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Home My WebLink About2016-026 SunGard C9T�� EI�O ORDER By the signatures of their duly authorized representatives below,the SunGard entity identified below and the customer identified below("a separaet')contrading to be ct between legally SunGard entity and Customer,isions of effectivetuipon he latest date shown, and agree that is Order represents a separate on the signature page below ("Order Execution Date"). This Order incorporates and is governed by all of the terms of the SunGard Standard Terms and Conditions version 2016 January, to be found at http://www.sungardps.com/legal-agreements/ ("SST") as if the SunGard entity was"SunGard" and Customer was"Customer" thereunder. Capitalized terms not defined in this Order have the meaning g!ver+ them in the SST. SunGard Public Sector LLC Atascadero, California By: 1/Yy(LY/1yy<, B �V! Print Name: Lisa Neumann, Controller Print Name: /-'J e�k2(Ic Print Title: u Print Title: �} r1/LG_ 116ZG (� Date Signed: ! Date Signed: 12:b7 CUSTOMER# SUNGARD ORDER# SOLUTION AND RELATED INFORMATION 1. SOLUTION: SunGard TRAKiT 2. INITIAL TERM: [Perpetual] 3. SCOPE OF USE: a. DESIGNATED LOCATION(s): City of Atascadero, 6500 Palma Ave, Atascadero, CA 93422 b. REGION: UNITED ':-TATES 4. LICENSE AND INITIAL SUPPORT FEES: See Project Cost Supplement Software Notes: 1. Interfaces are interfaces only. Customer is responsible for obtaining the applicable software, hardware and system software from the appropriate third party vendor. 2. Support for the Initial Support Term is provided at no charge. The Support Fee in the table above represents the support fee for the first Renewal Support Term and is payable only if Customer elects to extend the term through the first Renewal Support Term as provided for in Section 9.3 of the SST. 5. SUPPORT TERM: a. INITIAL SUPPORT TERM: 12 months from the Order Execution Date. b. RENEWAL SUPPORT TERM(S): Additional one year renewal periods commencing upon the expiration of the Initial Support Term (or anniversary thereof). 6. PROFESSIONAL SERVICES: See Project Cost Supplement Professional Services Notes: 1. Pricing is a good faith estimate based on the information available to SunGard at the time of execution of this Order. The total amount that Customer will pay for these services (i.e., the "TOTAL SERVICES FEE") will vary based on the actual number of hours of services required to complete the services. if required, additional services will be provided on a time and materials basis at hourly rates equal to SunGard's then-current list price rates for the services at issue. 2. Travel and living expenses are additional and will be billed monthly as SunGard renders the services. 3. See also Statement of Work Supplement 7. THIRD PARTY PRODUCTS: See Project Cost Supplement Third Party Products Notes 1. See Attached Supplements itional and will be due upon delivery. 2. Actual shipping charges are add 8. PAYMENT TERMS: See Project Cost Supplement IF APPLICABLE, APPLICABLE TAXESE AMOUNTIN THE PAYMENT INVO CE (S) BEING SENT SEPARATELY JECT COST SUPPLEMENT, � WILL BE ADDED TO THE CUSTOMER. 9. ADDRESSES: a. CUSTOMER ADDRESS FOR INVOICES: 6500 Palma Ave, Atascadero, CA 93422 b. CUSTOMER ADDRESS FOR NOTICES: 6500 Palma Ave, Atascadero, CA 93422 c. CUSTOMER ADDRESS FOR SOFTWARE SHIPMENT: 6500 Palma Ave, Atascadero, CA 93422 d. SUNGARD'S ADDRESS FOR NOTICES: SunGard Public Sector LLC. Attn: Legal Counsel 1000 Business Center Drive Lake Mary, FL 32746 10. LIABILITY CAP: License Fee actually paid by Customer to SunGard under this Order 11. SPECIFIED CONFIGURATION: Host(s) or client server configuration(s) and/or combinations of host(s) and client server configuration(s)within the United States of America for which SunGard supports the Solution. Customer acknowledges that certain Solutions software may require specific host or client configurations. Customer, as soon as reasonably practicable, will provide a detailed written description of the specified configuration so that SunGard can confirm that it is a configuration on which SunGard supports use of the Solution. 12. AMENDMENTS TO THE SUNGARD STANDARD TERMS AND CONDITIONS (SST). A. Section 3.1 is amended to read in its entirety: Fees. Customer shall pay to SunGard the fees stated in the Order, in accordance with the payment terms stated on the Order. SunGard shall invoice all other fees, as and when incurred. All invoices shall be sent to Customer's address for invoices stated on the Order. Except as otherwise specified on the Order, Customer's payments shall be due within thirty (30) days after the invoice date. SunGard may not increase the fees and charges payable under this Agreement, unless otherwise stated in this Agreement or in the Order. Except as provided in Section 4.2(c) all fees and other amounts paid by Customer under this Agreement are non- refundable. B. Section 10.10 (a) is amendment to read in its entirety: This Agreement and any dispute or claim arising, directly or indirectly, out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) is governed by, and shall be construed and enforced in accordance with, the laws of the State of California excluding choice of law. Each party irrevocably (i) agrees that the Superior Court in and for San Luis Obispo County,California, or the United States District Court for the Central District of California, shall have exclusive jurisdiction to settle any dispute, controversy or claim arising, directly or indirectly, out of or in connection with this Agreement, or the breach, termination or validity thereof (including non-contractual disputes or claims) and that such court shall be the proper venue therefor; (ii) waives the right to trial by jury, (iii)and consents to service of process by first class certified mail, return receipt requested, postage prepaid, to the address at which the party is to receive notice. 13. OTHER TERMS APPLICABLE TO THIS ORDER: • PROJECT COST SUPPLEMENT • SUPPORT SUPPLEMENT • SUNGARD TRAVEL EXPENSE GUIDELINES • BLUEBEAM SOFTWARE -THIRD PARTY PRODUCT SUPPLEMENT • STATEMENT OF WORK SUPPLEMENT PROJECT COST SUPPLEMENT <INSERT> SUNGARW PUBLIC SECTOR Project Cost Supplement — Atascadero, California Quote Prepared For: Quote Prepared By: Luke Knight,IT Manager Jennifer Lewis City of Atascadero 2036 Corte Del Nogal 6500 Palma Ave Carlsbad,CA 92011 Atascadero,CA 93422 Phone: (B58)451-3030 Fax: (805)470-3452 Email: jennifer.lewis@sungardps.com Quote Date Valid Until Q-00022656 1012412016 1213012016 License Fees Cornmuni Develo Ment Quantity Ext Price Maintenance Product Name 1 25,OD0.00 5,000.00 Product Code g0,0D0.00 18,000.00 TRAK-BLUEBEAM Bluebeam Server API forTRAKT 20 1,500.00 TRAK-COJ/IMDEV UL TRAKi f9 Community Development Suite User License 1 7,500.00 TRAK?CSLB integration' 1 1,000.00 200.00 TRAK-CSLB 2000000 4,DOi5.00 TRAK-ENFLIB TRAKT Enforcement Llbr..ry 1 , . TRAK-ETRAKIT eTRAKT Citizen Portal 1 17,500.00 3,500.00 00 2,50('•00500. TRAK-GISADV TRAKT GIS Advanced Engine 1 12, 2,50(1.00 TRAK-IT-CODE TRAKiT Code 1 12,500.00 1 15,000.00 3,000.00 TRAK-IT-INSPECT TRAKT Inspect 1 000 D0 200.00 TRAK-LF-IF TRAKT Laserfiche API 1 400.00 TRAK-PLNLIB TRAKT Plan Correction Library 1 2,000.00 TRAK-PMTLIB TRAKT Permit Form Library 1 2,000.00 400.00 TRAK-REGLIB TRAKT Regulatory License Library 4 12,000.00 2,400.00 TRAK-REGSUITEUL TRAKT9 Regulatory Licensing Suite User License Totals: $218,000.00 $43,600.00 Third Party License Fees Quantity Ext Price Maintenance Product Name 12.00 2,988.00 597.60 Product Code TRAK-BLUEBFJaMUt Bluebeam Standard License Totals: $2,988.00 $597.60 Professional Services Community Development Impl Svcs Consulting Development Total services Prof Mgmt installation Tech Svcs Training - - 4,140.00 Product Code Product Name _ 3,500.00 - 640.00 - 000.00 E>ft Price: _ 2,000-00 2, TRAK-BLUEBEAM-S Bluebeam ServerAPl for7RAKT Services Ext Price: - - Page 1 of 8 TRAK-CSLB TRAK3 CSLB Integration TRAK-ENFLIB TRAKiT Enforcement Library Ext Price: Community Developmentlopment l Services Prof Mgmt Installation Tech Svcs Training lmpl Svcs Consulting Deve3,000 p0 TotaiB,30 00 Product Coda Product Name Ext Price: 160.00 1,750.00 12,840.00 320,00 TRAK-ETRAKIT-L3 eTRAKT Citizen Portal Configuration _ 26,320.0D Package-1-3-Premium _ 28,000.00 32D.00 - 6,000.00 9,200,00 TRAK-GISADV-S TRAKT GIS Advanced Engine Services Ext price: 3,200.00 - - 8,640.00 TRAK-GTUR GeoTRAK Update Routine Ext Price: - - 8,400.00 640.00 _ - _ 4,000,00 TRAK-IT-15 i rRAKiT Services Ext Price: - - 4,004.00 - _ _ 600.00 TRAK-LF-IF-S TRAKrr Laserrche API Services _ 600.80 TRAK-LP-ADM-I TRAKT9lndividual Learning Pass-Administrator Ext Price: _ 900.00 Training _ 900.00 - 1,600.00 1,6D0.0D TRAK-LP-RW-I TRAKT9lndividual Learning Pass Report Writing Ext Price: _ 1,600.00 1,60o.o0 TRAKT Plan Correction Library Ext Price: - - TRAK-PLNLIB Ext price: - _ - 1,600,00 1,640,00 TRAK-PMTLIB TRAKT Permit Form Library Ext Price: - _ 8,000.00 8,000.00 TRAK-REGLIB TRAKT Regulatory License Library r License Ext Price: - 9,B00.00 - 11,000.00 TRAK-REGSUITEUL TRAKTr,Regulatory Licensing Suite Use1,400.00 00 15,080.00 TRAK-CD-1-1 TRAKT9 Cammunily Development Initiation-L1 Ext Price: - 640.00 8,000. 14,000.00 TRAK-CD-3,.1 TRAKT9 Community Development Discovery-L1 Ext Price: 5,440.00 - G4 400.00 Ext Price: - TRAK-CD-C-1 TRAKTE Community Development 32,320.00 Configur�licn-Li _ - 5,120.00 - 18,000.00 TRAKT9 Community DevelopmentTeslinion Ext Price: 11,203,.00 _ 5,120.00 3,240.04 12,160.00 TRAK-COT-1 - TRAK-CD-EG-1 TRAKiT9 Community Development Education 8 Go Ext Plica: 3,840.00 5,470,00 Live-L1 350.00 - - 5,120.00 Ext Price: 320,00 3,600.00 5,840.00 TRAK-RUL-I TRAKT9 Reg User License Initiation Ext Price: 1,920-00 - 6,400.00 - 6,400.00 TRAK-RUL-D TRAKT9 Reg User License Discovery Ext Price: - - 12,600.00 TRAK-RUL-C TRAKT9 Reg User License Configuration _ 1,920.00 - 3,204.00 TRAKT9 Reg User License Testing Ext Price: 7,680.D0 1,260.00 - 1,600.00 4,160.00 TRAK-RUL-T - TRAK-RUL-EG TRAKT9 Reg User License Education 8 Go Live Ext Price: 1,280.00 Totals: $34,720.40 $7,000.00 $62,844.00 $'17,824.00 - $81,720.04 $25,400.40 $219,460.00 Servicesment Prat Mgm! Installation Tech Svcs Training Imp!Svcs Consulting Deve18o0p 00.00 Total B,00.00 Services Product Code Product Name _ _ - PS-CD Custom Enhancements(To Be Defined By The Ext Price: - 28,800.00 28,800.00 City) PS-CV Data Conversion:Legacy Data from Custom Ext Price: Solution(Contacts,Permits,Projects,Code _ 6,000.00 8,000.00 Cases) _ - - - - PS-Cv Data Conversion:Business License Records Ext Price: from Progressive Solutions - 5,000,01) 5,000.40 PS-ID Financial Interface:Tyler Eden(End of Batch Ext Price: Export) - $49,804.00 $49,800.00 Totals: Product&Services License Fees: $218,000.00 Page 2 of 8 Professional Services: $269,260.00 Third Party License Fees: $2,988.00 Subtotal: S490,248.00 Discounts License Fee discount: $65,400.00 Product&Services Totals Net License Fees: $152,1300.00 Net Professional Services: $269,260.00 Net Third Party License Fees: $2,988.00 Total: $424,848.00 Maintenance: $43,600.00 Third Party Maintenance: $597.60 Product Notes Bluebeam Server API for TRAKT Services(TRAK-BLUEBEAM-S)Includes up to 4 hours of remote training to explain the Bluebeam integration with TWIT suite.Does not include an overview of the Bluebeam product.Additional training can be obtained through Bluebeam separately. TRAK-COMMDEV-UL:Includes access to GeoTRAK(TRAK-GEO),PermitTRAK(TRAK-PERMIT),ProjectTRAK(TRAK-PROJECT),CodeTRAK(TRAK-CODE),AEC TRAK(TRAK-AEC),CRM TRAK(TRAK-CRM)modules and a report library with 10D standard reports. TRAK-ENFLIB:Library includes each of the following forms: -Two(2)standard Violation Letters TRAK-LP-ADM-I:Includes a 2 day pass for one(1)seat of System Administrator training held at a designated off site location.This is not held at the customer site. Customer is responsible for all travel and living expenses. TRAK-LP-RW-i:Includes a 3 day pass for one(1)seat of Report Wdtint;training held at a designated off site location.This is not held at the customer site.Customer is responsible for all travel and living expenses. TRAK-PLNLIB:Library includes one each of the following forms: -Standard Plan Correction Notice -Standard Planning Commission Staff Report TRAK-PMTLIB:Library includes one each of the following forms: -Standard Permit form -Certificate of Occupancy -Receipt -Invoice -Inspection Results Letter TRAK-REGLIB: Library Includes each of the following forms: -Standard License form -Two(2)standard Renewal License Notices TRAK-REGSUITEUL:Includes access to LlcenseTRAK(TRAK-LICENSE)in TRAKT9. Page 3 of 8 Comments: Cost Proposal#1 -CITY HOSTEDION PREMISE On Background: The City of Atascadero,CA has requested a cost proposal from SunGard Public Sector for the TRAKiT solution.This investment summary has been provided in response to the City's Request. This quote reflects a city-hosted/on-premise offering for TRAKiT.All data will be hosted and maintained on the City's=ervars.Support and maintenance of the TRAKiT products will be provided to the City through the annual maintenance. TRAKiT Community Development Suite User Licenses: • (20)Concurrent User Licenses for the TRAKiT9 Community Development Suite{Geo7RAK,AEC TRAK, PermitTRAI<., ProjeckTRAK,CodeTRAK,CRM TRAK) Services for TRAKiT9 Community Development Suite User License(TRAK-COMMDEV-UL)include: • TRAK-CD-1-1:Initiation services which includes the following: o (8)hours of remote installation o (60)hours of remote consulting TRAK-CD-0-1:Discovery services which includes the following: o (10)hours of remote project management 1) (24)hours of onsite project management (4)!lours of remote webinar training r (40)hours of onsite consulting time for Kick Off and BPR meetings • TR/IK-CD-C-1:Configuration services which includes the following: o (150)hours of remote consulting • TRAK-CD-T-1:Testing services which includes the following: o (24)hours of onsite Power User training o (8)hours of remote System Administration training o (40)hours of onsite project management G (30)hours of remote project management o (100)hours of remote configuration • TRAK-CD-EG-1: Education&Go Live services which includes the following: o (32)hours of onsite End User training o (24)hours of onsite assistance o (20)hours of remote configuration assistance Page 4 of 0 • TRAK-LP-ADM-I: Includes a 2 day pass for one(1)seat of System