the availability of appropriate Agency staff to read through the Accela Best Practice Template Datasheet documents . • Agency staff must provide a list of the agency defined data fields (up to 30) to Avocette , which include data field label , data field type , flagged as required , available in Citizen Access , indicate which service record type to associate to , etc., based on Avocette and Cupertino's agreed upon project plan timeline • Agency staff must review and test all agency defined data fields configuration and provide feedback to Avocette based on the agreed upon project plan timeline o Any additional changes identified during review and testing beyond the scope identified above may be subject to a Change Order request • Staff participants have successfully read and completed the recommended online course content. • Schedule appropriate Agency staff participants and meeting locations for activities . Acceptance Criteria : • Confirmation of configured agency data fields by logg ing into Civic Platform with valid credentia ls. DELIVERABLE 9: EXISITING USER GROUP PERMISSION DISTINCT UPDATES Avocette will provide up to ten (10) dist inct updates to the existing user group permissions configured in the deployed Accela Best Practice Templates. Using the Accela Roles and Functions Matrix document , the Agency will indicate which permissions need to be updated for the user group role . For example , if the Agency wants the inspector role to collect fees and payments, this will be an update to allow add itional access to the current role defined . Each permission update , add or removal of access for a defined user role is considered a distinct single action change . In terms of specific output , the following will be executed for this deliverable : Avocette Respons ibilities : © 20 16 Ve rsion 4 .0 Page 13 Statement of Work • Provide timely and appropriate responses to Agency 's request for information . • Deliver and provide instructions on the Accela Roles and Functions Matrix document • Configure up to ten ( 10) distinct updates to the existing user group permissions , based on Agency feedback • Verify the upda ted user group permissions configured in environment , based on Agency feedback . Agency Responsibilities : • Provide timely and appropriate responses to Avocette 's requests for information. • Arrange for the availability of appropriate Agency staff to read through the Accela Roles and Functions Matrix document. • Agency staff must provide a list of the user group permission updates (up to 10) to Avocette , which include function name and identified role based on Avocette and Cupertino's agreed upon project plan timeline • Agency staff must review user group configuration and provide feedback to Avocette based on the agreed upon project plan timel ine o Any additional changes identified during review and testing beyond the scope identified above may be subject to a Change Order request • Staff participants have successfully read and completed the recommended online course content • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria : • Confirmation of configured user group permissions by logging into Civic Platform with valid credentials . DELIVERABLE 10 : NEW USER GROUP PERM ISS ION WITH DIST INCT UPDATE CONFIGURATION The Agency can request up to five (5) new user group permissions created , by copying or cloning an existing , defined user group deployed from the Accela Best Practice Template with up to three (3) distinct updates per new user group permission created , such as add or removal of access for the defined user role . The newly defined user group can be associated to a named staff user account login. For example, if the Agency would like to define a new user role , such as cashier or supervisor, the Avocette will copy/clone an existing user group and create a new role with permission updates if needed. Each permission update , add or removal of access for a defined user role is considered a distinct single action change. In terms of specific output , the following will be executed for this deliverable : Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's request for information . • Deliver and prov ide instructions on the Accela Roles and Functions Matrix document • Configure up to five (5) new user group permissions by copying/cloning existing user groups deployed from Accela Best Practice Template with up to three (3) distinct updates per new user group role created , based on Agency feedback • Verify the new user group permissions configured in environment , based on Agency feedback. Agency Responsibilities : • Provide timely and appropr iate responses to Avocette 's requests for informat ion . • Arrange for the availability of appropriate Agency staff to read through the Accela Roles and Funct ions Matr ix document. © 201 6 Vers ion 4 .0 Page 14 Statement of Work • Agency staff must provide a list of the new user group permissions (up to 5) and the permission updates per user group role (up to 3) to Avocette , which include name of new user group role, which user group to copy, the function names to update based on Avocette and Cupertino's agreed upon project plan timeline • Agency staff must review user group permission configuration and provide feedback to Avocette based on the agreed upon project plan timeline o Any additional changes identified during review and testing beyond the scope identified above may be subject to a Change Order request • Staff participants have successfully read and completed the recommended online course content • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria: • Confirmation of configured user group permissions by logging into Civic Platform with valid credentials. DELIVERABLE 11: CITIZEN ACCESS CONFIGURATION This deliverable includes setup and configuration of the Agency municipal website branding, the online payment processing gateway for the supported payment vendors (Official Payments, PayFlow Pro 4.3 (PayPal) and Virtual Merchant for Citizen Access, and up to ten (10) distinct updates to the citizen portal pages to make the pages more in line with the Agency processes per the best practice configurations . Distinct updates to the citizen portal pages include, adding a pageflow component , like attachments to an existing defined pageflow setup , updating the section instructional text with agency language, including descriptive help instructions for specific agency defined data fields, or updating the online disclaimer text. Each update to the citizen portals and sections are considered a single action change . Note: If the Agency is working with another payment vendor, the Avocette team can scope the level of effort as a separate deliverable item and may result in a Change Order request . In terms of specific output, the following will be executed for this deliverable: Avocette Responsibilities : • Provide timely and appropriate responses to Agency's request for information. • Setup Citizen Access branding by loading two (2) banner files provided by the Agency • Update the specific Accela ePayment SOK with the Agency provided merchant account attributes and deliver completed Accela ePayment SOK to Accela IT. Currently, the Civic Platform inherently supports Official Payments, PayFlow Pro 4.3 (PayPal) and Virtual Merchants. • Configure up to ten ( 10) distinct updates to the citizen portal pages, based on Agency feedback • Verify the loaded citizen access branding, citizen portal pages and sections updated and payment acceptance in environment, based on Agency feedback . Agency Responsibilities: • Provide timely and appropriate responses to Avocette's requests for information. • Provide website branding files, which include the top and side banner • Arrange for the availability of appropriate Agency staff to review the branding on Citizen Access • Agency staff is responsible to work with the supported payment vendor (Official Payments, PayFlow Pro 4.3 (PayPal) and Virtual Merchant) to collect the necessary information for the payment processing gateway. For example, the staff will need to provide the Avocette information such as the Product ID, Convenient Fee values, the Payment gateway URLs and other vital information to successfully implement the payment processing gateway. © 2016 Version 4.0 Page 15 Statement of Work • Agency staff must provide web branding, a list of distinct updates (up to 10) and supported payment vendor information based on Avocette and Cupertino's agreed upon project plan timeline. • Agency staff must review and test all Citizen Access configuration and provide feedback to Avocette based on the agreed upon project plan timeline o Any additional changes identified during review and testing beyond the scope identified above may be subject to a Change Order request • Staff participants have successfully read and completed the recommended online course content • Schedule appropriate Agency staff participants and meeting locations for activities . Acceptance Criteria : • Verify the operational Citizen Access functionality such as login/logout, the updated citizen portal pages and sections , and payment acceptance DELIVERABLE 12: PROPERTY DATA UPLOAD Avocette will provide an initial , one-time load of the Agency reference property data set. This means , that upon go live and when the data is provided by the agency , staff will have an initial reference property data set loaded in the system ready for use , with updates to that data handled by Agency staff using Accela screens. When changes occur regarding property, such as ownership changes or a new set of addresses are added to the agency , staff would manually enter those changes directly within the solution. The Agency must provide the valid property data set in the acceptable pipe delimited text file format. The conversion effort will occur a maximum of three (3) times . Avocette Responsibilities: • Provide timely and appropriate responses to Agency's request for information . • Convert the provided acceptable pipe delimited text file format into Civic Platform , maximum of up to 3 times . • Provide and explain the Accela APO Conversion Guide document Agency Responsibilities: • Provide timely and appropriate responses to Avocette's requests for information. • Arrange for the availability of appropriate Agency staff to review the Accela APO Conversion Guide document • Provide property data in acceptable pipe delimited text file format • Agency staff must review property data conversion and provide feedback to Avocette based on the agreed upon project plan timeline o Staff have a total of two (2) times to review and make the necessary changes/updates to the converted property data. The third property data conversion will be the final conversion effort before the go-live promotion to the production environment. • Schedule appropriate Agency staff participants and meeting locations for activities . Acceptance Criteria: • Successfully search for and retrieve loaded Address Parcel and Owner information by logging into the Civic Platform with valid credentials DELIVERABLE 13: LICENSED PROFESSIONAL DATA UPLOAD Avocette will provide an initial, one-time load of the Agency reference licensed professional data set. This means, that upon go live and when the data is provided by the agency , staff will have an initial reference licensed professional data set loaded in the system ready for use , with updates to that data handled by Agency staff using Accela screens . When changes occur regarding licensed professional information , such as name changes or a new address , staff © 2016 Ve rsion 4.0 Page 16 Statement of Work would manually enter those changes directly within the solution. The Agency must provide the valid licensed professional data set in the acceptable pipe delimited text file format. The conversion effort will occur a maximum of three (3) times. Avocette Responsibilities: • Provide timely and appropriate responses to Agency's request for information . • Convert the provided acceptable pipe delimited text file format into Civic Platform , maximum of up to 3 times . • Provide and explain the Accela Licensed Professional Conversion Guide document Agency Responsibilities: • Provide timely and appropriate responses to Avocette 's requests for information. • Arrange for the availability of appropriate Agency staff to review the Accela Licensed Professional Conversion Guide document • Provide licensed professional data in acceptable pipe delimited text file format • Agency staff must review property data conversion and provide feedback to Avocette based on the agreed upon project plan timeline