Anaheim City Council
September 24, 2024

SERVICE AGREEMENT
THIS SERVICE AGREEMENT ("Agreement"), dated for purposes of identification only this _____ day of __________, 2024, is made and entered into by and between the CITY OF ANAHEIM, a municipal corporation
hereinafter referred to as “ANAHEIM,”
A
N
D
MAINTSTAR a Texas Corporation,
hereinafter referred to as “CONTRACTOR.”
ANAHEIM and CONTRACTOR are also referred to herein individually as “Party” and collectively as “Parties.”
W I T N E S S E T H:

WHEREAS, ANAHEIM is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City of Anaheim;
WHEREAS, ANAHEIM desires to engage CONTRACTOR to configure and implement MaintStar Enterprise Asset Management (EAM) Software (the “Project”); and WHEREAS, CONTRACTOR possesses the skill, experience, ability, background, and knowledge to provide the services for the this Project as described in this Agreement; and WHEREAS, CONTRACTOR represents that it is qualified to provide the services set forth in the final Statement of Work attached hereto as Exhibit A ("Services"); and WHEREAS, ANAHEIM has solicited and received a proposal from the CONTRACTOR, has reviewed the previous experience and evaluated the expertise of the CONTRACTOR, and desires to retain CONTRACTOR to render professional services under the terms and conditions of this Agreement; and
2 WHEREAS, CONTRACTOR and ANAHEIM are entering into a "License and Software Agreement” concurrently with this Agreement, and relates to the same software product provided by CONTRACTOR.

NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL PROMISES,

COVENANTS, AND CONDITIONS HEREIN CONTAINED, THE PARTIES AGREE AS FOLLOWS:

PART I - SERVICES TO BE FURNISHED BY CONTRACTOR
A. Scope of Work. CONTRACTOR shall perform the Services set forth in the Statement of Work dated July 12, 2024, attached hereto as Exhibit A (the "SOW"), in coordination and cooperation with ANAHEIM. ANAHEIM may elect to delete certain tasks of the SOW at its sole discretion.

B. Term of Agreement. The term of this Agreement shall commence on the Effective Date, as established herein and shall continue for a period of five (5) years, unless sooner terminated as provided herein ("Initial Term"). The Public Works Director (“Director”) is hereby authorized to extend the term of this Agreement upon the same terms and conditions for no more than one (1) five (5) year term after the Initial Term (“Renewal Term”).

Schedule for commencement and completion of Services shall be established as provided in the SOW. Both Parties recognize that the continuation of this Agreement after the close of any fiscal year of ANAHEIM, which fiscal year ends on June 30 of each year, shall be subject to budget approval providing for or covering such contract items as an expenditure in said budget. ANAHEIM does not represent that said budget item will be actually adopted, said determination being the determination of the City Council at the time of the adoption of the budget herein. No penalty shall accrue to ANAHEIM in the event this provision shall be exercised.

Should termination be accomplished in accordance with this Section, a settlement shall be negotiated by the Parties based on items delivered, Services provided, monies paid and monies due.
3 C. Priority of Documents. This Agreement consists of the recitals, incorporated herein by this reference, Parts I-III, and the SOW attached hereto as Exhibit A. The Parties will also be entering into MAINTSTAR License and Software Agreement concurrently. In the event there are inconsistencies or discrepancies between this Agreement and the MAINTSTAR License and Software Agreement, priority shall be given to this Agreement. In the event there are inconsistencies or discrepancies between Parts I-III and Exhibit A of this Agreement, priority shall be given to Parts I-III.

D. Time of Essence. CONTRACTOR understands that time is of the essence and only excusable delays outside the control of and those that cannot be corrected by reasonable effort by CONTRACTOR will be acceptable to ANAHEIM. Excusable delays are defined as, but not limited to floods, fires, acts of God, lack of performance by network services/dial tone providers, severe earthquake, war, lack of commercial power.

E. Definitions.

1. “Extra Services” means any work that is determined by ANAHEIM to be necessary for the proper completion of the Services contained in the SOW, but which is not included therein and which the Parties did not reasonably anticipate would be necessary at the time of the commencement of the Agreement.

2. “License” means the limited, nontransferable, nonexclusive worldwide license permitting ANAHEIM to use CONTRACTOR's software products under the terms and conditions set forth in the License Agreement executed by the Parties.

3. “Licensed Software” means the compiled (object) code version of the software products provided to ANAHEIM by CONTRACTOR, as listed in the SOW attached as Exhibit A, including all updates, releases, bug fixes, and enhancements thereto provided by CONTRACTOR to ANAHEIM under this Agreement, the Master Subscription Agreement.