Administrator training held at a designated off site location.This is not held at the customer site.Customer is responsible for all travel and living expenses. TRAK-LP-RW-i: Includes a 3 day pass for one(1)seat of Report Writing training held at a designated off site location.This is not held at the customer site.Customer is responsible for all travel and living expenses. ADDITIONAL MODULES&SERVICES: LicenseTRAK: BUSINESS LICENSE MODULE&IMPLEMENTATION SERVICES: • (4)TRAK79 Regulatory Licensing Suite User Licenses Services for TRAKi f'9 Regulatory Licensing Suite User License(TRAK-REGSUITEUL)include: • TRAK-RUL-I: Initiation services which includes the following: o (2)hours of remote installation o (32)hours of remote consulting TRAK-RUL-D:Discovery services which includes the following: o (4)hours of remote project management o (8)hours of onsite project management o (2)hours of remote webinar training\ o (16)hours of onsite consulting time fur Kick Off and BPR meetings • TRAK-RUL-C:Configuration services which includes the following: o (40)hours of remote consulting • TRAK-RUL-T: P Testing services which includes the following: o (8)hours of onsite Power User training o (4)hours of remote System Administration training o (16)hours of onsite project management o (32)hours of remote project management o (20)hours of remote configuration TRAK-RUL-EG:Education&Go Live services which includes the following: o (8)hours of onsite End User training o (8)hours of onsite assistance o (10)hours of remote configuration assistance Page 5 of 8 -Standard Reports&Forms Library Licenses: o (1)Plan Corrections Library D -(8)Professional Services Hours o (1)Permit Library fl -(8)Professional Services Hours o (1)Code Enforcement Library D -(8)Professional Services Hours o (1)Regulatory License Library D -(8)Professional Services Hours •CSLB Interface for Contractor License Verification o (1)CSLB API Interface License o (10)Hours Installation Services GIS INTERFACE: • GIS:(1)Module License for the Advanced TRAKiT GIS Interface o Services Hours for the GIS Interface: D (140)Hours--Installation&Configuration n (2)Hours -Remote Training GeoTRAK Update Routine for Land Data: o (50)Professional Services Hours DIGITAL PLAND REVIEW:BLUEBEAM REVU&TRIAKIT INTERFACE • Bluebeam Revu—Digital Plan Review Tool&T',AKiT Interface: o (12)User License Fees for Bluebeam Revu,Dicital Plan Review Tool o (1)Bluebeam Server API Interface License D (20)Hours Installation Services D (4)Hours of Remote Training PUBLIC FACING WEB PORTL:eTRAKT (1)Module License for ETRAKiT,the public facing web portal o Service Hours for ETRAKIT Implementation&Set Up(Level 3 Package): • (15)Hours-Development • (74)Hours—Project Management, Installation&Configuration (2)Hours -Remote Training MOBILE APPLICATIONS: • Mobile Inspection Application for Building&Land Use Inspections:i fRAKiT Inspect Page 6 of 8 o (20)Hours Professional Services o (2)Hours Remote Training • Mobile Inspection&Case Management Application: iTRAKiT Code o (20)Hours Professional Services o (2)Hours Remote Training DATA CONVERSION SERVICES: o LEGACY DATA From Custom System—Permits, Projects, Cases,Contacts:(144) Hours o Business License Data from Progressive Solutions:(45)Hours 3rd PARTY INTERFACES: • Financial-Tylor Eden:(25)Professional Services Hours • Electronic Document Management Laserfiche o (1)Laserfiche API License o (20)Professional Service Hours Payment terms as follows: License Fees are 50%due upon the Order Execution Date,50%due ninety(90)days from the Order Execution Date. Project Management,Consulting,Technical Services,Conversion,Development,Training,and Insta lation Fees: 1st Payment 20%of services- Due upon Execution 2nd Payment 20%of services-Due upon Customers Project Workbook Sign Off 3rd Payment 20%of services- Due upon Customer's receipt or initial delivery configuration 4th Payment 20%of services- Due upon Final Testing sign-off Final Payment 20%of services-Due 30 days after Go-Live "Go-Live"shall mean either(i)Customer's use of the Solution with real data in a production(and not testing)mode,or(ii)SunGard's confirmation that the Solution is ready for use. Third Party Product Software Fees are due upon the Order Execution Date. Travel&Living expenses are due as incurred monthly.Additional services,if requested,will be invoiced at then-current rates.Any shipping charges shown are estimated only and actual shipping charges will be due upon Invoice,upon delivery. SunGard Public Sector Application Annual Support:Customer is committed to the initial term of Maintenance and Support Services for which the support fee is included in the License fee(s)and begins upon execution of this Quote and extends for a twelve(12)month period.Subsequent terms of support will be for twelve(12)month periods,commencing at the end of the prior support period.Support fees shown are for the second term of support for which SunGard Public Sector is committed and which shall be due prior to the start of that term.Fees for subsequent terms of support will be due prior to the start of each term at the then-prevailing rate.Subsequent Page 7 of 8 terms will renew automatically until such time SunGard Public Sector receives written notice from the Customer thirty(30)days prior to the expiration of the then current term.Notification of non-renewal Is required prior to the start of the renewal term.Customer will be invoiced,and payment Is due,upon renewal. Third Party Product Annual Support Fees:The support fee for the initial annual period is included in the applicable Third Party Product License fees(s)unless otherwise stated.Subsequent terms Invoiced by SunGard Public Sector will renew automatically at then-prevailing rates until such time SunGard Public Sector receives written notice of non-renewal from the Customer ninety(90)days in advance of the expiration of the then-current term.Notification of non-renewal is reciu€red prior to the start of the renewal term.Customerwill be invoiced,and payment Is due,upon renewal.As applicable for certain Third Party Products that are invoiced directly by the third party to Customer,payment terms for any renewal terms;of support shall be as provided by the third party to Customer. Page 8 of 8 SUPPORT SUPPLEMENT 1. SunGard shall provide to Customer, during SunGard's support hours as set forth in the Support Standards below ("Support Hours"), telephone assistance regarding Customer's proper and authorized use of a new edition of a Solution or Custom Modification (the"Release"), as applicable. 2. SunGard shall provide to Customer, during the Support Hours, commercially reasonable efforts in solving Errors reported by Customer in accordance with this Order. Customer shall provide to SunGard reasonably detailed documentation and explanation, together with underlying data, to substantiate any Error and to assist SunGard in its efforts to diagnose, reproduce and correct the Error. These support services shall be provided by SunGard at Customer location(s) if and when SunGard and Customer agree that on-site services are necessary to diagnose or resolve the problem. If a reported Error did not, in fact, exist or was not attributable to a defect in the Solution or an act or omission of SunGard, then Customer shall pay for SunGard's investigation and related services at SunGard's standard professional services rates. Customer must provide SunGard with such facilities, equipment and support as are reasonably necessary for SunGard to perform its obligations under this Order, including remote access to the Specified Configuration. 3. Customer shall promptly install and/or use any Release provided by SunGard to avoid or mitigate a performance problem or infringement claim. All mcdifications, revisions and updates to the Solution shall be furnished by means of new Releases of the Solution anti shall be accompanied by updates to the Documentation whenever SunGard determines, in its sole discretion, that such updates are necessary. 4. Support Surcharge Imposed In Certain Instances: At the commencement of any Renewal Support Term where Customer is operating on a Solution version that is more than two (2) general release versions behind the then-current release for any Solution, SunGard will assess a ten percent (10%) surcharge over and above the support fee for that Renewal Support Term,with such surcharge to be imposed on a prorated basis for the portion of the Renewal Support Term that Customer remains on a general release version that is more than two (2) releases behind the then-current release of the Solution in question. Once Customer is using a release that is no more than two (2) general release versions behind the then-current release, the support surcharge will be removed on a prospective basis, as of the date that Customer is using the release that is no more than two (2) general release versions behind the then-current release. Support Standards I. Support Hours. Hours During Which: SunGard Public Sector's Telephone Support: Will be Available to Customer in Connection with the Provision of Maintenance: Unless otherwise noted in the Order as to Support Type, support hours are Monday through Friday, 5:00 A.M. to 5:00 P.M. Customer's Local Time within the continental United States, excluding holidays ("5xg"). Il. Targeted Response Times. "Notification" means a communication to SunGard's help desk by means of: (i) SunGard's web helpline; (ii) the placement of a telephone call; or (iii) the sending of an e-mail, in each case, in accordance with SunGard's then- current policies and procedures for submitting such communications. With respect to SunGard's support obligations, SunGard will use diligent, commercially reasonable efforts to respond to Notifications from Customer relating to the Solution or Custom Modifications identified in the Order in accordance with the following guidelines with the time period to be measured beginning with the first applicable SunGard "Telephone Support" hour occurring after SunGard's receipt of the Notification: Priority Description Response Goal* Resolution Goa!* urgent A support issue shall be considered Urgent'when SunGard has a stated Although resolution 1 it produces a Total System Failure; meaning goal to respond within times vary depending SunGard's Solution/Custom Modification is not 60 minutes of the on the exact issue performing a process that has caused a complete issue being reported and customer work stoppage. and have a resolution environment, plan within 24 hours. SunGard has a stated goal to resolve an urgent issue within 24 hours or provide a Critical A support issue shall be considered Critical when SunGard has a stated resolution plan with 2 a critical failure in operations occurs; meaning goal to respond within urgent issues within SunGard's Solution/Custom Modification is not two hours of the issue 24 hours of the issue performing a critical process and prevents the being reported. being reported. continuation of basic operations. Critical problems A resolution plan do not have a workaround.This classification does details the steps not apply to intermittent problems. necessary to Non- A support issue shall be considered Non-Critical SunGard has a stated understand and Critical when a non-critical failure in operations occurs; goal to respond within possibly resolve the 3 meaning SunGard's Solution/Custom Modification four hours of the issue. is not performing non-critical processes, but the issue being reported. system is still usable for its intended purpose or there is a workaround. Minor A support issue will be considered Minor when the SunGard has a stated 4 issue causes minor disruptions in the way tasks goal to respond within are performed, but does not affect workflow or 24 hours of the issue operations. This may include cosmetic issues, being reported. general questions, and how to use certain features of the system. *Measured from the moment a Case number is created. As used herein a "Case number"is created when a) SunGard's support representative has been directly contacted by Customer either by phone, email, in person, or through SunGard's online support portal, and b) when SunGard's support representative assigns a case number and conveys that case number to the Customer. Customer must provide remote access to its facility using a SunGard approved remote access client so that SunGard can perform the support obligations and/or services under this Order, and will provide appropriate security access and accounts for SunGard staff and each session participant. If i i !I i i i SUNGARD PUBLIC SECTOR TRAVEL EXPENSE GUIDELINES SunGard will adhere to the following guidelines when incurring travel expenses: All arrangements for travel are to be made through the SunGard Corporate Travel Agent unless other arrangements have been made with the Customer and are documented in writing. AIR TRAVEL—SunGard will use the least expensive class of service available with a minimum of seven (7) day, maximum of thirty (30)day, advance purchase. Upon request, SunGard shall provide the travel itinerary as the receipt for reimbursement of the air fare and any fees. Fees not listed on the itinerary will require a receipt for reimbursement. Trips fewer than 250 miles' round are considered local. Unless a flight has been otherwise approved by the Customer, Customer will reimburse the current IRS approved mileage rate for all local trips. LODGING—Reasonable lodging accommodations are reimbursable, up to $125 per night. If, depending on the city, reasonable accommodations cannot be secured for$125 per night, Customer's prior approval will be required. Upon request by Customer, the hotel receipt received upon departure will be submitted for reimbursement, All food items, movies, and phone/internet charges are not reimbursable. RENTAL CAR—Compact or Intermediate cars will be required unless there are three or more SunGard employees sharing the car in which case the use of a full size car is authorized. Gas is reimbursable however pre-paid gas purchases will not be authorized and all rental cars are to be returned with a full tank of gas. Upon request, receipts for car rental and gas purchases will be submitted to Customer. SunGard shall decline all rental car insurance offered by the car rental agency as staff members will be covered under the SunGard auto insurance policy. Fines for traffic violations are not reimbursable expenses. OTHER TRANSPORTATION—SunGard staff members are expected to use the most economical means for traveling to and from the airport(Airport bus, hotel shuttle service). Airport taxi or mileage for the employee's personal vehicle (per IRS mileage guidelines) are reimbursable if necessary. Upon request, receipt(s)for the taxi will be submitted to Customer. Proof of mileage may be required and may be documented by a readily available electronic mapping service. The mileage rate will be the then-current IRS mileage guideline rate(subject to change with any change in IRS guidelines). OTHER BUSINESS EXPENSES—Parking at the airport or client site is reimbursable. Tails to and from the airport and while traveling at the client site are reimbursable. Tipping on cab fare exceeding 20% is not reimbursable. Porter tips are reimbursable, not exceeding $1.00 per bag. Laundry is reimbursable when travel includes a weekend day or Company Holiday. Laundry charges must be incurred during the trip and the limit is one shirt and one pair of pants/skirt per day. With the exception of tips, receipts shall be provided to Customer upon request for all of the aforementioned items. MEALS $57.00 per day Standard Per Diem $11.40— Breakfast $14.25—Lunch $31.35—Dinner 1 I 13LUEBEAM SOFTWARE—THIRD PARTY PRODUCTS SUPPLEMENT 1.1 Bluebeam Software, Inc. owns the Bluebeam Third Party Products set forth in the Order herein ("Third Party Products"). To facilitate Customer's use of the Third Party Products, Bluebeam Software has agreed to allow SunGard Public Sector to provide the Third Party Products to Customer through its distributor Lifeboat Distribution. The Third Party Products shall be used in accordance with licensor's EULA terms and conditions and documentation for the Third Party Products. The EULA is located at www.bluebeam.com/us/license/eula.asp. STATEMENT OF WORK SUPPLEMENT (Attach) Matementof Work TRAKiT implementati®n Prepared for CITE' OF ATASCADERO December 16, 2416 77 �Y x4�x3 a yi*.Y+H,�c :}uak Y��.. '`4 x td� r J "�� .