o Staff have a total of two (2) times to review and make the necessary changes/updates to the converted licensed professional data . The third licensed professional data conversion will be the final conversion effort before the go-live promotion to the production environment. • Schedule appropriate Agency staff participants and meeting locations for activities . • Historic completed permits are to be converted into a single record in the Civic Platform called "Historic". A single historic record can be available per module implemented, with the following data populated when provided : o Base record information such as permit number, work description, date opened, date closed o Record based data items o Transactional property and people , including Addresses , Parcels , Owners, Licensed Professionals, and Contacts o Inspection History o Total invoiced, total paid, and balance All other historic data is not converted, e Acceptance Criteria : • Successfully search for and retrieve loaded Licensed Professional information by logging into the Civic Platform with valid credentials DELIVERABLE 14: EXPRESS HISTORICAL DATA CONVERSION Avocette will provide an initial, one-time load of the Agency historical, legacy transaction record types , such as completed permits, completed applications or closed violation incidents . Avocette will provide and explain the Accela Express Historical Data Conversion Document which details the data conversion process , the required data source format of pipe delimited text file format, and resulting data properties . The conversion effort will occur a maximum of three (3) times. Note : ff the Agency would like assistance creating an acceptable pipe delimited text data file(s), the Avocette team can scope the level of effort as a separate deliverable item and may result in a Change Order request . © 2016 Version 4 .0 Page 17 Statement of Work In terms of specific output, the following will be executed for this deliverable : examples include reference people and property and relationships of those items to records , workflow and history, detailed fees and payment. Avocette Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Convert the provided acceptable pipe delimited text file into Civic Platform , maximum of up to 3 times . • Maintain an on premise Civic Platform Sandbox to convert the provided client data and send the generated . dpdmp file and expdplog file as a Customer Support request to load the data into the specified client agency in the Accela Cloud Support environment. • Provide and explain the Accela Express Historical Data Conversion Document Agency Responsibilities: • Provide timely and appropriate responses to Avocette 's requests for information. • Arrange for the availability of appropriate Agency staff to review the Accela Express Historical Data Conversion document • Provide historical data in acceptable pipe delimited text file format • In process permits are to be entered manually into Civic Platform or finished in current system before cut off of last conversion effort . Only completed and/or closed service records will be converted . • Agency staff must review and test historical transaction conversion in the Cloud Support environment and provide feedback to Avocette based on the agreed upon project plan timeline o Staff have a total of two (2) times to review and make the necessary changes/updates to the converted historical data. The third historical data conversion will be the final conversion effort before the go-live promotion to the production environment. • Schedule appropriate Agency staff participants and meeting locations for activities. Acceptance Criteria: • Historical data has been converted to Civic Platform in a single record type according to the Accela Express Historical Data Conversion Document. DELIVERABLE 15: WEBEX CIVIC PLATFORM ADMINISTRATIVE TRAINING Avocette will provide instructor lead training via WebEx engagement for Agency staff that focuses on the administration, maintenance and augmentation of its Civic Platform configuration. The platform includes access to a large library of training materials in Accela 's Success Community system . Each agency staff user should request login credentials and gain access to the video tutorials, how-to documents and administrator user guides. Access the Accela Success Community link to view Administrative User training content https ://accela .force .com/success/artic les/Train inq/Tra ining-System-Adm inistrators-lndex?popup=true Agency staff is expected to read and review the online content in advance to better prepare for the instructor lead WebEx training . In terms of specific output , the following will be executed for this deliverable: • Access to Accela Success Community online training content • Instructor lead Civic Platform Administrative Training (agenda provided) via WebEx engagement © 2016 Version 4.0 Page 18 Statement of Work Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's request for information . • Provide Agency the Accela Success Community website, provide instruction on how to register and login , along with how to search for and find the online training content. • Coordinate with Agency and schedule the appropriate day/time to deliver the Civic Platform Administrative Training content outlined in the provided agenda . • Provide Civic Platform Administrative Training Agenda training content • Provide Agency the WebEx engagement information for the Civic Platform Administrative training. Agency Responsibilities : • Provide timely and appropriate responses to Avocette requests for information . • Provide the Accela Success Community website to the staff users who will require the online training content. • Ensure that users are proficient in using PC's as a prerequisite before accessing the online training content. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. • Ensure that users have appropriate hardware/software for successfully viewing online video content. • Ensure that users are successfully reading and completing the recommended online course content throughout project implementation . • Schedule appropriate Agency staff participants and meeting locations for training activities. Acceptance Criteria : • Access Accela Success Community online training • Deliver the Civic Platform Administrative Training (agenda provided) DELIVERABLE 16: WE BEX CIVIC PLATFORM DAILY END USER TRAINING Avocette will provide instructor lead training via WebEx engagement for Agency staff that focuses on the daily end user activities , such as basic software navigation , record creation and updates, workflow progression , fee invoicing , processing payments , scheduling and resulting inspections. The aim is to educate Agency resources on how to successfully process a record (permit, license or work order). Avocette will focus the training on what the Agency normally does operationally, the services that take up the majority of the Agency staff time . Therefore , the Agency will select 2 - 4 record processes and Avocette will focus the training on the selected record types. In terms of specific output, the following will be executed for this deliverable: • Access to Accela Success Community online training content • Instructor lead Civic Platform Daily End User Training (agenda provided) via WebEx engagement • Avocette will focus training content on the 2 -4 record processes selected by the Agency Avocette Responsibilities : • Provide timely and appropriate responses to Agency 's requests for information . • Provide Agency the Accela Success Community website , provide instruction on how to register and login , along with how to search for and find the online training content. • Coordinate with Agency and schedule the appropriate day/time to deliver the Civic Platform Daily End User Training content outlined in the provided agenda. • Provide Civic Platform Daily End User Training Agenda training content and focus on the 2 - 4 record processes identified by Agency • Provide Agency the WebEx engagement information for the Civic Platform Daily End User training . © 2016 Version 4.0 Page 19 Statement of Work Agency Responsibilities: • Provide timely and appropriate responses to Avocette requests for information . • Provide the Accela Success Community website to the staff users who will require the online training content. • Identify and provide specific Agency procedural details on 2 - 4 record processes in which Avocette will teach for the instructor lead training session . • Ensure that users are proficient in using PC 's as a prerequisite before accessing the online training content. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. • Ensure that users have appropriate hardware/software for successfully viewing online video content. • Ensure that users are successfully reading and completing the recommended online course content throughout project implementation. • Schedule appropriate Agency staff participants and meeting locations for training activities. Acceptance Criteria : • Access Accela Success Community online training • Deliver the Civic Platform Daily End User Training (agenda provided) DELIVERABLE 17 : GIS DEPLOYMENT Avocette will coordinate the setup and configure Accela GIS to link and leverage existing City GIS information , including assistance with establishing the map service to be used in conjunction with Accela GIS . The following are the main objectives being pursued through the implementation of the Accela GIS: • Look up permit information and parcel information from the Permitting system • View selection, location , and associated GIS information • Select one or more parcels and add new applications to the permit system During GIS installation, Avocette's technical staff will work with Agency IT staff to ensure that the components for hardware, software, database , network, and Internet are in place for the Accela GIS test and production environments. Avocette technical staff will validate the proper installation and configuration of the Accela GIS environment. In terms of specific output, the following will be executed for this deliverable : ~ Accela GIS setup ~ Attribute Mapping to 1 group of Application/Record data fields Avocette Responsibilities: • Demonstrate Accela GIS applications are operational thus communicating with the Accela Civic Platform system • Assist the Agency in identifying and developing additional Attribute Mappings, Proximity Alerts and Dynamic Themes Agency Responsibilities: • Arrange for the availability of appropriate staff for setup , testing , and quality assurance throughout the setup process • Provide people and physical resources based on the dates outlined in the project schedule © 2016 Version 4 .0 Page 20 Statement of Work • Provide Avocette with network access for remote installation and testing • Provide information and data in the formats specified by Avocette that will be needed for the GIS implementation Acceptance Criteria : • Demonstration of operating Avocette GIS in test environment DELIVERABLE 18: DOCUMENT MANAGEMENT SYSTEM INTERFACES For each interface, the Avocette technical lead will work together with City 's technical lead and/or business leads to document functional requirements and technical specifications of the interface in an Interface Specifications Document. Interface development begins upon written approval of the specifications . It is expected all interfaces will use Accela's GovXML, web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system. In other words , data coming into Accela and data coming from Accela will use the existing integration technology. Cupertino 's responsibilities include obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted, etc.). The City will also ensure Avocette resources have access to a Development or Test version of the 3rct party system for interface development and unit testing . All interfaces will be developed against 1 (one), agreed upon version of the J ct party system. Avocette will conduct Analysis and Development for each system that will be interfaced with Accela within the scope of this implementation. IN TERFACE ANALYSIS In order to determine the City requirements for each interface, analysis sessions will be conducted as a portion of this deliverable . The findings will then be documented in the Interface Specifications Document(s) for use by Avocette in building the interface code . The implementation of the interface is dependent on the assistance of the City's staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system . Avocette will provide a program to integrate Jct Party data