4. “Order” means any purchase order issued by ANAHEIM for services, equipment, software, or other items that references this Agreement, is signed by ANAHEIM’s 4 representative ("ANAHEIM's Representative") and is accepted by CONTRACTOR's representative ("CONTRACTOR's Representative").

F. Subscription Licensed Software. The Licensed Software will be delivered or made available to ANAHEIM in CONTRACTOR’s hosted Amazon Web Service (AWS) GovCloud safe and secured environment Upon receipt by ANAHEIM of any License Subscription Software and subject to the provisions of this Agreement, CONTRACTOR shall grant to ANAHEIM a personal, nontransferable, non-exclusive Subscription License to use the software in AWS GovCloud. CONTRACTOR shall retain all right, title and interest in any Licensed Software and copies thereof.

G. Confidentiality and Proprietary Information. CONTRACTOR’s Proposal and proposed Statement of Work shall be retained in the City's official files and will become public records after award of the Agreement unless they can, in whole or in part, be shown to be exempt by law.

CONTRACTOR and ANAHEIM acknowledge that in the course of performing duties under this Agreement, each Party may obtain information from the other Party that is of a proprietary and/or confidential nature. Such proprietary information may include, but is not limited to, trade secrets, new product information, technical data and know-how, instructional and operating manuals, financial information, marketing and sales data and plans and other documents. Proprietary information may be disclosed in writing, in other tangible form, orally or visually. When disclosed in writing or other tangible form, the proprietary information will be identified and labeled as confidential by the disclosing Party. When disclosed orally or visually, such proprietary information shall first be identified as confidential at the time of the oral or visual disclosure and subsequent confirmation in writing shall follow within fifteen (15) days after disclosure.

To the extent permitted by law, neither Party shall at any time during this Agreement and for a period of three (3) years after its expiration, publish, disclose or otherwise divulge any of the other Party’s proprietary information to any third party without the prior written 5 consent of the other Party. Neither Party will use the other Party’s proprietary information except in the course of its duties under this Agreement. CONTRACTOR may disclose any proprietary information to subcontractors, regulatory authorities and others as necessary to meet its obligations under this Agreement.

The proprietary information restrictions will not apply to information which (a) is already known to the receiving Party (b) is or becomes publicly known through no wrongful act of the receiving Party, (c) is independently developed by the receiving Party without benefit of the disclosing Party’s proprietary information, (d) is received from a third party without similar restriction and without breach of the Agreement, or (e) is disclosed by disclosing Party to a third party without an obligation of confidentiality, or (f) when disclosure is required by law, including, but not limited to the Public Records Act.

CONTRACTOR acknowledges that ANAHEIM is a public entity subject to the California Public Records Act (“CPRA”). To the extent permitted by law, ANAHEIM agrees to take all reasonable steps to protect Confidential Information it possesses from disclosure based on a CPRA request. ANAHEIM also agrees to notify CONTRACTOR within five (5) days following receipt of a CPRA request seeking Confidential Information to allow adequate time for CONTRACTOR, at its sole cost and expense, to seek a protective order or other appropriate remedy concerning such request. If subject to a CPRA request for Confidential Information, ANAHEIM shall disclose only such information as legally required and shall use all economically reasonable means to assert an exemption based on the protected status of Confidential Information. ANAHEIM is not required to incur legal costs to seek judicial relief from disclosure, but will cooperate with efforts of CONTRACTOR in seeking judicial relief.

H. Taxes. CONTRACTOR shall pay all Federal, State and local taxes, levies, duties and assessments of every nature due in connection with payment received for work performed pursuant to this Agreement and shall indemnify and hold ANAHEIM harmless from any liability on account of any and all such taxes, compelevies, duties, assessments and deductions. 6 CONTRACTOR is not collecting sales tax from ANAHEIM since ANAHEIM is an exempt agency for paying sales tax.

I. Permits, Licenses and Fees. CONTRACTOR shall be solely responsible for all required permits, licenses and fees associated with performing work under this Agreement.

J. Project Manager. CONTRACTOR shall designate a Project Manager, who shall coordinate the Services. This Project Manager shall be available to ANAHEIM at all reasonable times during the Term of this Agreement. CONTRACTOR has designated Tony Shepard to be its Project Manager. It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing Project Manager is a substantial inducement for ANAHEIM to enter into this Agreement. Therefore, the foregoing Project Manager shall be responsible during the Term of this Agreement for directing all activities of CONTRACTOR and devoting sufficient time to personally supervise the provision of Services hereunder. CONTRATOR shall give a minimum of thirty (30) days advance notice and receive ANAHEIM'S written approval prior to substitution of the Project Manager designated in this Section. ANAHEIM shall have the right to personally interview any person CONTRACTOR proposes to assign to provide Services pursuant to this Agreement and to reject any and all of CONTRACTOR’s proposed assignments until ANAHEIM is satisfied that every person proposed to be assigned has adequate professional experience and training to provide Services pursuant to this Agreement.