�'�• '`Jtr" ,��„� 'fir vG Z S'-�s hq��t�"�s{✓ ,'�� £'� - ; 0A, at : 3 xk ',�",+"�5'�'�r•3�+ '.« a f'..,,: .!, 3^'u''.' 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I- � "xCSd� � �,:.F-e"Y e'3,SYhT�f�,�^+ � JS ....: :. �' � ,'i:�•�u'C-?ir.. _ r� . _ry 1 'i��t.'x.'r3.y7.'.,...�h SnL•�„w •'y .'`l•,`^r•,°.�,.t'r � .,•y. 5�•y»J��, . p , .a M, u ��. ..r•s":w ti A �'F 5 c Cast Y • SUNGARDO PUBLIC SECTOR Connect the Community ftkkk STATEMENTOF WORK......................................................................................................................................................1 1. EXECUTIVE SUMMARY.............................................................................................................................................3 1.1 INTRODUCTION.............................................................................................................................................................3 2. PROJECT OVERVIEW................................................................................................................................................3 2.1 DELIVERY OVERVIEW...................................................................................................................................................3 2.2 DUTIES&RESPONSIBILITIES OF CUSTOMER......................................................................................................................4 3. SCOPE OVERVIEW....................................................................................................................................................4 3.1 ORGANIZATIONAL SCOPE..............................................................................................................................................4 3.2 TRAKITSOFTWARE SCOPE...........................................................................................................................................5 3.3 DATA CONVERSION SCOPE............................................................................................................................................8 3.4 INTEGRATION SCOPE....................................................................................................................................................9 3.5 MODIFICATION/EN HANCEMENT SCOPE.........................................................................................................................11 3.6 FORMS AND REPORTING SCOPE...................................................................................................................................11 3.7 INSTALLATION SERVICES SCOPE....................................................................................................................................12 3.8 TRAINING,CONFIGURATION,AND TESTING SCOPE...........................................................................................................12 3.9 USER CATEGORY DEFINITIONS...............................................................................................................................14 4. STAGES AND MILESTONES.....................................................................................................................................14 4.1 KICKOFF/REVIEW.....................................................................................................................................................14 4.2 CONFIGURE..............................................................................................................................................................15 4.3 TEST/INITIAL TRAINING..............................................................................................................................................15 4.4 FINAL TRAINING/GO LIVE..........................................................................................................................................16 5. IMPLEMENTATION APPROACH......................................................................... ....................................................18 5.1 DATA CONVERSION APPROACH....................................................................................................................................18 5.2 INTERFACE APPROACH...............................................................................................................................................19 5.3 REPORTS APPROACH..................................................................................................................................................20 5.4 FORMS CREATION APPROACH .....................................................................................................................................21 5.5 CONSULTING,CONFIGURATION,AND TESTING APPROACH................................................................................................22 5.6 TRAINING APPROACH AND KNOWLEDGE TRANSFER.........................................................................................................22 6. PROJECT GOVERNANCE.........................................................................................................................................24 PRODECT STAFFI NG............................................................................................................................................................24 6.1 CUSTOMER OF CITY OF ATASCADERO STAFFING..............................................................................................................24 6.2 SUNGARD PUBLIC SECTOR STAFFING............................................................................................................................25 7. PROJECT MANAGEMENT.......................................................................................................................................26 7.1 PROJECT SCHEDULE...................................................................................................................................................26 7.2 AGENDAS................................................................................................................................................................26 7.3 STATUS MEETINGS....................................................................................................................................................26 7.4 STATUS REPORTS......................................................................................................................................................27 7.5 ISSUES LOG..............................................................................................................................................................27 7.6 DELIVERABLE AND MILESTONE APPROVAL......................................................................................................................28 Statement of Work-City of Atascadero 2 Confidential S CSA ° PUBLIC SECTOR Connect the Community nmcitfk 8. CHANGE REQUESTS AND CHANGES TO THIS SCOPE OF WORK...............................................................................29 9. IMPLEMENTATION SCHEDULE,TIMELINE,SCOPE CLARIFICATION &MISCELLANEOUS ITEMS................................30 9.1 IMPLEMENTATION SCHEDULE......................................................................................................................................30 9.2 FACILITY REQUIREMENTS............................................................................................................................................30 9.3 DISPUTE RESOLUTION PROCEDURES.............................................................................................................................30 10. APPENDIX 1: PROJECTTIMELINE............................................................................................................................32 1. Executive Summary 1.1 Introduction This document is the Statement of Work(SOW)forthe implementation of Community Development software and related services only with respect to the Solution software expressly identified in the Order(the "Agreement")for City of Atascadero (The "Customer").SunGard Public Sector("SunGard")will provide implementation services identified in the Agreement as further described in this SOW to assist the Customer in implementing the TRAMT Software Solution.The SOW is an attachment incorporated as part of the Agreement signed by SunGard and the Customer, and all actions directed herein shall be performed in accordance with the aforementioned Agreement. The SOW is intended to be a planning and control document, not the detailed requirements or design of the solution. 2. Project Overview The project will go through the stages of Kick Off> Review>Configure>Test>Train>Go-Live and will have its own milestones identified in AJ)pendix 1.Throughout all stages,the Customer's main point of contact at SunGard will be its Project Manager. Should the assigned project manager be unavailable, SunGard will provide an experienced Project Manager in place.The SunGard Project Manager will be responsible for the overall success on the SunGard side, and will coordinate SunGard resource tasks and schedule.As the Customer's primary contact,the SunGard Project Manager will be present for all regularly scheduled status calls. He/she will deferto other Power User/SME for data conversion,training, etc.Any issues will be escalated to the SunGard Project Manager in the event that the Customer's needs are not being met. 2.1 Delivery Overview - Data conversion from Custom System—Permits, Projects, Cases and Contacts. - Create &Track Permits/Projects/Code Enforcement Cases/Licenses/Citizen Incidents - Provide ePlan review functions digitally(Bluebeam) - Automated and manual workflow Mobile inspection (iTRAMT) Reports&letters Online web portal for permit visibility &inspection scheduling, including permit application or payment acceptance (eTRAKiT) Integration with financial application Integration with ArcGIS Server Statement of Work—City of Atascadero 3 Confidential SUNGARD" PUBLIC SECTOR Connect the Community fthA tt 2.2 Duties & Responsibilities of Customer Customer will provide all information necessary for SunGard to establish the software's configuration, including but not limited to: (1) Current valuation and fee structures; (2) Current Permit, Project, License, and Case type designations and categories; (3) Examples of all current reports used by the Customer relating to business process management; (4) Any exceptions to the typical business processes,or any special lifecycle requirements. The Customer will provide SunGard with access to Customer workstations,servers, and disk space for the purpose of SunGard deploying the acquired Software. Customer workstations and servers must be compatible with software configurations requested by SunGard. SunGard may, at its discretion, provide a workstation to be deployed on the Customer's network for the purpose of demonstrating the configuration of the acquired Softwa re. The Customer will ensure and provide staff who will be trained in use of SunGard software will have sufficient basic Knowledge of existing business processes and MS-Windows functions. Customer understands that timely completion of the Project is dependent in significant part upon the timely cooperation of Customer in providing information to SunGard necessary to complete the project, including, but not limited to: (a) Data obtained from Customer's present system to be incorporated into the new SunGard software; and (b) information relative to desired letter/reports to be incorporated into the SunGard software. Should substantial changes occur that affects tree negotiated project timeline, SunGard will provide the Client with a Change Order for additional services to extend the project timeline. 