to/from Accela Civic Platform. Business Process Anal sis & Pro ·ect Mana ement Oversi ht In terms of specific output, the following will be executed for this deliverable : >" Interface Specification Document(s) >" Configuration & Testing of Project Dox and Laserfiche Interface Avocette Responsibilities: • Provide timely and appropriate responses to the Cupertino's request for information • Conduct Interface Analysis sessions • Work with the City staff to develop interface specifications document Agency Responsibilities : • Provide timely and appropriate responses to Avocette's request for information • Provide system and access to individuals to provide required details of system interface © 2016 Version 4 .0 Page 21 Statement of Work • Assist in the interface specification development and data mapping process . • Review and approve the interface specification documents . • Work with Third Party Data Sources to determine best methods of interfacing to Accela system . Acceptance Criteria : • Review and approve the Interface Specifications document. Acceptance Review Period : • The City will have 5 business days to conduct an initial review of the Interface Specification document(s .) If no changes or comments are requested within the 5 days , the Interface Specification document(s .) is considered approved by the City. Upon delivery of initial feedback , Avocette will complete the necessary changes and updates . The second and final review will have 3 business days for acceptance . If no changes or comments are requested with in the 3 days, the Interface Specification document(s .) is considered approved and eligible for invoicing . DELIVERABLE 19: NEW WORLD FINANCIAL SYSTEM INTERFACE For th is interface , the Avocette technical lead will work together with County 's technical lead and/or business leads to document functional requirements and technical specifications to draft an Interface Specifications Document. Interface development begins upon written approval of the specifications . It is expected that this interface will use a batch engine that extracts data from the Accela Platform and creates a flat file for consumption by the New World system . The importat ion of the flat file into New World will be the responsibility of the agency . No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system . In other words , data coming into Accela and data coming from Accela will use the existing integration technology . Cupertino 's responsibilities include obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted , etc .). Cupertino will also ensure Avocette resources have access to a Development or Test version of the J d party system for interface development and unit testing if required. The interface will be developed against 1 (one), agreed upon version of the J d party system . Avocette will conduct Analysis and Development for the system to be interfaced with Accela within the scope of this implementation. 19 .1 INTERFACE ANALYS IS In order to determine Cupertino 's requirements for the New World interface , an analysis session will be conducted as a part of this deliverable. The findings will then be documented in the Interface Specifications Document(s) for use by Avocette in building the interface code. The implementation of the interface is dependent on the assistance of the City 's staff, specifically , interface analysis , data mapping , and data manipulation as required in the source system . In terms of specific output , the following will be executed for this deliverable : >" Interface Specification Document(s) >" Data extract batch job and associated flat file based on the agency approved specification Avocette Responsibilities: • Provide timely and appropriate responses to the San Benito's request for information • Conduct Interface Analysis sessions • Work with the County staff to develop interface specifications document • Create and unit test the batch job and file creation © 2 0 16 V ersion 4 .0 Page 22 Statement of Work Agency Responsibilities : • Provide timely and appropriate responses to Avocette's request for information • Provide system and access to individuals to provide required details of system interface • Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents . • Work with Third Party Data Sources to determine best methods of interfacing to Accela system . DELIVERABLE 20 : OUT-OF-SCOPE BPT CONFIGURATIONS & RECEIPT REPLICATION Avocette will configure the following items identified as being out-of-scope from standard Best Practice Template deployment. Scenario 1: Process Permit Application Submitted Online -Out of the box messages do not leverage deep links; For this scenario deep links are hyperlinks embedded in the body of the email that, when clicked , takes the user to that application in the web portal. This would require a notification template and scripting to send the email with the appropriate links -ESTIMATE = 10 hours/email. Scenario 2: Electronic Document Review -Third party document review software to be identified and could handle correction letter or could be developed with additional configuration based on city needs . Notification letters can be configuration and automated -ESTIMATE= 10 hours/record type. Scenario 3: Amend an Existing Permit Applicants can add documents at any time after submission, however if actual amendment records are required , they can be added to the project with additional configuration. [MB] Amendment Records are non BPT new records that typically require configuration and scripting to build -ESTIMATE = 10 hours/amendment record. Scenario 4: Customer Views Inspection Results Targeted messages can be managed by the agency administration or added to the project with additional configuration . Scripting would be required for targeted messaging -ESTIMATE= 10 hours/record type . Scenario 5: Replication of Agency Building Permit Placard versus standard report issued via Civic Platform http ://64.165.34 .13/WebLink/DocView .aspx?dbid=O&id=359352&paqe=1 &cr=1 -ESTIMATE = 35 hours/permit type. Meeting the requirements of the City of Cupertino Demonstration Scripts The following lists the scenarios in the Cupertino demonstration script with an indication as to the Civic Platform meeting the requirement with the current proposal from Accela and Avocette, which