K. Administration. This Agreement will be administered by the Public Works Department of the City of Anaheim. The Director, is authorized to take any action granted the Project Administrator, replace the Project Administrator by notifying CONSULTANT in writing and terminate Services in accordance with Section 25 of this Agreement. The Streets and Sanitation Manager, Eddie De La Torre, shall be the Project Administrator. The Project Administrator, or designee, shall have the power to act on behalf of ANAHEIM for review and approval of all Services performed by CONSULTANT under this Agreement. The Project Administrator shall not be authorized to terminate Services under this Agreement. 7 PART II - TERMS OF AGREEMENT
A. Compensation. ANAHEIM shall pay CONTRACTOR for Services rendered pursuant to this Agreement in accordance with the "PAYMENT TERMS" set forth in the SOW attached as Exhibit A. The Parties understand and agree that full and complete payment for all Services provided in accordance with this Agreement for the first year of subscription shall not exceed
the sum of Two Hundred Eighty Seven Thousand, Five Hundred Dollars($287,500.00), including compensation for the optional services listed on Exhibit A if ordered in writing by ANAHEIM’S Project Administrator.

Full and complete payment for all Services provided in accordance with this Agreement for the second year through fifth year of subscription shall not exceed the sum of Six Hundred Eighty Thousand Eight Hundred Dollars ($680,800) over the course of this period in accordance with the “PAYMENT TERMS” and schedule set forth in the SOW attached as Exhibit A Full and complete payment for all Services provided in accordance with this Agreement for the sixth year through tenth year of subscription, if renewed by ANAHEIM, shall not exceed the sum of One Million Thirty Eight Thousand Nine Hundred Dollars ($1,038,900) over the course of this period in accordance with the “PAYMENT TERMS” and schedule set forth in the SOW attached as Exhibit A.

Subject to the limitations set forth in this, the Director , or their designee, is authorized to approve
additional expenditures not to exceed ten (10%) of the subscription fee in effect at that time for Extra Services not included in the SOW ("Extra Services"); provided, the Director determines, in their
sole discretion, that (a) the Extra Services are necessary for the successful completion of the Services; (b) the proposed Extra Services are of a like nature that were not foreseen by ANAHEIM at the time of the award of the Agreement; (c) budget appropriations are available; and (d) in the professional opinion of the Director, it is in the City's best interest to do so.

In
no event shall CONTRACTOR rende r Extra Servi ces beyond the sc ope of this Agreement without the written authorization of the Director. 8 All Extra Services approved in writing by the Director shall be billed at either the rates set forth in the Schedule of Compensation or at a fixed price, at ANAHEIM’s sole discretion. If billed at a fixed price, CONTRACTOR shall provide ANAHEIM with a general description of the Extra Services to be performed with a proposed price. The Extra Services will be incorporated into the Services and the Agreement upon the execution of an Extra Services letter by both Parties which contains (a) the agreed price for the Extra Services; and a description of the Extra Services.

CONTRACTOR shall commence performance of the Extra Services either upon the execution of the Extra Services letter by the Parties or such other time expressly indicated therein.

Except for the authority granted the Director in this Section, no additional Services or Extra Services beyond the scope of this Agreement shall be rendered by CONTRACTOR unless such Extra Services is first approved by written amendment to this Agreement.

All Parties recognize that the continuation of this Agreement after the close of any fiscal year of ANAHEIM, which fiscal year ends on June 30 of each year, shall be subject to budget approval providing for or covering such contract items as an expenditure in said budget.

ANAHEIM does not represent that said budget item will be actually adopted, said determination being the determination of the City Council at the time of the adoption of the budget herein. No penalty shall accrue to ANAHEIM in the event this provision shall be exercised. Should termination be accomplished in accordance with this Section, a settlement shall be negotiated by the Parties based on items delivered, services provided, monies paid and monies due.

B. Fiscal Records and Audits. CONTRACTOR shall keep a correct and current accounting of payroll costs, travel, subsistence, field and incidental expenses.

ANAHEIM reserves the right to designate a representative(s) to examine any cost, revenue, payment, claim or any other records or procedures related to this Agreement. Any such audit(s), for the professional services portion of this contract, shall be done at reasonable times with full cooperation from the CONTRACTOR. If CONTRACTOR fails to provide supporting documentation for any costs charged ANAHEIM to ANAHEIM's satisfaction, then CONTRACTOR agrees to reimburse ANAHEIM for those costs. 9 The right to audit shall be extended to three (3) years beyond the date of final payment under this Agreement, or longer if required by law. CONTRACTOR agrees to retain all necessary records/documents for the entire length of this audit period. Any required adjustments and/or payments resulting from the audit will be made within 30 days of written notification.