3. Scope Overview The purpose of this project is to replace the Customer's current Community Development applications with a new completely integrated solution and to improve the Customer's existing administrative processes to take advantage of industry best practices that best leverage the TRAMT application.The project scope is comprised of the Software and Services identified in the Agreement as further described throughout this SOW. 3.1 Organizational Scope The following departments and organizations will be part of the scope of the system. Customer represents that each of the departments and organizations below are comprised of Customer Employees. Customer Departments in Scope for the project Statement of Work—City of Atascadero 4 Confidential SSU © PUBLIC SECTOR Connect the Communityit�tit 3.2 TRAMT Software Scope. SunGard will deliver computer software (TRAKiT) and database structures for SQL/Server database Provide TRAKiT modules for Community Development to enhance local government operations through flexibility in automating permitting, managing inspections, regulating land use,and tracking projects Deliverable: TRAKiT software modules to include: 1) GeoTRAK 2) AEC TRAK 3) PermitTRAK 4) ProjectTRAK 5) CodeTRAK 6) CRNITRAK 7) License i RAK Deliverable: Deliver General License Renewal automation for LicenseTRAI< The acquisition of LicenseTRAK includes sixteen (16) development hours for the sole purpose of basic, custom development related to License Renewal automation within TRAKiT and/or eTRAI<iT, and four(4) hours for the purpose of scoping the client's License Renewal needs. The hours may only be u--,ed during the scope of the original project implementation. Actual level of effort will be determined upon agreement of specifications that will be outlined in collaboration with the client, and a scoping document provided by SunGard. Client will be responsible for a Change Order should the development hours required exceed the allocation allowed in this statement of work. If additional effort is required,the License Renewal -deliverable may be delivered outside of the scope of the core TRAMT implementation. Provide eTRAI(iT modules for web-based Citizen/Contractor permit processing. Deliverable: Requires a separate web server hosting the ASP.NET pages to provide the following functions: 1) Includes one (1) standard Permit Form for online customers. Changes to permit form will incur an additional cost. 2) Request inspections as a Contractor or Citizen. 3) Review inspection, review, condition,fee statuses and updates. 4) Search general license information. includes one (1) standard License form for online customers. Changes to form will incur an additional cost. 5) Submit complaints. 6) Interact with Customer GIS maps. 7) Create user logins for citizens and/or contractor Irgin. 8) Inspector login to change/input results. 9) Reviewer login to update review notes and status results. Provide iTRAI(iT Inspect and iTRAKiT Code or field-ready iPad interface. Deliverable: iTRAKiT module for iPad to provide the following functions: 1) Login as TRAKiT Inspector. Statement of Work—City of Atascadero 5 Confidential { SUNGARDO PUBLIC SECTOR Connect the Community ici ARA 2) Complete and result scheduled PermitTRAK inspections from the field. 3) Utilize in off-line mode without internet connection (GIS will not update). 4) Provide access to Google Maps. 5) Calculate efficient route. 6) Upload photos from iPad, and view associated attachments (requires connection). Statement of Work—City of Atascadero 6 Confidential PP00005"O��SUNGJARD` PUBLIC SECTOR Connect the Community rr Provide Integration to ArcG15 Deliverable: The TRAKiT Standard GIS Viewer is delivered with features to enable your agency to manage all development activities such as permits, projects, land management, code enforcement, licensing, and inspections directly from the parcel fabric. Includes the following: 1) Accessible from any TRAKiT module 2) View restrictions for a parcel 3) Zoom in/zoom out control 4) Use the mouse wheel to zoom 5) Full Map button allows immediate access to full map extents 6) Add new restrictions to a single parcel or multiple parcels at once 7) Functionality allowing the addition, removal,or copying of records 8) Allows the selection of multiple records at one time 9) Create multiple records at once with unique record numbers 10) Selection List for adding/removing parcels from a selection 11) Nlap overview window to easily navigate around screen 12) Print Map view using a print template 13) Query and plot TRAKiT data on the map 14) Allows user to pan around the map 15) Change the properties of the measurement(metric,feet, acres,etc.) 16) Export the selection list into Excel 17) Use Dynamic or Tiled Map services 18) Select parcels by circle, polygon, line, etc. 19) View a list of parcels selected within a separate window 20) Ability to use "sketching" tools on map (different colors,transparencies, pushpin images) 21) Draw polygons,shapes, squares and lines on map 22) Insert text directly on the map 23) Can see related record details (permits, cases, projects, etc.) of the parcel 24) Clear Selection allows user to clear the selected list 25) Show Data displays all attributes at the selected parcel 26) Print reports, labels, or letters for the selected parcel group 27) Radius Notification allows a buffer distance to be selected for multiple parcels 28) View a "pop-up" window with details about current selected parcel 29) Lool(at streets with Google° Maps Street View (requires Google key) 30) View pictometry with Microsoftm Bing Maps 31) Create a query and save custom queries for visually displaying details 32) Quickly run a saved query from the Advanced Search 33) Associate different user-specific Bool(marl(s based on different views 34) Administrators can change map preferences and import different GIS data 35) View attribute data for any layer 36) Route daily Inspections (requires Network Analyst) 37) Search for properties based on user defined criteria without leaving the map 38) Export the map into a JPEG 39) Add external map services 40) Advanced Table of contents with layer visibility toggle and legend Statement of Work--City of Atascadero 7 Confidential SUNGARKY PUBLIC SECTOR Connect the Community irHift h 41) Integrates with Geocode services 42) Incorporate push-pins to the map (associate custom push-pins) Deliverable: For clients that have purchased Professional or Advanced GIS: Includes sixteen (16) implementation hours of services in the agreement for the sole purpose of configuring Spatial Rules within TRAICT. The implementation hours may only be used during the scope of the original project implementation. Should the actual level of effort be determined to exceed the implementation hours allocated in this statement of work,the Client may reduce their request for Spatial Rules or be responsible for a Change Order to complete the full set of Spatial Rules requested. 3.3 Data Conversion Scope The following data from the Customer's legacy system has been identified as data needing to be converted to TRAKiT and is included in the services identified in the agreement. During the project, further discussion and discovery will take place and the Customer may request that modifications to the data conversion services scope be performed by SunGard. If the data conversion scope is requested to be modified by Customer, it will become the subject of a separately executed Change Order, which will describe changes in scope of work and payment of fees due for such modified hours/pricing. SunGard has included conversion services and pricing in the Agreement for the conversion services outlined below. Deliverable: Electronic transfer(via FTP or email) of converted database; services to develop conversion software for translation; services to perform data conversion; services to install converted data; services to investigate and correct any errors uncovered during conversion balancing and/or system testing. SunGard does not guarantee the quality of the source data received, but makes reasonable effort to convert all data in the original source that it is provided. Applies to: Legacy data from Custom System—Permits, Projects, Cases, Contacts o Business License Records from Progressive Solutions Requirements and Notes: Customer will: (1) For GeoData/GIS Conversions: a. Client understands that TRAKiT integration relies on the agency's source data format remaining constant once conversion instructions are provided by the client. Any change to the TRAMT GIS/GeoTRAK integration that is due to data format changes will be subject to a Change Order. (2) Customer to provide SunGard all tables and files that are necessary for historical data conversion. (3) Customer to provide all necessary files and data to SunGard within thirty (30) days of project commencement date. (4) Customer to sign off on Data Conversion Data Mapping Specification provided by SunGard. Statement of Work—City of Atascadero 8 Confidential Ii in 1: 110;311111 10:11; 1 1 OEM 11 SUNGAFF111W PUBLIC SECTOR Connect the Community sir a. While minor changes to this Specification are allowed through the testing period at no additional cost, Customer acknowledges that they will thoroughly review the specification document, and that the conversion mapping and methodology is correct to the best of Customer's knowledge_ Minor changes include: i. Modifying translation logic for data sources that are included in this document; ii. Converting tables/fields that were previously thought to be unnecessary for conversion, provided those data sources are included in the Specification. b. Major changes will incur an additional cost. Major changes include: L Requirements to convert additional data sources; ii. Modifications to structure of data sources, including field names or data types; iii. Changes requested after the deadline for issue submission; iv. Fundamental changes to conversion methodology as deter mined by SunGard. (5) Customer will thoroughly test data converted by SunGard after each delivery and report issues within the timeframes agreed in the Project Schedule. In the event that unplanned rata conversion activities are required,then SunGard and Customer will mutually agree on an appropriate change in project cost. 3.4 Integration Scope The Integrations with TRAI<iT identified in the Agreement are as further described below. During the project, further discussion and discovery will flake place and the Customer may request that SunGard perform modifications to the integration services scope. if the integration scope is requested to be modified by Customer, it will become the subject of a separately executed Change Order, which will describe changes in scope of work and payment of fees due for such modified ht:,urs/pricing. Applies to: Deliver integration to Tyler Eden system. Deliverable: Create a stored procedure/batch script routine to export financial details nightly from the TRAKiT system into the Tyler Eden financial system. A sample export routine with instructions must be provided to SunGard within 30 days of contract execution. Applies to: Provide API for digital plan markup for(Bluebeam). Deliverable: SunGard will integrate with the Bluebeam software using standard scripting (bFX and bAX file formats). Customer will license B[uebeam Revu Standard. Customer will use Bluebeam for markup/annotation purposes of any submitted plans. 1) Plans can be submitted either in-person by customer or via the eTRAI<iT porta[. a. After a submittal through eTRAKiT,the user will see the attachment(PDF) for viewing within TRAKiT. b. New reviews will be created within TRAMT and assigned to specific Reviewers for follow-up during the initial application intake process of eTRAI(iT. c. When the user is reviewing,they will see any corresponding attachments in TRAKiT. 2) Viewing and opening attachments in TRAKiT. a. Only applies to PDF document submittals. b. TRAKiT user will see a button next to any PDF documents allowing the user to "Open in Bluebeam." Statement of Work—City of Atascadero 9 Confidential SUNGARDO PUBLIC SECTOR Connect the Community A *' it i. Bluebeam Revu must be installed on the Customer user's workstation for Bluebeam software to open. c. Attachment will be sent to Bluebeam and opened on the user's workstation. d. User will markup, comment, and annotate within Bluebeam Revu software. e. User will use "Save"function to save their work back to TRAKiT's attachments. i. TRAI<iT application must be accessible to the user's Intranet. Or the TRAI<iT Application server must be exposed to the internet for post-back. ii. Comments, markups, and annotations will remain within Bluebeam software and not copied back into TRAI(iT. f. Multiple departments are able to work on the same plans simultaneously and save comments separately. i. Standard notes from TRAICT will not incorporate with Bluebeam Revu. These ,nvould need to be exported and imported to each user's desktop as a Toolkit component if required. 3) Resubriitt3ls of plans from customer will be stored in the TRAI(F attachments. a. TRAKiT user will see a checkbox next to each attachment and a button, "Copy Previous Revisions," allowing the prior comments from a previous iteration to be copied onto the newest pian set. b. The PDF will then be opened in Bluebeam Revu for editing/confirmation of previously noted issues. c. User can use Bluebeam's statuses to determine which issues have been resolved, or are still pending. 4) Compare between two (2) PDF versions. a. TRAKiT user will see a checkbox next to each attachment and a button for"Compare," opening both versions into Bluebeam Revu. b. Both PRFs will appear in a side panel within Bluebeam. User will see the following details within the panel: i. Attachment names ii. TRAKiT logo iii. Permit/Project# iv. Record Description c. User will then select"Overlay"function in Biuebeam to compare the two PDFs. 5) Permit Technician/Project Owner will have function to flatten and finalize plans via Bluebeam Revu. Applies to: Deliver integration to Laserfiche Document Management System. Deliverable: Real-time exchange of attachments moved from TRAICT into Laserfiche's storage. SunGard standard Laserfiche integration. Customer will ensure that the product/license is up to date to take advantage of SunGard's integration. Statement of Work—City of Atascadero 10 Confidential SUNGARDO P U B LI C S ECTO R Connect the Community n e Applies to: Deliver California State Licensing Board (C5LB) integration. Deliverable: Create integration to the California State Licensing Board via Web Service currently offered by the State as of the date of this agreement. Requirements and Notes: SunGard is not responsible for the applicable third party software,third party hardware,third party system software or third party services costs which may be required for the configuration of the interfaces described or any additional costs that the third party might require for the integration to be successful. The Customer is responsible for any necessary communications with third party vendors, if necessary,to accomplish the Interface scope in this SOW. This includes notif&g third party vendors of their intent to interface products and the projected timelines for implementation. SunGard is not responsible for delays caused by third party readiness. 