is the Accela Civic Platform with Best Practice Templates combined with the Avocette Project Scope of Work. The Civic Platform fully supports every scenario and capability , and in the five cases where the current project scope does not, the additional configuration have been added to the SOW as detailed (highlighted) below. © 2016 Version 4.0 Page 23 • Statement of Work Meets the Requirement J Civ ic Delivery Name Scenario Platform Services as Comments with Best outlined in Practices Scope of d Work Scenar io 1: An HVAC contractor comes into ,/ -/ the office ... Out of the box messages do not leverage deep links, however they could be included with additional configuration based on city needs . [MB] For this scenario deep links are Scenario 2: Process permit application hyperlinks embedded in the body of ,/ -/ the ema il that, when cl icked , takes the submitted online user to that application in the web Permit portal. This would require a Management notification template and scripting to send the email with the appropriate li nks-EST IMATE= 10 hours/email. Th ird party document review software to be identified and cou ld handle correction letter or could be developed Scenario 3: Electronic document review ,/ -/ with additional configuration based on city needs . [MB] Notification letters can be configuration and automated - ESTIMATE = 10 hours/record type. Scenario 1: An Engineering Planner is ,/ ,/ interested in conducting ... If the city chooses XAPO integration, parcel genealogy would be managed GIS Fu nct io na lity in ArcGIS [MB] Acceta GIS (AGIS) Scenario 2: Maintain Addresses and Parcels ,/ -/ configuration is included -D17 -GIS Deployment. In the SOW we also commit to 1 attribute mapping -so we could map historical parcel ID . Scenario 1: Scheduling Inspections ,/ ,/ Inspectio n Scenario 2: Manaqe Inspector workload ./ ./ Ma nag e ment Scenario 3: Individual Inspector management toots ,/ ,/ Mobile Inspe ct io ns Scenar io 1: Day in the life of an Inspe ctor ,/ ,/ Scenario 1: Applicant comes in to counter or ,/ ,/ calls on the phone ... Dynamically presenting fields according to agency rules can be Plan Manage ment Scenario 2: General application creation added to the proje ct with additional ,/ -/ configuration [MB] We do not commit process to scripting or expression builders (EBs) in the SOW. We could use Deliverable 15--Admin Training to © 2016 Version 4 .0 Page 24 Statement of Work train them on this -they can do it themselves. Scenario 3: Applicant wants to apply for / / permit on line or apply ... Scenario 4: Planner takes in online permit / / and requires revisions ... Scenario 5: Staff needs to create mail ing / / labels . Scenario 6: Staff receives application and / / needs to manaQe ... Scenario 7: Show how fees auto generate , / / how deposits are .... Scenario 1: Applicant comes in to counter or / / calls on the phone ... Scenario 2: General application creation / / process Scenario 3: Applicant wants to apply for / / permit online ... Scenario 4: Planner takes in online permit / / and requires revisions ... Scenario 5: Staff needs to create mailing / / labels . Scenario 6: Staff receives application and / / needs to manaQe ... Scenario 7: Show how fees auto generate , / / how deposits are dealt ... Scenario 1: A large subdivision construction / / project with multiple ... Scenario 2: A residential contractor is / / submitting an ... Applicants can add documents at any time after submission , however if actual amendment records are required , they can be added to the Scenario 3: Amend an existing permit / ,/ project with additional configuration. [MB] Amendment Records are non BPT new records that typically require Residentia l Self configuration and scripting to build - Service ESTIMATE = 10 hours/amendment record . Scenario 4: Request an Inspection against / / an existing permit Scenario 5: Submit an anonymous code / / enforcement complaint online Scenario 6: Allow customers to run reports / / online Targeted messages can be managed by the agency administration or added Scenario 7: A customer views inspection / / to the project with additional results and receives ... configuration . [MB] Scripting would be required for targeted messaging - ESTIMATE = 10 hours/record type. © 2016 Version 4 .0 Page 25 Statement of Work Scenario 1: 1. Customer visits the online ../ ../ portal and realizes ... Scenario 1 :2. Customer wishes to manage ../ ../ his/her account information . Scenario 1 :3 . Customer wishes to obtain a ../ ../ fee estimate ... Scenario 1 :4 . Submit an application for a ../ ../ new Subdivision Plan Scenario 2: Submit an application for a ../ ../ Single Family ... Scenario 3: 1. Logged in as another ../ ../ contractor that already ... Scenario 3: 2. Demonstrate how a customer ../ ../ could amend details of an ... Scenario 4: 1. Logged in as another ../ ../ contractor that already has permit ... Scenario 4: 2. Request an optional ../ ../ inspection against a permit Scenario 4: 3. Reschedule the requested ../ ../ inspection Scenario 4: 4. Cancel the requested ../ ../ inspection Scenario 5: 1. Without being logged into the ../ ../ web porta ... Scenario 6:1. Show where online customers ../ ../ can access reports ... Scenario 6:2. Show how reports can be ../ ../ tarqeted to specific .. Agency specific alerts to online users can be managed by the agency administration or added to the project Scenario 7:a. Show how an online user ../ .,/ with additional configuration. [MB] views inspection results ... This is outs ide of the scope. Will need to do some investigating on effort/cost if they want to move forward with this feature. DELIVERABLE 21 : REMOTE USER ACCEPTANCE TESTING (UAT) Avocette will provide of support for training, oversight, answering questions and addressing issues discovered during 3 Days of Remote User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production. The testing effort will require a significant time investment by the Agency, and coordination of resources is critical. At this point in the implementation process, the Agency should test individual components of functionality of the solution (i .e., functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Civic Platform solution are operating properly (i.e., integration testing). © 2016 Version 4 .0 Page 26 ·, Statement