CONTRACTOR agrees to pay interest for failure to make timely payments, accruing monthly from the date of written notification, at a rate of 10% per annum. Overcharges in excess of one percent (1%) of that portion of the audited contract will result in required reimbursement by the CONTRACTOR for ANAHEIM's actual audit cost. CONTRACTOR reserves the right to contest any exception.

C. Insurance

1. Without limiting ANAHEIM’s right to indemnification, it is agreed that CONSULTANT shall secure, prior to commencing any activities under this Agreement, and maintain, during the term of this Agreement, insurance coverage as follows:
.01 Workers’ Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence. .02 Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, and Independent Contractor’s Liability (if applicable), in an amount not less than $2,000,000 per occurrence, $4,000,000 annual aggregate, written on an on an occurrence form. Any deductible or self-insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the acceptance of the City’s Risk Manager.
.03 Automobile Liability Coverage including-as applicable-owned, non-owned, and hired autos, in an amount not less than $2,000,000, combined single limit, as required by California law.
.04 Cyber Liability Insurance in an amount not less than $2,000,000 10 per occurrence or claim, and CONTRACTOR shall maintain such coverage for at least one (1) year from termination of this Agreement. Any deductible or self-insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the acceptance of the City’s Risk Manager.

2. CONTRACTOR agrees that each insurance policy required by this Agreement shall not be voluntarily cancelled, or limited in scope or coverage, until after thirty (30) days prior written notice has been given to the City Clerk, City of Anaheim, 200 S. Anaheim Blvd., Anaheim, CA 92805, except in the event of cancellation for non-payment of premium which shall provide for not less than ten (10) days’ notice.

3. Each insurance policy required by this Agreement, excepting policies for Professional Liability and Workers’ Compensation, shall contain the following clauses or shall otherwise provide for the following conditions:
.01 “It is agreed that any insurance maintained by CONSULTANT, pursuant to this Agreement, shall be primary to, and not contribute with, any insurance or self- insurance maintained by the City of Anaheim.”
.02 “The City of Anaheim, its officers, agents, employees, representatives and ANAHEIM-designated volunteers are added as additional insureds as respects the acts, omissions, operations and activities of, or on behalf of, the named insured, in regard to products supplied to, or work or services performed for, or related to, the City of Anaheim.”

4. Prior to commencing any work under this Agreement, CONTRACTOR shall deliver to ANAHEIM insurance certificates confirming the existence of the insurance required under this Agreement, and including the applicable clauses referenced above. Also, within thirty (30) days of the execution date of this Agreement, CONTRACTOR shall provide ANAHEIM: (i) endorsements to the insurance policies which add to these policies the applicable clauses referenced above; or (ii) in lieu of said endorsements, documentation acceptable to ANAHEIM evidencing that the coverage, terms, and conditions set forth in the above-referenced clauses are otherwise included in said insurance policies. Insurance required hereunder shall be placed with insurers: (i) admitted to write insurance in California; (ii) possessing an A. M. Best’s 11 rating of A VII or higher; or (iii) otherwise acceptable to ANAHEIM, with prior written permission from ANAHEIM. In the event that a claim or other legal action is filed against ANAHEIM, and if ANAHEIM, in its good faith opinion, believes it may have coverage under any of the insurance required herein, then ANAHEIM has the right to demand, and to receive within a reasonable time period, copies of the insurance policies related to such required insurance; provided, however, that this provision shall not apply if the Parties agree that CONSULTANT shall fully defend, hold harmless, and indemnify ANAHEIM against any such claim or other legal action.

5. In addition to other remedies ANAHEIM may have if CONTRACTOR fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, ANAHEIM may, at its sole option:
.01 Order CONTRACTOR to stop work under this Agreement and/or withhold any payment(s) which become due to CONTRACTOR hereunder until CONTRACTOR demonstrates compliance with the requirements hereof; or .02 Terminate this Agreement.

Exercise of any of the above remedies, however, is an alternative to other remedies ANAHEIM may have and is not the exclusive remedy for CONTRACTOR’s failure to maintain insurance or secure appropriate endorsements.

6. Nothing herein contained shall be construed as limiting in any way the extent to which CONTRACTOR may be held responsible for payments of damages to persons or property resulting from CONTRACTOR’s (or CONTRACTOR’s contractors/subcontractor, if any) performance of the work covered under this Agreement, provided, however, that in no event shall CONTRACTOR’s liability to ANAHEIM under this provision exceed the greater of (i) the total amount of the fees paid to CONTRACTOR for such work or services, or (ii) the amount of valid and collectible insurance carried by, maintained by, or otherwise available to CONTRACTOR (or CONTRACTOR’s professional staff, contractors, or sub-contractors), which is applicable to any claim, loss, costs, defense, or liability arising out of this agreement.