3.5 Modification/Enhancement Scope The Customer does not have any Solution Software modifications or system customizations in scope for this project. If Solution Software modifications or customization needs are identified during the project,the Customer and SunGard will follow the scope change process identified in this SOW which will describe additional scope of work and payment of fees due for such additional hours/pricing. 3.6 Forms and Reporting Scope The following forms, reports, and routines have been identified and included in the agreement as further described below. Deliverable: SunGard will provide services as outlined in the agreement for custom report modifications. Deliverable: Provide one hundred (100)standard reports from TRAKiT's library, along with the following standard libraries: o Permit Library includes a standard Permit Form,Certificate of Occupancy, Receipt, Invoice, and Inspection Results Letter. o Enforcement Library includes two (2)standard Violation Letters. o Plan Corrections Library includes a standard Plan Correction Notice and a standard Planning Commission Staff Report. o Regulatory License Library includes a standard License and two (2) standard Renewal License Notices. Deliverable: SunGard will provide services as outlined in the agreement for custom form modifications. Deliverable: SunGard has included 40 hours for unidentified Customer needs related to forms, reports, customizations or integration yet to be identified Requirements and Notes: Statement of Work--City of Atascadero 11 Confidential SUN `" P U B LI C SECTOR Connect the Community irn.ri . (1) Custom forms/reports specifications must be identified and signed off no later than the initiation of the Testing Phase of project, or as defined by the agreed Project Plan. (2) Customer to provide information regarding fee formulas, usage, permit and project forms. (3) Sign off on forms/reports specification provided by SunGard: a. While minor changes to specifications are allowed through the testing period at no additional cost, Customer acknowledges that they will thoroughly review the specification document, and that the format and content is correct to the best of Customer's knowledge. Minor changes include: i. Modifying form/report logic for data sources that are included in the specification; b. Major changes may incur an additional cost as defined by SunGard. Major changes include but are not limited to: i. Requirements to reformat the report after it has already been delivered, ii. Modifications to the structure of content being displayed; iii. Changes requested after the deadline for issue submission; iv. Fundamental changes report format/content as determined by SunGard. 3.7 Installation Services Scope The SOW describes below the installation services identified in the Agreement. These services include the following: • Installation of two (2) instances of TRAKiT to be completed. • There will be one (1) initial installation and a copy will be taken to create the second instance (TEST account) prior to the client's go-live event. o SunGard will complete all installation remotely. Reguirements and Notes: (1) SunGard and the Customer will mutually agree on the dates and schedule for the installation and other services in this area. (2) SunGard does not configure or install any hardware, or provide IT support for other software (e.g.SQL server, SSRS,etc.)that exists in the client's environment. 3.8 Training, Configuration,and Testing Scope SunGard includes training, Configuration,and Testing as outlined in the Agreement and further described below. Discovery Phase Deliverable: Provide web conferencing training, Onsite Meetings, and Remote Reviews as outlined in the agreement. Deliverable: Customer to complete configuration workbooks provided by SunGard.The workbooks are designed to assist SunGard is capturing the Customer's business processes and requirements. SunGard will use a combination of the workbooks and information gathered during meetings to set up and configure the software. Statement of Work—City of Atascadero 12 Confidential SU G " PUBLIC SECTOR Connect the Community i kkkh Configuration Phase Deliverable: Provide remote configuration of TRAKiT software as outlined in the agreement and as specified by the client workbooks. Testing Phase Deliverable: Provide Onsite training, Onsite Meetings, and Remote Configuration as outlined in the agreement. Education Phase Deliverable: Conduct on-site, hands-on End User training at Customer office as outlined in the agreement. Class size is limited to eight(8) students per day. Deliverable: Provide System Administrator training for up to one (1) Customer staff during scheduled training at SunGard designated facilities. SunGard provides training guides and user manuals as part of training. Deliverable: Provide Report Writing training for up to one (1) Customer staff during scheduled training at SunGard designated facilities.SunGard provides training guides and user manuals as part of training. Launch Phase Deliverable: Provide onsite go lire assistance at Customer's office as outlined in the agreement. Requirements and Notes: 1. Onsite means at Customer's facilities 2. Remote means from SunGard facilities 3. Completed workbook must be received by SunGard prior to the start of the configuration phase Statement of Work—City of Atascadero 13 Confidential SUNGARKY PUBLIC SECTOR Connect the Community irfrhh* 3.9 User Category Definitions Power User/SME Includes those individuals providing business process overview used to make TRAKT configuration decisions during the Discovery phase,and providing testing feedback during the Testing phase of the project. These individuals comprise the Power User/SME of decision makers for the other groups. For Instance,if there is 5 building inspectors,we recommend selecting a single Inspector to represent the entire team. End Users All users that will need to be trained on the use of TRAKT r for conducting daily operations. Customer Steering Committee Those individuals usually comprised of department division managers/directors,making executive level decisions. Responsible for signing official documents related to the TRAKiT implementation and providing guidance on management needs. Sometimes comprised of Power User/SME. _ 4. Stages and Milestones 4.1 Kicicoff/Review Begins: Contract Execution Ends: Workbook completion and 3rd party integrations sign-off by Customer and SunGard and all data/documentation provided by Customer Description: This stage of the project involves discussing and documenting how the business processes and systems will function. It will include meetings, both in person and remote, between the SunGard PM and Customer team.The Customer will fill out workbooks based on discussions and guidance from SunGard.The SunGard PM will be the Customer's main point of contact, and is responsible for the overall design of the system.SunGard's data conversion team will work with Customer staff to map and document data to be migrated into TRAKiT. During this stage of the project, SunGard will create a project plan. This project plan will outline tasks,SunGard resource roles, Customer resource roles, duration, dependencies and start/end dates throughout the project. It will be used to help the Customer plan its own internal task scheduling as well as provide shared visibility into timelines as the project progresses.SunGard will be responsible for updating the project plan each week following a status update call with the Customer. Primary Responsibilities for Customer: Communicate project goals,value, schedule internally Assist in developing project schedule/ milestone dates - Purchase/install system infrastructure and provide appropriate access (VPN, etc.) Ensure that all appropriate Power User/SME participate in all relevant discussions - Provide process flows,source data,and documentation in a timely manner - Make informed business decisions in a timely manner Statement of Work--City of Atascadero 14 Confidential SNG " PUBLIC SECTOR PPO Connect the Community ***;k* - Complete workbooks with assistance from SunGard Provide contact information for any relevant 3`d parties Primary Responsibilities for SunGard: - Conduct kick-off meeting with Customer. - Install base software with demonstration data - Creation and maintenance of shared project plan - Organize and lead design sessions with Customer.As permitting consultant and expert on TRAMT software, provide guidance on best practices, changes to increase efficiency, and challenge Customer's current processes and way cf thinking. Document TRAKiT configuration requirements,functionality and workflow Document interface requirements/mappings Services to be provided do not include hardware 4.2 Configure Begins: Workbook completion and 3`d party integrations sign-off by Customer and SunGard and all data/documentation provided by Customer. Ends: Customer acknowledgement on Testing Begins letter. Description: SunGard will be responsible for configuring TRAKiT,while the Customer will be responsible for coordinating any 3rd party vendors and developing any documentation required for system testing.All communication between the Customer and SunGard in this stage is anticipated to be done remotely.The SunGard PM will be the Customer's primary contact with other SunGard resources utilized as-needed. Primary Responsibilities of Customer: - Coordinate configuration/development of any 3rd party vendors - Develop standard operating procedure (SOP) documentation - Develop testing and training plan - Participate in weekly status calls Primary Responsibilities of SunGard: Perform agreed-upon configuration/data conversion Coordinate additional information from Customer as needed Lead weekly status calls with Customer Maintain shared project plan 4.3 Test/ Initial Training Begins: Customer acknowledgement on receipt of Testing Begins letter. Statement of Work—City of Atascadero 15 Confidential SUNGARWPUBLIC SECTOR Connect the Community . . . . . Ends: Customer acknowledgement on Testing Ends Letter. Description: This stage of the project will begin with a SunGard training expert coming onsite to perform Power User/SME training with Customer staff.The Customer will then begin its testing process, notifying SunGard as issues/questions arise.There will be remote communication between the Customer and SunGard PM regarding issues and their resolution,with a shared portal so that all team members have visibility to the complete list.SunGard will provide revised delivery(s)for configuration and data integration as needed. During this stage,the Customer will also be testing integration with other 3`d party systems.The Customer will be responsible for communicating issues/resolution with all relevant vendors.The SunGard PM will remain the Customer's main point of contact;but this stage will likely see increased involvement from other SunGard team members for testing support. Primary Responsibilities of Customer: - Provide key staff availability and appropriate facilities for training and testing - Execute all phases of testing plan, including 3`d party integration - Provide constructive, detailed feedback to SunGard based on testing results - Coordinate issues/resolution to 3`d party vendors - Amend training plan/SOPs as needed - Participate in weekly status calls - Participate in system administration and report writing training at SunGard facilities in San Diego,CA - Lead end-user training sessions Primary Responsibilities of SunGard: - User training for Power User/SME Testing - Assist Customer with questions/issues on as-needed basis - Provide issue tracking portal for team member visibility to issues/status/resolution - Provide iterative configuration/data conversion deliveries based on testing feedback - Lead weekly status calls with Customer - Maintain shared project plan 4.4 Final Training/ Go Live Begins: Customer acknowledgement on completed Testing Ends letter. Ends: Customer sign-off of completed post go-live follow-up visit from SunGard and any outstanding systems issues clearly identified. Description: This stage of the project involves using the system in production.The Customer and SunGard will agree upon a go-live week during which the Customer will cease use of the legacy system and will begin using TRAICiT for production use. Immediately prior to go-live,SunGard and the Customer will perform data conversion from legacy system(s) into TRAKiT. During data Statement of Work--City of Atascadero 16 Confidential SUNGARDO P U B U C SECTOR Connect the Community Akkk�c conversion,the Customer understands that services on legacy software may need to be suspended or operations be continued in an alternative manner. The Customer will begin production use of TRAMT with the SunGard PM onsite for support. Although other SunGard team members will likely be involved with support tasks and the resolution of issues,the SunGard PM will continue to be the Customer's main point of contact throughout Go-Live until the system stabilizes and all issues are resolved.A follow-up visit is performed by the SunGard PM roughly 45 days after go-live.The purpose of this visit is to analyze system performance and usage by Customer staff, and to provide any suggestions or facilitate configuration changes that would improve attainment of the Customer's goals. Primary Responsibilities of Customer: - Coordinate: historical data conversion with SunGard - Coordinate internal and external communication of Go-Live plan and potential business impacts - Provide staff availability for end-user training - Follow standard operating procedures - Provide staff availability for rapid issue response - Worlc collaboratively with SunGard team to rapidly solve any production issues as they occur Primary Responsibilities of SunGard: Convert historical data prior to go live Povide onsite go-live support Norlc collaboratively with Customer team to rapidly solve any production issues as they occur Provide issue tracking portal for team member