of Work DELIVERABLE 22 : ONSITE ENGAGEMENT & PROJECT QUALITY ASSURANCE Upon Initiation of professional service work Avocette will visit Cupertino for a Project Kick-Off session to orientate agency personnel with the online tutorials and engage with the City's Project Manager and related stakeholders to refine roles/responsibilities, and review business processes to align with configuration of Accela Civic Platform Best Practice Templates. The Project Kickoff Visit will entail 2 Days (up to 16 hours) onsite at start of project. The second crucial stage of implementation is just prior to "Go-Live" -Avocette will conduct a second visit for a duration of 3 Days (up to 24 hrs.) wherein our assigned Project Manager will provide assistance to the Agency ensure the solution meets the requirements as documented in all the deliverables. Avocette will work with the Agency in the testing and validation of the solution and its readiness to be migrated to production for active use at time of deployment. DELIVERABLE 22 A: ON SITE ADMINISTRATIVE TRAINING Avocette will provide training for Agency staff that focuses on the administration, maintenance , and augmentation of its Accela Civic Platform configuration . Our aim at Avocette is to educate Agency resources on all aspects of Accela Civic Platform in an effort to enhance the Agency 's self-sufficiency. This allows the Agency to best react to changing requirements and ongoing maintenance , which can allow the Agency to be proactive and significantly reduce system maintenance costs over time. In terms of specific output, the following will be executed for these deliverables (22 & 22A): >-2 Days Project Kickoff & Business Process Review >-1 Day Agenda Planning & Course Prep >-4 Day Administrative Training Course (Up to 32 hrs .) >-3 Days Onsite Production Deployment Support Avocette Responsibilities : • Coordinate with the Agency to define training schedule and logistics. • Deliver training per the specific requirements listed above. Agency Responsibilities : • Select and prepare the power-users who will be participating in the training and subsequently training end users. • Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable Agency facilities to accommodate various training classes . • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course . • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria: • Execution of listed training courses © 2016 Version 4 .0 Page 27 Statement of Work COST SCHEDULE Avocette will perform the Services below based on the deliverables outlined in this SOW. The pricing is based on the expected staffing requirements, project schedule , Avocette's and Customer's roles and responsib ilities and the other assumptions set forth in this SOW. Avocette's total price to perform the Services and provide the Deliverables described is $_137,465.00 _ exclusive of taxes and travel expenses (the "Fixed -Fee"). The Fixed-Fee price is based on the information available at the time of signing and !he assumptions , dependencies and constraints , and roles and responsibilities of the Parties , as stated in this SOW . Avocette will invoice the City of Cupertino on a monthly basis for each of the completed deliverables . For the purposes of this SOW , Avocette will invoice $2,783.33 for each of deliverable 1 to 16 completed (with the exception of Deliverable 2: Self-Directed Online Training) which is assigned to Agency personnel and is non-billable . Avocette will invoice $12,420.00 upon acceptance of deliverable 17 (GIS Deployment) and $33,750.00 upon acceptance of deliverable 18-A/B (Document Interfaces-Laserfiche & ProjectDox) Avocette will invoice $13,500.00 for deliverable 18C (Business Process Analysis & Project Management) upon project completion . Avocette will invoice $11,880 upon acceptance of deliverable 19 (New World Interface) and Avocette will invoice $10,125 upon acceptance of deliverable 20 (Out-of-Scope BPT Configurations) Avocette will invoice $3,240 for Deliverable 21 (Remote User Acceptance Testing) upon completion , and Avocette will invoice $5,400 for Del iverable 22 (Onsite Engagement & Quality Assurance) upon completion . Lastly, Avocette will invoice $5,400 for Deliverable 22A (Onsite Administrative Training) Total Amount of Invoices $137,465 for deliverables depicted in this SOW. The Agency is responsible for any Change Order Costs and Travel Expenses per actual for onsite engagement (see expenses) for this project. © 201 6 Version 4 .0 Page 28 '· Statement of Work Premium Package Deliverable Price AA System Setup 1 Self-Directed Online Traininq (Non-Billable) 2 Setup of Land Manaqement best practice configurations 3 Setup of Agency Staff User Accounts 4 Workflow and Inspection D istinct Updates 5 Fee Schedule Configuration 6 $41 ,750.00 Service Record Types 7 *Note .Billed Per Agency Defined Data Fields 8 Deliverable User Group Perm ission Distinct Updates 9 Completed@ New User Group Permission with Distinct Updates 10 $2, 783. 33/ea Citizen Access Configuration 11 15 deliverables Property Data Upload 12 Licensed Professional Data Upload 13 Express Historical Data Convers ion 14 Citizen Access Configurat ion 15 WebEx (Remote) Admin & End-User Training 16 GIS-ESRI Deployment (92 Hours) 17 $12 ,420 Document Management Interfaces (250 Hours) 18 A ,B $33 ,750 Project Manaqement Oversiqht (100 Hours) 18 C $13 ,500 .00 New World Financial Interface (88 Hours) 19 $ 11 ,880 Out-of-Scope BPT Items & Permit Replication (75 Hours) 20 $10 ,125 Remote User Acceptance Testinq (UAT 3Days) (24 Hours) 21 $3 ,240 Onsite Engagement Project Kick-Off & QA (40 Hours) 22 $5 ,400 Onsite Adm inistrative Tra ininq (40 Hours) 22A $5 ,400 Total Avocette Services $137,465.00 CHANGE TO AGREED TO SCOPE The price above is based on the information available at the time of signing and the assumptions , dependencies constraints , roles and respons ibilities of the Parties , as stated in this SOW . Should there be changes to the scope , timeline or resources that increases the hours or costs needed to complete the project , a Change Order may be issued to address the increase in scope or costs . Avocette will endeavor not to exceed the total estimate amount without the prior approval of Customer; however should the Customer request additional work outside of the scope defined