7. In the event CONTRACTOR hires other persons or firms to perform some 12 of the work related to this Agreement, CONTRACTOR shall ensure, and certify to ANAHEIM in writing that: (i) the acts or omissions of such persons or firms are covered under the above- referenced liability insurance; or (ii) such firms maintain insurance equal to or better than, and subject to the same limits, terms and conditions as, the insurance required of CONTRACTOR under this Agreement (except for firms which are not performing professional services-such firms shall not be required to carry the above-referenced professional liability insurance); and in either instance, CONTRACTOR shall provide, or cause to be provided, evidence of such insurance coverage, reasonably acceptable to ANAHEIM.

8. ANAHEIM’s Risk Manager is hereby authorized to reduce the requirements set forth herein in the event such reduction is in ANAHEIM’s best interest.

D.Indemnification

1. As respects acts, errors or omissions in the performance of professional services, CONTRACTOR agrees to indemnify and hold harmless ANAHEIM, its officials, officers, and employees from and against any and all claims, losses, damages, defense costs, or liability, of any kind or nature, to the extent arising directly out of CONTRACTOR’s (or CONTRACTOR’s contractors’ or subcontractors’, if any) negligent acts, errors or omissions in the performance of professional services under this Agreement.

2. As respects all acts, errors or omissions which do not arise directly out of the performance of professional services, including but not limited to those acts, errors or omissions typically covered by ISO-based general and automobile liability insurance coverage, CONTRACTOR agrees to indemnify, defend (at ANAHEIM's option), and hold harmless ANAHEIM, its officials, officers, employees, agents, and representatives from and against any and all claims, losses, damages, defense costs, or liability, of any kind or nature (collectively referred to hereinafter as “Claims”), arising out of or in connection with CONTRACTOR’s (or CONTRACTOR's contractors’ or subcontractors’, if any) acts, errors, omissions, or work, relative to this Agreement; except for those Claims which arise out of the sole negligence or willful misconduct of ANAHEIM..

3. The obligations set forth in this indemnification provision (i) shall be in 13 effect without regard to whether or not ANAHEIM, CONTRACTOR, or any other person maintains, or fails to maintain, insurance coverage, or a self-insurance program, for any such Claims; and (ii) shall survive the termination of this Agreement.

E. Warranty. All materials (excepting software products, which may be covered by maintenance) and any associated workmanship will be 99% free from material errors, faults, and defects and in material conformance with the terms of this Agreement and the associated Statement of Work, for a period of six (6) months following ANAHEIM’s acceptance of the services/deliverable. This warranty applies to CONTRACTOR-prepared interfaces to the extent that deficiencies or failures in performance are attributable to the interfaces, or portions thereof, which were developed by CONTRACTOR and are maintained by CONTRACTOR. The warranty is not available for any interface which has been developed or materially modified by parties other than CONTRACTOR. Should ANAHEIM request that CONTRACTOR provide services for an issue that is determined to fall outside of the scope of the warranty, ANAHEIM will compensate CONTRACTOR for its effort to determine the cause, in accordance with CONTRACTOR’s then-current services rate.

F. Termination. Either Party may terminate this Agreement for cause, in whole or in part, by giving the other Party at least ninety (90) days prior written notice. ANAHEIM may terminate without cause upon giving CONTRACTOR ninety (90) days prior written notice.

Upon termination, ANAHEIM will pay CONTRACTOR for the subscription period prorated to the end of the month of termination. Such payment will constitute a full and complete discharge of ANAHEIM’s payment obligations unless this agreement is for a longer period. Where this Agreement is terminated by ANAHEIM without cause, such termination shall constitute a full and complete satisfaction of obligations by CONTRACTOR.

In the event of termination, all finished or unfinished documents prepared by CONTRACTOR shall become ANAHEIM's property and be promptly submitted to ANAHEIM upon request. The Public Works Director or his designee is authorized to terminate the Agreement as stated herein.
14 G. Breach of Agreement. CONTRACTOR shall not be relieved of liability to ANAHEIM for damages sustained by ANAHEIM by virtue of any breach of Agreement by CONTRACTOR, In addition, ANAHEIM may pursue all remedies available under law for breach of this Agreement. The waiver by either Party of any breach to this Agreement shall not constitute a waiver as to any succeeding breach.