visibility to issues/status/resolution Lead weekly status tails with Customer Maintain shared project plan Perform follow-up visit Provide system administration training at SunGard facilities. Statement of Work—City of Atascadero 17 Confidential SUNGARDO P U B LI C S ECTO R Connect the Community irRRA t 5. Implementation Approach 5.1 Data Conversion Approach Data conversion development is the joint responsibility of the Customer and SunGard. Customer will be responsible for extracting data from the legacy system. SunGard will be responsible for importing the data conversion files received from the Customer into TRAM using standard imports (where available) or conversion programs. When SunGard is engaged to write a data conversion via a conversion program,the process flows as outlined: Validate conversion scope Provide input on scope Customer to provide input and advise Customer and requirements for data i on best practices conversion related to converting data Discovery call between the Customer and the Data Conversion Lead Task Participate in discovery Specialist assigned to write the data conversion program. and make decisions During call,specifics of the task are discussed so that both parties have a full understanding. Provide to SunGard all tables and files that are necessary for Provide FTP or other Provide data historical data conversion. agreed upon secure method for transfer of data Specifications are created by the Data Conversion Specialist and Develop Specifications Provide input and answer sent to the Customer questions if necessary Customer reviews and signs specifications Revised specifications Review Specifications and as necessary provide feedback Complete data conversion checklists. Client and SunGard will Complete data Provide data from Legacy compile separate checklists that will be compared at data conversion checklists system in SunGard delivery and compare to client required formats,and checklist complete data conversion checklist Deliver data and data conversion checklists for testing. Walk Deliver data and None the customer staff through testing data conversion completed data conversion checklist Tests results and reports any discrepancies Supports the Customer Test and validate data Testing converted data SunGard Data Conversion Specialist adjusts conversion program Adjust Conversion None and delivers data Program Steps 8 and 9 are repeated until sign off in step 11. - - Customer signs off on completion None Sign Off Requirements and Notes 1) The Customer is responsible for validating all data once it is converted into TRAMT 2) Customer will provide Power User/SME that are familiar with existing data structures in the legacy system to assist with the conversion process, clean all data, and extract data from legacy to comply with SunGard file layouts. 3) The Customer resources will provide the resources to assist with legacy data, data mapping and data validation. Statement of Work—City of Atascadero 18 Confidential (VGA " PUBLIC SECTOR Connect the Community hkHth 4) The Customer will be responsible to get the legacy data "conversion ready",meaning it is clean (duplicates, typos, missing information, etc. have been corrected) and in a format that SunGard can read for import purposes (Excel spreadsheet,for example). 5.2 Interface Approach Interface development is the joint responsibility of the Customer and SunGard. Customer will be responsible for interface development work to/from existing legacy systems.SunGard will be responsible for interface development work to/from the TRAMT system. When SunGard is engaged to create an interface program for following process will be followed: Validate Interface Scope Provide input on Provide input scope and ad Ase Customer on best practices related to interfaces Discovery be-:ween The Customer and the Developer assigned to write Lead Task Participate in the interface:Specifics of the interface are detailed so that both parties discovery and make have a full understanding. decisions Specifications are created by the Interface Developer and sent to the Create Provide input and Customer specifications answer questions if necessary Customer reviews and signs specifications Revise Review Specifications Specifications as necessary Developer creates interface and delivers to the Customer along with Create interface Provide SME to documentation of interface. and deliver to the answer questions if Customer necessary Customer Staff tests results and reports any discrepancies Answer any Review interface,test questions from results and provide Customer as feedback to SunGard testing is executed Developer adjusts interface based on the Customer feedback and re- Revise interfaced None delivers along with updated interface documentation. report as necessary Steps 6 and 7 are repeated until sign off in step 9. - - Customer signs off on completion None Provide Sign Off Requirements and Notes 1) The Customer is responsible for validating all data transferred into TRAKiT and data transferred from TRAKiT to another application 2) Customer will provide Power User/SME that are familiar with existing data structures in the legacy system to assist with the interface process. 3) The Customer resources will provide the expertise in 3`d party data, data mapping and data validation. Statement of Work—City of Atascadero 19 Confidential SUNIGA d PUBLIC SECTOR Connect the Community *;Rh*k 5.3 Reports Approach When SunGard is engaged to write reports SunGard and the Customer will use the following approach. Create Scoping Document Provide input on Define initial report scope and advise and requirements Customer on best practices related to reports Discovery between The Customer and the Project Manager.Specifics Participate in Document of the report are detailed so that both parties have a full discovery and make specifications understanding. decisions Specifications or current report samples are created by the Customer Develop specifications Provide input and and sent to SunGard and send to Customer answer questions if for review necessary SunGard and Customer reviews and signs specifications Review specifications Revise Specifications and provide feedback as necessary Report Writer creates report and delivers to the Customer Create report Provide SME to answer questions if necessary Customer Staff tests results and reports any discrepancies Answer any questions Review and test from Customer as report. Provide testing is executed feedback to SunGard SunGard Report Writer adjusts report based on the Customer feedback Revise Report(if None and re-delivers. necessary) Steps 6 and 7 are repeated until sign off in step 9. Customer signs off on completion SunGard Role Provide Sign Off Requirements and !Votes: Customer will provide written specifications and or current samples for all reports SunGard has agreed to develop. Statement of Work—City of Atascadero 20 Confidential SUNGA ' PUBLIC SECTOR Connect the Community 7%kniric 5.4 Forms Creation Approach When SunGard is engaged to develop custom Forms,SunGard and the Customer will use the following approach. Validate Forms Scope Provide input on scope Define initial Forms and advise Customer on and requirements best practices related to Forms Discovery between the Customer and the Project Manager.Specifics Document forms Participate in of the Workflow are detailed so that both parties have a full specifications meetings and make understanding. decisions Specifications are created by the Project Manager and sent to D,,velop specifications Provide input and Customer and delivery to answer questions if Customer necessary The Customer reviews and signs specifications Revise Specifications as Review and provide necessary feedback on specifications SunGard Form Developer creates Forms and delivers to the Customer Create forms Provide SME to answer questions if necessary Customer staff tests results and reports any discrepancies Answer any questions Test forms from Customer as testing is executed SunGard Form Developer adjusts Forms based on Customer feed back Adjust forms based on None and re-delivers. Customer feedback Steps 6 and 7 are repeated until sign off in step 9. Customer signs off on completion SunGard Role Provide Sign Off Requirements and Notes: Customer will use one of SunGard's standard formats. If SunGard standard format does not meet requirements,the Customer can have a custom formed created at additional expense. Statement of Work—City of Atascadero 21 Confidential pop SUNG PUBLIC SECTOR Connect the Community iricirir 5.5 Consulting, Configuration, and Testing Approach SunGard Training,Consulting, and Configuration are broadly defined by the below approach. Customer will complete configuration Workbooks supplied by Provide Workbook Complete SunGard.The Workbooks are designed to provide SunGard staff and support the Workbooks with the Customer business requirements to assist with set up Customer as they and configuration. complete SunGard staff will lead and participate in all phases of the project Lead and Participate in the to make sure the Customer can effectively use TRAMT participate in all project phases of the project _ SunGard will assess via Business Process Review the Customer's Provide thorough Provide business business practices and make recommendations in the best business process requirements and practice use of TRAKiT.These recommendations will be used to review and make describe current guide the use and configuration and use of TRAMT recommendations business processes and practices _ SunGard will train End Users on all aspects of TRAKiT so they Train End Users on Participate in all have adequate knowledge to support and use the software all aspects of training effectively TRAM SunGard will supply configuration options (as necessary) based Supply Make configuratic•n on the Customer's business practices configuration decisions options SunGard will work with and train the Customer on the set up and Train Customer on Participate in all configuration of TRAMT set up and necessary set up configuration and configuration Customer will actively test all configured components of TRAKiT Support Customer Test and report all after system is set up and configured by SunGard during testing discrepancies to phase SunGard Requirements and Notes: 1) Prior to the Business Process Review the Customer is to provide business process workflow and corresponding reports/forms used in daily activities. Sessions are divided among various Departments implementing TRAKiT. 2) Customer will create and document a testing plan prior to the beginning of testing. 3) Staff with the appropriate skills and experience will be furnished by SunGard Public Sector for each Consulting Session or other review activities, whether onsite or conducted remotely. 4) Customer will actively participate in all training, consulting, and configuration of TRAMT S) The Customer will supply SME's in all areas of the software and will provide information to SunGard consultants on business processes, policy, and informatior in order to set up and configure all areas of TRAMT. 5.6 Training Approach and Knowledge Transfer SunGard will train both the Customer Power User/SMEs and End Users as part of this project. Statement of Work—City of Atascadero 22 Confidential SUNIGAR ° PUBLIC SECTOR !' Connect the Community Power User/SME Training: SunGard Public Sector will conduct training for the Power User/SME.The following areas are the types of training SunGard will conduct with the Customer's Power User/SME. e - NEE= MEMEM Module overviews SunGard staff gives the Customer an overview and understanding of all the modules in TRAKiT which are part of this SOW. TRAKiT Navigation Training Basic navigation on the user interface in TRAKIT Security Training SunGard will train the Customer an all aspects of how to set up and use the Security components in TRAKIT.Customer is responsible for overall Security set up and configuration after training. TRAKiT Module Configuration and Unit SunGard completed the set-up of TRAKIT and does initial testing. Testing Process Training Once TRAKIT is set up, data is converted,and the Customer Power User/ SME has been trained the Customer will fully test.SunGard will train the Power Jser/SME on how to create and process records using the TRAKIT software.This will prepare the team to conduct testing and to start getting prepared for end user training. End-User Training SunGard will train end-users assigned by the Customer.Training will be in a classroom environment and will be formally completed after testing is completed and befoi-e go live. Statement of Work—City of Atascadero 23 Confidential UNGARW PUBLIC SECTOR Connect the Community .. ..r. 6. Project Governance Project Staffing The following list provides an overview of committees and positions for SunGard and the Customer. Final responsibilities and team members are identified during the implementation-planning phase of the implementation. 6.1 Customer of City of Atascadero Staffing Project Sponsor The C-istomer's project sponsor provides support to the project by allocating resources, providing strategic direction, communicating key issues about the project and the project's overall importance to the organization.The project sponsor will be involved in the project as needed to provide necessary support, mersight, and guidance, but will not participate in day-to-day activities.The project sponsor will empower the steering committee to make critical business decisions for the Customer. Executive Steering Committee The Customer's Steering Committee will understand and support the cultural change necessary for the project and foster throughout the organization an appreciation of the value of an integrated ERP systom.The Steering Committee oversees the project team and the project as a whole.Through participation in regular meetings the Steering Committee will remain updated on all project progress, project decisions, and achievement of project milestones.The Steering Committee will also provide support to the project team by communicating the importance of the project to each member's department along with other department directors in the Customer.The Steering Committee is responsible for ensuring that the project has appropriate resources, providing strategic direction to the project team, and is responsible for malting timely decisions on critical project or policy issues.The Steering Committee also serves as primary level of issue resolution for the project. Project Manager The Customer's project manager will coordinate project team members, Power User/SME, and the overall implementation schedule.The Project Managers will be responsible for reporting to the Steering Committee and providing the majority of the Customer's change management communications and coaching. The project manager will also be the primary point of contact for the project and will coordinate all SunGard activities with the SunGard project manager. Project Core Functional Team Leads Project team members will be the core functional leads for each area in the system.The project team members have detailed subject matter expertise and are empowered to make appropriate business process and configuration decisions in their respective areas. The Project Team is tasked with carrying out all project tasks described in the Statement of Work including planning, business process analysis, configuration, documentation,testing,training, and all other required Customer tasks.The Project Team will be responsible for and empowered to implement the new system in the best interests of the Customer consistent with the project goals, project vision, and direction from the Project Manager and Steering Committee. Statement of Work--City of Atascadero 24 Confidential SUN I.