above , then Avocette will calculate the value of any change orders requ ired to address the additional work at a rate of $135 .00 per hour plus applicable expenses if any . Should the Customer and Avocette agree that any of the assumptions used to provide the fixed price quotation are invalid resulting in additional costs , then Avocette reserves the right to negotiate with the Customer to address these cost overages . © 20 16 Ve rsion 4 .0 Pag e 29 Statement of Work EXPENSES: Actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will be billed to Agency, according to Avocette 's expense policy. Avocette will bill Customer for actual expenses incurred for travel and lodging/living , as well as other approved out-of-pocket expenses (such as mileage , park ing , tolls and telecommunications charges). Avocette will work with Customer to manage and control its expenses in accordance with Avocette travel pol icy guidelines and will not incur expenses in excess of the initial contracted budget below without Customer's prior written consent. Expense receipts will be made available as requested by Agency. Total estimated expenses are based on past engagement experience . Based on the assumption that there will only need to be 3x onsite trips at an estimated $_3 ,500 .00_ each , the travel expense budget estimate is $_10 ,500 .00_ Acceptance : Accepted By : Avocette Technologies ~ A~ Scott Ross Name -Type or Print Ch ief Executive Officer Title June 23rd 2017 Date © 201 6 Vers ion 4 .0 Accepted By : City of Cupertino Authorized Signature xS,u /\1rt:.Htt.L Name -Type or Print C-hl_.:" ~#P.t'~~t #//CEA' Title ~ ~f. Zv/}- Date Page 30 Contract No. __ _ Exhibit D Insurance Requirements and Proof of Insurance Proof of insurance coverage described below is attached to this Exhibit, with City named as additional insured. Consultant shall maintain the following minimum insurance coverage: A . COVERAGE: (I) (2) (3) D (4) Workers' Compensation: Statutory coverage as required by the State of California. Liability : Commercial general liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence $1 ,000,000 aggregate -all other Property Damage: $100,000 each occurrence $250,000 aggregate If submitted, combined single limit policy with aggregate limits in the amounts of$ I ,000 ,000 will be considered equivalent to the required minimum limits shown above. Automotive: Comprehensive automotive liability coverage in the following minimum limits: Bodily Injury : $500,000 each occurrence Property Damage : $100,000 each occurrence or Combined Single Limit: $500,000 each occurrence Professional Liability Professional liability insurance which includes coverage for the professional acts , errors and omissions of Consultant in the amount of at least $ I ,000 ,000. I I Cupe rtino Sta nda rd Fonn Con1rncl-upJ111cd 2/2015 ACORDTM CERTIFICATE OF LIABILITY INSURANCE I D A TE (MM/DD/YY) 06/15/2017 PRODUCER Serial# 115260 THIS CERTIFICATE IS ISSUED AS A M A TTER OF INFORMATION WILLIS CANADA INC. OBA WILLIS TOWERS WATSON ONLY AND CONFERS NO RIGHTS UPO N THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES N OT A MEND, E X TEND OR 1500-1095 WEST PENDER STREET ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. VANCOUVER.BC V6E2M6 TEL: 604-683-6831 INSURERS AFFORDING COVERAGE NAIC# INSUR ED INSURER A : C ONTINENTAL C ASUAL TY COMPAN Y AVOCETTE TECHNOLOGIES INC . INS URER B: 2ND FLOOR -42 2 SIXTH STREET INSU RER C: NEW WESTMINSTER , BC V3L 3B2 INSURER D: I INS URER E: COVERAGES THE PO LICIE S OF IN S UR AN CE LI S TED BELOW H AVE BEEN ISS UED TO THE INS URED NA MED ABOV E FOR THE POLICY PERIOD INDICATED. NOTWITHSTA NDING A NY REQ UIREMENT, TER M O R CO NDITION OF A N Y C ONTRACT O R O THER D OC UMENT WITH RESP EC T T O WHI C H THIS C ERTI FICATE M A Y BE ISSUED O R M AY PERTA IN , THE INSURAN CE A FFO RDED B Y THE P O LI C E S DESCRIBED HEREIN IS S UBJEC T T O A LL THE TERMS, E XC LUS ION S AND C ONDITI O NS O F SUC H PO LI C IES , A GG REGATE LI M ITS S HOWN M AY HAV E BEEN REDU C ED B Y PAID CLA IMS . JNSR ~%rii~ TYPE OF INSURANCE POLICY NUMBER p8k!fl,F!J,~1i}(,'<,1 p8k!f/r~~~~N LIMITS LTR GENERAL LIABILITY EACH OCCURRENC E -$ 1,000 ,000 s~~~*i Jq[aE~c~~~ncel A X COMMERC IAL GENERAL LIAB ILITY MPR 2755219 09/30/16 09/30/17 $ ,__ 0 CLA IMS MADE [8J OCC UR MED EXP (Any one perso n) $ ,__ (IN CLUDIN G BODILY INJUR Y & PERSONA L & ADV INJURY s -PROPERTY DAMAGE LI ABILIT Y) GE NERAL AGGREGATE s 1,000 ,000 - GEN'L AGGREGATE LIMI T APPLIES PER: PRO DU CTS • COMP/O P AGG $ xl n PRO-POLICY JECT n LOC AUTOMOBILE LIABILITY MPR 2755 219 09/30/16 09/30/17 COMBIN ED SINGLE LIMIT -s 500 ,000 A ANY AU TO (Ea accident) -ALL OW NED AUTOS BODILY INJURY -$ SCHEDULED AUTOS (Per person) -HI RED AUTOS BODILY INJURY x $ NON-OWNED AUTOS (Per accident) -PROPERTY DAM AGE (Per acci dent) s GARAGE LIABILITY AUTO ON LY • EA ACCIDENT s R ANY AUTO OTHER TH AN EAACC $ AUTO ON LY: AGG $ EXCESS/UMBRELLA LIABILITY EAC H OCC URRENC E s O occuR D CLAIMS MADE AGGR EGATE s $ ~ DEDUC TIBL E $ RETE NT ION s s WORKER'S COMPENSATION AND I T~~4'IfilrYs I IOTH-ER EMPLOYERS ' LIABILITY ANY PROPR IETOR/PAR TNER/EXECUTIVE EL EAC H ACCIDEN T $ OFF ICER/MEM BE R EXC LU DED? EL DISEASE· EA EMPLOY EE S Jf yes, describe un der SPEC IAL PROV ISIONS below EL DISEAS E -POLICY LIMIT $ OTHER A PROFESSIONAL LIABILITY PLP 2878253 09/30/16 09/30/17 $1,000,000 PER CLAIM $1 ,000,000 PER AGGREGATE DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLUSIONS ADDED B Y ENDORSEMENT/SPECIAL PROVISIONS CITY OF CUPERTINO, ITS CITY COUNCIL, BOARDS AND COMMISSIONS, OFFICERS, EMPLOYEES AND VOLUNTEERS ARE ADDE D AS AN ADDITI ONAL INSURED S, BUT ONL Y WITH RE SPE CT TO LI ABILIT Y ARI SING VI CA RI OUSLY OUT OF THE OPER ATI ONS OF THE NAMED INSURED. CERTIFICATE HOLDER CANCELLATION SHOU LD ANY OF TH E ABOVE DESCR IBE D POLICIES BE CANCELLE D BE FOR E TH E EX PI RAT ION DAT E THER EOF , THE ISS UIN G INS URER WILL ENDEAVOR TO MAIL~DAYS WR ITIEN NOTICE TO THE CER TIFICATE HOLDER NAMED TO THE LEFT . BUT FA IL URE TO DO SO SHA LL CITY OF CUPERTINO IMPOSE NO OB LI GATI ON OR LIABILI TY OF ANY KIND UPON THE INSURER. IT S AGEN TS OR 10300 TORRE AVE . REPRESEN TATI VES. AUTHORIZED REPRESENTATIVE WILLIS CANADA INC. DBA WILLIS TOWERS WATSON CUPERTINO CA 95014 -=l=?a.,,.a..:.,. I ACCOUNT MANAGER ACORD 25 (2001/08) © ACORD CORPORATION 1988