CONTRACTOR acknowledges and agrees that documentation supplied by ANAHEIM pursuant to this Agreement may contain confidential and proprietary information of ANAHEIM or other entities and CONTRACTOR agrees to use such documentation solely for the purpose of providing Services. CONTRACTOR agrees that it shall not make any copies of such documentation without ANAHEIM’s prior written consent, and shall return all such documentation to ANAHEIM upon completion of its Services.

H. Compliance with Laws. In the performance of this Agreement, CONTRACTOR shall abide by and conform to (and shall ensure that CONTRACTOR's subcontractors, if any, shall abide by and conform to) any and all applicable laws, statutes, safety rules, and practices of the United States, the State of California, the Charter and Ordinances of the City of Anaheim, and any other local laws (hereinafter referred to as "Laws and Practices"). Further, CONTRACTOR warrants that all work done under this Agreement shall be in strict compliance with such Laws and Practices, including, but not limited to, Cal/OSHA regulations.

CONTRACTOR shall dispose of all materials used in conjunction with the performance of this Agreement in strict compliance with all local, state and federal environmental and/or waste management rules, regulations, laws, statutes and practices.

I. Conflict of Interest. CONTRACTOR or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act"), which: (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement; and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest.

If subject to the Act, CONTRACTOR shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement 15 by ANAHEIM. CONTRACTOR shall indemnify and hold harmless ANAHEIM for any and all claims for damages resulting from CONTRACTOR’s violation of this Section.

PART III - GENERAL PROVISIONS
A. Notification. Any notice may be served upon ANAHEIM by personal delivery in writing, or by facsimile, confirmed by mail, or by telegram, or by depositing it in a United States mail deposit box with the postage thereon, fully prepaid and addressed to ANAHEIM at the address hereinafter set forth; and in the case of CONTRACTOR, may be served upon CONTRACTOR by personal delivery in writing, or by facsimile, or by telegram, or by depositing it in a United States mail deposit box with the postage thereon fully prepaid, and addressed to CONTRACTOR at the address hereinafter set forth:

ANAHEIM: City of Anaheim
Attention: City Clerk
200 S. Anaheim Boulevard
Anaheim, California 92805
Telephone: (714) 765-5166
Facsimile: (714) 765-4105
WITH A COPY TO: Public Works
City of Anaheim
200 South Anaheim Boulevard, 2nd Floor
Anaheim, California 92805
Telephone: (714) 765-6860
Facsimile: (714) 765-6842
CONTRACTOR: MAINTSTAR
3510 Turtle Creek Boulevard Unit 17B
Dallas, Texas 75219
Telephone: (800)255-5675

Upon written notice to each Party concerned, served by means provided in the above paragraph, either Party may change the above addresses.

B. Independent Contractor. The performance of CONTRACTOR's Services hereunder shall be in the capacity of an independent CONTRACTOR and not as an officer, agent, or employee of ANAHEIM. In consideration for the compensation paid to CONTRACTOR by ANAHEIM, CONTRACTOR agrees that ANAHEIM shall not be liable or responsible for any benefits, including, but not limited to, worker's compensation, disability, retirement, life, 16 unemployment, health or any other benefits and CONTRACTOR agrees that he shall not sue or file a claim, petition or application therefor against ANAHEIM or any of its officers, employees, agents, representatives or sureties.

C. Successors and Assigns. All of the terms, conditions and provisions hereof shall inure to the benefit of and be binding upon the Parties hereto and their respective successors and assigns, provided, however, that no assignment of the Agreement shall be made without the prior written consent of the Parties to the Agreement, which consent shall not be unreasonably withheld.

D. Laws Governing Construction of Terms. This Agreement shall be governed by the laws of the State of California. Any legal action concerning or arising out of this Agreement shall be filed in a court of the State of California having jurisdiction of the subject matter, and venue shall be in the County of Orange, State of California.

E. Entire Agreement. This writing constitutes the entire agreement between the Parties with respect to the subject matter hereof, and supersedes all oral or written representations or written agreements which may have been entered into between the Parties. No modification or revision shall be of any force or effect, unless the same is in writing and executed by the Parties hereto.

If any provision of this Agreement shall be held invalid, such invalidity shall not affect the other provisions hereof, and to this extent, the provisions of this Agreement are intended to be and shall be deemed severable.

F. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument.

G. Headings. The headings herein set out are for convenience of reference only and shall not be deemed a part of this Agreement.