► " PUBLIC SECTOR Connect the Community *k tires Requirements and Notes_ 1) The Customer may have multiple staff providing the roles outlined above 2) Skill type is for example purposes only and does not reflect the actual positions at the Customer. 6.2 SunGard Public Sector Staffing Project Management Organization (PMO) • Provide support to Project Managers in reporting project progress to Steering Committee as necessary • Approve and sign off on any material changes to project scope or staffing changes. Project Manager • Fulfill Go Live dates • Support the Customer Project Manager in monitoring and reporting overall implementation progress (duties of both the Customer and SunGard) • Monitor and report progress on Sun&crd's responsibilities • Immediately notify the Customer Project Manager and Project Sponsor/Steering Committee of any issue that could delay the project • Fulfill all SunGard project deliverables:outlined in the SOW. • Provide SunGard Staff according to the project plan • Facilitate coordination between all SunGard departments • Monitor the schedule and make course corrections as necessary. • Serve as the point person for all project issues. (First escalation point) • Prepare weekly status along with weekly project call or meeting • Provide issue resolution status,tracking, and procedures Functional Leads and Trainer(Project Manager,Consultants, Developers, and Technical resources) • Work with the Customer SMEs to design and configure the functional components of the TRAMT system for optimal long-term use. • Lead the TRAICiT software configuration with assistance from the Customer's Functional Leads. • Assist with the resolution of issues • Trains the Customer core group during the configuration of software • Create and deliver data conversion programs according to Customer specification and this Statement of Work • Create and deliver interface programs according to Customer specification and this Statement of Work • Create and deliver Reports according to this Statement of Work Statement of Work—City of Atascadero 25 Confidential SU G R O PUBLIC SECTOR pppppp Connect the Community i hRikk 7. Project Management SunGard's Project Work Plan will consist of the following tools and will be maintained throughout the project. 7.1 Project Schedule SunGard will create a detailed project schedule encompassing the full scope (all phases, including third party activities) of the project within 60 days after contract signing.The Customer's project manager will provide feedback on the project schedule. The Project Plan will contain: • All project's activities and tasks • Dates of project activities and tasks • Specific resources assigned to project tasks • All Milestones and Deliverables • Task dependencies (if applicable) 7.2 Agendas SunGard's project manager will provide a project schedule as part of the work plan.The schedule will outline the planned SunGard onsite visits for SunGard staff.Agendas for all work sessions will be provided by the SunGard Project Manager at least 1 week prior to any on-site meeting.Agendas will include: • Meeting objective • Detailed tasks to be performed • Recommended participants • Detailed schedule breakdown of meeting topics • Resources required for each meeting. 7.3 Status Meetings SunGard and the Customer will hold at minimum a bi-weekly meeting on a schedule to be determined. A regular status meeting with the Power User/SME members including the SunGard and Customer Project Managers.Topics to include. • Project plan • Discuss current activities • Action items from the last meeting • Project Issues and Risk log • Milestone or Deliverable The Customer Project Manager and Steering Committee should participate in status meetings on a bi-weekly basis.Topics to include. • Project Overview and Status • Critical issues impacting the project Statement of Work—City of Atascadero 26 Confidential PP SUNGARD" PUBLIC SECTOR Connect the Community . . . . . • Decisions needing steering committee assistance e Milestone or Deliverable approval 7.4 Status Reports SunGard's project manager will prepare status reports on a weekly basis for the duration of the project. Status reports will be used to communicate key project information to the Customer's Project Manager and Steering Committee. Reports are to include: • Project Status • Summary of accomplishments • Late Overdue mems • Status of key milestones deliverables • Project timeline • Issues/Risks • Project Budges: 7.5 Issues Log SunGard and Customer will maintain a list of issues (both open and closed) that have been identified far the project. Any project risks, key decisions, issues,disputes, or late tasks shall be identified on the Issues Log. Both Customer and SunGard project managers and project team members are responsible for adding items to the issues log. For each identified issue,the following information will be captured: o issue Number Reported by/date • Status(Le, new, open,closed, pending) • Component unit/Business Process • Priority • Issue • Comments • Findings • Recommendations • Resolution Assignment • Date Tested (if applicable) Date Closed (if applicable) The Customer and SunGard project managers will review the Issues Log as part of regularly scheduled project management meetings or more frequently as required. Once the issue has been assigned,the appropriate project team member(s)are responsible for completing the assigned follow-up tasks and resolving the issue by the assigned due date. The Customer Project Manager or the SunGard project manager may choose to escalate and issue following the issue resolution process defined in this SOW. Items directly related to TRAKiT will be logged with SunGard's Helpdesk, and tracked in the case system. Statement of Work—City of Atascadero 27 Confidential PPWOWOWO��SUNGIARIY PUBLIC SECTOR Connect the Community F 7.6 Deliverable and Milestone approval The Customer will review,approve and provide written sign-off for all Deliverables and Milestones identified in Appendix 1 of the SOW by following the below process: 1. SunGard will submit in writing to the Customer a Deliverable or Milestone completion form for each completed Deliverable or milestone. 2. The Customer will identify in writing any required changes, deficiencies, and/or additions necessary,within five (5) business days of receipt of the form for each completed Deliverable or Milestone. If SunGard does not receive a signed completion form within five (5) business days and the Customer has not requested additional review time,the Deliverable or Milestone will be deemed accepted. 3. SunGard and the Customer will work togetherto review Deliverable and Milestones which are not approved and create a plan to address.When the Deliverable has been updated or the Milestone achieved a revised form will be submitted.The Customer'will then review the Deliverable or Milestone and provide any additional comments on any required changes,deficiencies,and/or additions necessary within five (5) business days of receipt of the updated completion form.This process will be repeated until the Customer grants approval and signoff on the Deliverable or Milestone. 4. In all instances,the terms of section 2.2 will apply in that should substantial changes occur that affects the negotiated project timeline, SunGard may provide the Client with a Change Order for additional services to extend the project timeline. Upon approval of the Deliverable or Milestone,the Customer Project Manager will sign the completion form and shall return it to SunGard's Projekt Manager. Statement of Work—City of Atascadero 28 Confidential SOUPINIGARDO PUBLIC SECTOR Connect the Community ikkkkk 8. Change Requests and Changes to this Scope of Work The Customer and SunGard may request a change to this scope of work by following the process outlined in this section. Either party may request changes in scope.Such a request is honored by the parties only if it becomes a formal Change Order. The change order will provide sufficient detail including the following. • Detailed description of resources (both Customer and SunGard) required to perform the change • Specifications if applicable Implementation Flans Schedule for completion n Verification and Approval criteria • Impact on current milestones and payment schedule • Additional milestones(if applicable) • Impact on project goals and objectives • Price Either SunGard or Customer management may propose a change by submittal of a Change Request to the other party.The other party has five (5) business days(or as mutually agreed upon)to determine whether it agrees to the Change Request. If both parties agree to the Change Request,the change will become a Change Order documented and signed by both parties. If agreement to pursue a Change Order does not occur in five (5) business days of the initiation of the Change Request (or as mutually agreed upon), it is assumed that the Change Request has been rejected and any remaining issues will be identified on the Issues Log and/or follow the Dispute Resolution process identified in Section 9.3. Statement of Work—City of Atascadero 29 Confidential IN IN I I SUNGARW PUBLIC SECTOR Connect the Community i Aftink 9. implementation Schedule,Timeline, Scope Clarification & Miscellaneous Items 9.1 Implementation Schedule Specific project dates will be mutually determined upon execution of the contract and will be maintained in the Project Plan. 9.2 Facility Requirements SunGard recommends the following facilities be available for the entire life cycle of the project. 1. The Customer will provide an adequate workspace for each onsite SunGard Public Sector consultant, with access to a desktop workstation, network,and close proximity to the Customer Project Team. Adequate breakout and conference space will also be provided. 2. When SunGard Public Sector is onsite,the Customer Project Team should ideally be located near the SunGard Public Sector project members to facilitate good communication and coordination amongst the team members. 3. Customer to provide classroom space,workstations, and networked access to the server for all on-site classes at Customer facilities. if Customer does not have hardware for conducting training,then SunGard can provide onsite laptop labs for an additional cost. 9.3 Dispute Resolution Procedures The Customer and SuriGard should anticipate challenging issues to arise throughout the implementation process due to the complex magnitude of this project. In order for challenging issues to be remedied in a timely fashion,the Customer and SunGard will utilize the following Dispute Resolution Procedure: All communication regarding the project should be directed to SunGard and Customer's Project Manager in order to maintain consistent communication between the parties. Scheduled weekly calls/meetings will be maintained between the SunGard Project Manager and the Customer's Project Team (including the Customer's Project Manager). All issues or concerns will be discussed actively and openly between SunGard's Project Manager and the Customer's Project Manager. If issues begin to interfere with the progression of the implementation project, the Customer and/or SunGard should escalate challenges to SunGard management in the sequence below, as needed: Timothy Pease–Mgr., Professional Services 407-304-3938 timath . ease sun and s.com Jodie Kubiak–Sr. Mgr., Professional Services 407-304-3451 jodie.lcubialc@sungardps.com Nathan Hershkowitz—V.P.SunGard PS 858.451.3030 nathan.hershlcowitz@sungardps.com Tom Amburgey—V.P.SunGard PS 407.304.3022 tom.ambur�ey sun ardps.com Kevin Lafeber—COO SunGard PS 407.304.3102 lcevin.lafeber@sungardps.com Statement of Work–City of Atascadero 30 Confidential SUNGARDO PUBLIC SECTOR Connect the Community i�riririt Escalation to Customer Management Team should be as follows: Statement of Work--City of Atascadero 31 Confidential SUNGARW PUBLIC SECTOR Connect the Community iciriririti 10.Appendix 1: Project Timeline Target dates for the tasks and milestones will be established during the planning/Icicle off phase of the project. 1. Contract Execution Client sigl ns contract. SunGard signs final contract. 2. Delivery of TRAICTsoftware and SunGard provides FTP access to facilitate License Key data exchanges with Client.SunGard delivers Client software and license key via the FTP site. 3. Project Hand-Off Call Client reviews and sets initial Project Timeline SunGard&Client review Project dates with SunGard. Timeline;SunGard delivers electronic copies of Configuration Gulde. 4. Confirm Hardware&Required Client provides confirmation that all required SunGard reviews hardware specifications Systems hardware,servers,database systems,and with Client;SunGard confirms remote related components are ready. access. 5. Initial Data Extract Client uploads all legacy databases quoted in SunGard reviews initial data upload. the contract to SunGard's FTP site. 6. Project Timeline Sign-Off Client signs-off on remaining project SunGard provides Client with timeline SIGN OFF milestone dates. dates. 