H. Effective Date and Authority. CONTRACTOR and CONTRACTOR'S signator(s) represent that the signator(s) hold(s) the positions set forth below its/their signature(s) and that the signator(s) is/are authorized to execute this agreement on behalf of CONTRACTOR and to bind CONTRACTOR hereto.
17 This Agreement shall be effective on the date on which this Agreement is executed by ANAHEIM ("Effective Date").
[SIGNATURES ON FOLLOWING PAGE]

19 EXHIBIT A

STATEMENT OF WORK
[TO BE ATTACHED BEHIND THIS PAGE]
City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

PROJECT OVERVIEW
Introduction
MaintStar enjoys a 40-year track record of supplying and supporting state and local government software systems: specifically, for Public Works Enterprise Asset Management and Community Development Land Management. MaintStar has deployed and supports over 200 agencies in the United States and Canada. MaintStar is the sole creator and owner of its Intellectual Property - as developer, implementer, training, and support vendor for all proposals - no experience is ever lost to a third party.

Project Goals
This Statement of Work (SOW) defines the tasks and deliverables required of MaintStar for the implementation, configuration, integration and maintenance and support of the MaintStar version 15 Enterprise Asset Management System for the City of Anaheim Public Works Operations Division. The following departments are likely to be provided for by this SOW:

• Solid Waste
• Street Maintenance
• Sign Maintenance
• Concrete
• Street Sweeping
• Engineering Services
• Neighborhood Services Unit
• Facilities
• MaintStar EAMS Public Portal (TBD)

Working in collaboration with City staff, this project will consist of the following:

• Provide AWS GovCloud MaintStar EAMS hosting environment • Assess and convert existing City systems, data and processes, to include Assets, Work Orders, Business Processes, User and Security Access, Reporting Requirements, Configuration • Perform system integrations according to the project scope such as GIS, ERP System, Permit Tracking, CRM and Document Management
• Track and validate EAMS against the Requirements Traceability Matrix (RTM). • Successfully implement the contracted scope on time and on budget • Increase operational efficiencies and empower users to be more productive through process and system enhancements

City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

Methodology
The above goals are to be accomplished between the City of Anaheim stakeholders and MaintStar's highly experienced Professional Services team in collaboration. Recognizing that each project is unique, MaintStar will develop a project plan consisting of the following key points: work descriptions, objectives, tasks, inputs, outputs/deliverables, assumptions, and responsibilities.

Governance
Project governance is the management framework within which Project decisions are made. The role of Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This allows organizations to have a structured approach for conducting its daily business in addition to project related activities.

Throughout the project MaintStar and City of Anaheim staff will collaborate to resolve Project challenges according to defined escalation paths. If project managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, the MaintStar implementation team and the City of Anaheim stakeholders become the escalation points to triage responses prior to further escalation.

Requirements Review and Confirmation
The specified requirements will be reviewed, confirmed, and finalized and will be conducted with MaintStar and designated stakeholders of the Anaheim Project Team, especially business subject matter experts (SMEs). Additional requirements identified beyond those previously specified in this SOW will be analyzed and documented and will be discussed to determine feasibility of inclusion into the project, either in or out of scope. Customizations and modules outside the scope of this document are subject to a change order process.

Managing Scope and Change
Project Management governance principles contend that there are three connected constraints on a Project: budget, timeline, and scope. These constraints, known as the “triple constraints” or project management triangle, define budget in terms of financial cost, labor costs, and other resource costs.

Scope is defined as the work performed to deliver a product, service or result with the specified features and functions, while time is simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle, the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased, cost and time to complete will also need to increase. The project and executive teams will need to remain cognizant of these constraints when making impactful decisions to the Project.

City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

Acceptance Process

The coordination of gaining City of Anaheim feedback and approval on Project deliverables will be critical to the success of the Project. The City of Anaheim project manager will strive to gain deliverable and decision approvals from all authorized representatives. Given that the designated decision-maker for each department may not always be available, there must be a designated proxy for each decision point in the Project. Assignment of each proxy will be the responsibility of the leadership from each department. The proxies will be named individuals that have the authorization to make decisions on behalf of their department.

PROJECT PLANNING AND MANAGEMENT
MaintStar will provide the City of Anaheim with a fully dedicated project manager and a professional implementation team. In consideration of technology requirements, project timelines and staff availability, a project plan will be developed which will consist of the following:

• Kick Off Meeting
• Project team introductions
• Timelines and Deliverables
• Meeting intervals

• Infrastructure Preparation
• Provision Server(s) and instance(s) in EAMS testing environment • Configure licensing, report server, email, attachments, settings, and default modules • Setup licensed modules

• Requirements and Business Process Analysis
• Interviews and requirements documentation
• Assessment of existing system and operational processes and procedures (As-Is) • GAP analysis and documentation of process improvement opportunities (To-Be)

• Data Analysis and Conversion
• Obtain all legacy data sources
• Conduct database mapping and run test import of work orders and assets • Data validation against legacy records
• Perform conversion of legacy data
• Setup and Configuration of the following Workgroups:
• Solid Waste
• Street Maintenance
• Sign Maintenance
• Concrete
City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