7. Sof,ware Installation Client provides remote access to servers. SunGard in stalls a1 TRAKT software on Client servers. One workstation will also be tested. 8. Database Consultation Client conducts meeting with SunGard to SunGard provides suggestions to ensure SIGN OFF discuss the data conversion process and a brief expectations are reviewed. review of the data structure. Client signs-off on Data Source Document. 9. GIS Consultation Client conducts meeting with SunGard to SunGard offers suggestions to ensure SIGN.OFF: .. discuss the delivery expectations for GIS data. expected delivery is achieved. SunGard provides sample'Map Template'to be used within TRAKT GIS. 10. Map Template Delivered The sample map template is also delivered to the client. 11. Delivery of Geodatabase Client uploads geodatabase onto Sur,Gard's SunGard begins mapping the source FTP site for data mapping. tables to the TRAKT structure. 12. Screenshots of Existing Software Client provides screenshots of existing SunGard reviews screenshots and begins software that relate to the data conversion mapping of data;SunGard prepares data process. mapping document to submit to Client. Statement of Work—City of Atascadero 32 Confidential - r ,r312 .r K 12 s ',.ara IN SUNGARD9 P U B LI C S ECTO R Connect the Community iris kkk 13. Demo Existing Legacy Systems Client conducts an overview of their existing SunGard reviews current legacy systems system for SunGard. with Client. 14. Remote Webinar Training Series Client attends and participates in remote 2- SunGard conducts webinar training hour webinar training sessions for each Power sessions prior to onsite meeting. User/SME. 15. Kick-Off Meeting Client attends and participates In Kick-Off SunGard conducts Kick-Off meeting ONSITE Meeting,which includes a review of the onsite. Reviews Configuration Guide Configuration Guide and Workbook. with all Departments,and assists in completing GeoTRAK data fields. SunGard provides workflow samples for future discussions. 16. 1st Workbook Review Remote Client Departments attend review meetings SunGard conducts a review of business Discussion with SunGard. processes with each Department. SunGard ensures that the Configuration Workbook is being updated. 17. ft GeoTRAK Workbook Review. Client reviews land data mapping details and SunGard reviews configuration workbook configuration information with SunGard. and provides feedback as applicable. 16. Initial Workflows Client provides initial workflows from various SunGard reviews initial workflows Departments for review. submitted for Business Process Meeting. 19. Business Process Review Meeting Cl IE nt provides business process workflow and SunGard assists the Client with ONSITE corresponding reports/farms used In dally Workbooks,Identifies process activities. Sessions are divided among various adaptations,and reviews specifications Departments ImplementingTRAICiT. for reporting requirements. 20. 1:t Conversion Review Client attends 11t review call with SunGard SunGard Public Sector to provide list of Public 5ector's data conversion specialist, data conversion questions. 21. 2nd GeoTRAK Workbook Review. Client reviews the finalized GeoTRAK SunGard reviews workbook and provides workbook. additional feedback as applicable. 22. 2nd Workbook&Workflow Review Client Departments attend review meetings SunGard conducts a review of business Remote Discussion with SunGard, processes with each Department. SunGard ensures thatthe Configuration Workbook&Workflows are being updated. 23. 2nd Conversion Review Client attends l:t review call with SunGard SunGard Public 5ector to provide list of Public Sector's data conversion specialist. data conversion questions. 24. Final GeoTRAK Workboolc Review Client submits and reviews the finalized SunGard reviews workbook and provides GeoTRAK workbook, additional feedback as applicable. 25. Final List of Forms/Reports Due Client delivers final list of forms and reports Statement of Work—City of Atascadero 33 Confidential SUNGAR " PUBLIC SECTOR Connect the Community iriricicir lilli i 'sill and defines custom scripts for additional requirements to SunGard to design. 26. GeoTRAK Workbook Final: Client provides final version of GeoTRAK SunGard collects GeoTRAK workbook, Collection. :..::' workbook,including all mapping,custom completes those spatial joins being screen,and spatial join requirements. handled by SunGard,ensures that mapping is consistent with discussed process. 27. 3`a Workbook&Workflow Review Client Departments attend review meetings SunGard conducts a review of business Remote Discussion with SunGard, processes with each Department. SunGard ensures that the Configuration Workbook&Workflows are being updated. 28. Workbook Review Meeting Client provides Workbooks and copies of SunGard collects Client responses to ONSITE needed forms/reports;Client attends Workbooks;SunGard conducts department meetings to offer insight into Department meetings to ensure workflow;Client provides complete set of understanding of responses and discuss source data for conversion. procedural needs;SunGard reviews data to convert with Client. 29. Customer Survey Client provides feedback on the SunGard SunGard conducts a review of the project efforts to date. to date. 30. GeoTRAK Pre-Conversion Review Client participates in the pre-conversion GIS Specialist and Data Conversion review. Specialist review GeoTRAK workbook to clarify mapping and conversion details. 31. Identify Bluebeam workflow Client Identifies the workflow(s)used by the SunGard receives this information and Agency for electronically marking submittals. provides to the assigned SunGard Trainer. 32. Identify Bluebeam stamps Client identifies all stamps necessary for SunGard demonstrates the creation of Bluebeam. stamps in Bluebeam to ensure the client can support this in an ongoing manner. 33. Project Workbook Draft Client provides their completed Project SunGard reviews the submitted Workbook. workbook. 34. GeoTRAK Workbook Client signs-off on GeoTRAK workbook. SunGard provides finalized GeoTRAK SIGN OFF workbook for Client sign-off. 35. Initial Forms/Reports Scope Client participate in a review of the SIGN OFF Forms/Reports requirements and signs-off on the Initial Forms/Reports Scope. 36. Project Workbook Client signs-off on final version of the SunGard will utilize the Workbook in SIGN OFF Workbook. configuration of the system. Statement of Work—City of Atascadero 34 Confidential Sl1 "ARD" PUBLIC SECTOR i Connect the Community * 37. final Conversion Review Client attends final review call with SunGard SunGard Public Sector to provide final list 1..1 Public Sector's data conversion specialist. of data conversion question and any type -- of mapping requirements 3B. Map Services Delivered Client delivers Map services to SunGard prior SunGard configures Map services with to Initial Delivery. Map services may include: data. - eTRAKT map service - TRAKIT data map service - TRAKIT visual map service 39. System Configuration Client participates and provides additional SunGard configures system according to information as needed by 5unGard. Workbook responses and meeting discussions;SunGard converts historical data;SunGard creates/customizes reports and/or forms(e.g.Permit Form). 40. Power User/SME Training Planning Client is introduced to SunGard Trainer and SunGard PM&Trainer meet with client develops plan for User Training to discuss UserTralning. �• 41. Initial Delivery Client will attend the demonstration of the SunGard Installs and demonstrates ONSITE delivery. configured system with various Departments. eTRAKiT validation/preferences are revie'Ned with Client. 42. Workflow Processes Delivered Client receives written workflow processes SunGard delivers a sample set w from SunGard. workflow processes to Client for reviev, and use during Training. 43. Power User/SMEs Trained Client will provide meeting space and training SunGard provides training materials for ONSITE computers for up to eight(8)staff. Initial system configuration. 44. Testing Begins Client Power User/SMEs verify accuracy and SunGard receives change requests from SIGN OFF placement of converted data,forms&reports; Client and makes necessary revisions. Client tests software configuration;Client tests program interfaces;Client tests software customizations;Client notifies SunGard of desired changes.Client acknowledges the start of the test process. 45. Bluebeam Service Activated Client installs Bluebeam licensing and begins SunGard provides access to Bluebeam testing Bluebeam with initial configuration. integration. 46. 1't Testing Review Client reviews data&configuration with SunGard schedules remote meetings project manager via remote sessions. with each Department to review system configuration and Checklists. 47. 1't Review of Forms/Reports Client reviews Forms/Reports provided at SunGard receives comments or sign-off Statement of Work—City of Atascadero 35 Confidentiai �k Vill SUNGAR ° P U B LI C S ECTO R Connect the Community ivkk*;t Initial Delivery and provides comments or sign- from Client and makes adjustments as off. necessary. 48. Initial Delivery Revisions Client delivers revision list to SunGard. SunGard receives review comments from Client and begins adjusting configured system. 49. External Interface Review Client tests any external data interfaces SunGard reviews any external data provided by SunGard;includes land update import/export routines prepared for routine,accounting Interface,and other data Client. Import routines. 50. 2nd Testing Review Client reviews data&configuration with SunGard schedules remote meetings project manager via remote sessions. with each Department to review system configuration and Checklists. 51. 2"d Delivery Client continues review of system. SunGard delivers revisions to Client. ONSITE 52. GeoTRAK Update Routine Client to review and sign-off on GeoTRAK SunGard provide the GeoTRAK Update SIGN OFF Update Routine document. Routines document. 53. Customer Survey Client provides feedback on the SunGard SunGard conducts a review of the project efforts since the Workbook Review. since the Workbook review. 54. 3`d Testing Review Client reviews data&configuration with SunGard schedules remote meetings project manager via remote sesiions. with each Department to review system configuration and Checklists. 55. 2nd Review of Forms/Reports Client reviews Forms/Reports provided at 2"d SunGard receives comments or sign-off Delivery and provides comments or sign-off. from Client and makes adjustments as necessary. 56. 2"d Delivery Revisions Client delivers revision list to SunGard. 57. 4th Testing Review Client reviews data &configuration with SunGard schedules remote meetings project manager via remote sessions. with each Department to review system configuration and Checklists. 58. 3`d Delivery Client continues review of system. 59. GeoTRAK Update Routine Delivery Client provides SunGard with SunGard initializes the GeoTRAK Update credentials/access to configure the GeoTRAK Routine and Python scripts(in GIS if Update Routine. necessary). 60. GIS Final Review Client tests map services and updates with SunGard finalizes GIS configuration for SunGard. Go Live. Statement of Work—City of Atascadero 36 Confidential SUNGARM P U B LI C S ECTO R Connect the Community iririricR 61. Final Review of Forms/Reports Client reviews Forms/Reports provided at 3`a SunGard receives comments or sign-off Delivery and provides comments or sign-off. from Client and makes adjustments as necessary. 62. Final Revisions List Client delivers final revision list to SunGard. SunGard receives review comments from ONSITE Client and makes final adjustments. 63. eTRAKiT Final Connection Validated Client validates the configuration settings for SunGard provides remote assistance for eTRAKiT portal. eTRAKi 1 payment portal. 64. 5«`Testing Review Client reviews data&configuration with SunGard schedules remote meetings project manager via remote sessions. with each Department to review sys em configuration and Checklists. 65. Final Delivery Client reviews final items submitted. 5unGard installs modified system. 66. Go Live Dry Run Client delivers data In preparation for Go Live. SunGard develops a Go Live schedule for rehearsal with Client prior to actual Go Live. 67. Testing Ends Client acknowledges the end of the test SIGN OFF process and approves findings before User Training commences. 68. End User Training Planning Client develops plan for End User Training. SunGard PM K Trainer meet with client to discuss Training. , 69. Client Support Transition SunGard PM assembles materials Preparation necessary to transition the knowledge of the implementation to the SunGard Client Support team 70. Client Support Transition Call Client attends remote discussion with SunGard SunGard introduces Client Support team Client Support team. along with expectations for using technical assistance after Go Live. 71. Transition to Live Client provides final extract of historical data SunGard converts data and loads onto to SunGard. Client's server. 72. End User Training Client provides meeting space and training SunGard provides training materials for ONSITE computers for up to eight(S)staff. onsite training. 73. General System Administration Client End Users attend a mini System SunGard conducts an accelerated System Training Administrator training session prior to Go Live. Admin session with End Users for user ONSITE privilege and general configuration management. 74. Go Live Client Goes Live with TRAKiT,ITRAMT,and 5unGard provides Go Live support onsite. Statement of Work—City of Atascadero 37 Confidential 27 SUNGARW PUBLIC SECTOR Connect the Community iri kkk 11 I t ONSITE eTRAM 75. Follow-up Visit Client assembles various Departments for SunGard conducts an onsite follow-up ONSITE review with SunGard. visit 45 days after Go Live. 76. Customer Survey Client provides feedback on the overall SunGard conducts a final review of the project. project implementation. 77. Go-Live System Review Client reviews that SunGard has provided and SunGard provides a letter detailing all REVIEW committed to all project deliverables. project commitments. System Administrator/Report Writing Client provides 5ystem Administrators for SunGard trains Client staff at designated Training training at SunGard headquarters, SunGard facility. Statement of Work—City of Atascadero 38 Confidential