• Street Sweeping
• Engineering Services
• Neighborhood Services Unit
• Facilities

• Modules Provided, Implementation and Configuration
• Workgroup setup
• Asset import
• User and Trades and Setup Tables
• Security Group creation
• Screen Configurations
• Work Order and Request customization
• Preventative Maintenance Routines
• Inventory Configuration
• Interfaces where appropriate/needed
• ESRI GIS
• CGI Advantage
• CRM
• Document Storage
• Accela
• GraniteNet

• Labor, Equipment and Materials
• Reports and Queries

• User Acceptance Testing
• Milestone Sign Off
• Go Live and Post Go Live Support

Shared Responsibilities
Throughout the project, MaintStar will provide dedicated and professional staff to ensure project success. It is requested that the City of Anaheim provide primary and backup staff with sufficient available time and technical proficiency. All team members will be introduced, and roles explained during the initial project kickoff meeting.

In addition to staff member availability, it is also requested that MaintStar be provided all appropriate access to existing databases, applications, and available resources to successfully facilitate database conversion.

City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

MaintStar Staff Resources
• Primary Project Manager – 300 hours
• Secondary Project Manager – 40 hours
• Business Analyst – 40 hours
• Setup and Configuration – 180 hours
• Front End Developer – 100 hours
• Data Conversion Engineer – 200 hours
• Back End Database Administrator – 100 hours
• Reports and Query Expert – 40 hours
• On Site Training – 80 hours

Total Estimated Hours: 1,080 Hours

City of Anaheim Staff Resources
Throughout the project, the following City staff resources may be required. All efforts will be made to coordinate project phases with the City of Anaheim stakeholders to make optimal use of City resources.

The chart below provides a list of typical resources and time expectations.

• Primary Project Manager – 120 hours
• Secondary Project Manager – 10 hours
• Decision Maker (Project Champion) – 10 hours
• IT/GIS Manager – 30 hours
• Database Analyst – 30 hours
• Functional Area Supervisors – 60 hours
• Business Analysts – 60 hours
• Application End User Testing and Training – 100 hours

Total Estimated Hours: 420 Hours

The above estimates are not fixed and are intended to provide the City of Anaheim with resource expectations. There is an assumption that City staff are reasonably available to work with MaintStar.

Completing the project in accordance with this scope of work is not dependent or limited by the resource estimates above. To facilitate timely completion of the project, the City will endeavor to provide access to existing databases and systems, conversion testing, end user acceptance, requirements for reports and milestone acknowledgement.

City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

Meetings and Updates
Regularly scheduled meetings are critical to ensure two-way communication, expectation management and project milestones are achieved. MaintStar recommends twice weekly scheduled meetings to discuss actions, issues, and other project related items. At a minimum, project managers and technical leads should be available for these meetings.

Proposed Project Timeline

TRAINING, GO -LIVE AND SUPPORT
Training Plan
End User Training is a critical part of any successful software implementation. Using a training plan previously reviewed and approved, the Project team will organize and initiate the training activities.

During the implementation, 5 days of onsite and (optional) online training will be provided to ensure staff are sufficiently trained in customizations, asset management, work order entry and completion, report generation and other agreed upon requirements. To ensure appropriate resources are available, MaintStar requests as much notice as possible when scheduling any training. The training plan will be developed and provided to ensure training is tailored to the staff in attendance.

Go-Live Conditions
The purpose of the Go-Live process to ensure that the MaintStar system is fully functional and operating properly. Particularly important will be the Public facing modules which must perform all advertised functions for City of Anaheim staff by the end of the go-live process. MaintStar will work with the City of Anaheim to coordinate a mutually agreeable Go-Live date which will be dependent on staff availability, end user training and system readiness. During the system implementation and data conversion phase, all customizations, setup tables, data validation and reports will be confirmed prior to, during and after Go-Live, as follows:

Month 0
Project Kick Off
Infrastructure Preparation
Kick-off Meeting
System Overview
Departmental Review
Interfaces
Implementation
Testing
Training
Acceptance
Month 8
Go Live
City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

• Conditions for Go Live: City sign-off on reports, screen customizations, data import, asset and asset type setup, workgroup configuration, user accounts, work request and portal setup, and critical setup tables.

• Pre-Go Live: Subject Matter Expert crossover training, end user training, access to legacy database, City communications and outreach to internal/external customers, scheduling of downtime.

• Go Live: MaintStar to run final conversion, usually on a Thursday and Friday with Saturday and Sunday being reserved for any necessary work. City to shut down legacy system during this time and commit to running on “paper” during the outage.

• Post Go Live: MaintStar staff to be available to provide production support. City to schedule the retirement of the legacy system

Support Options
POST GO LIVE WARRANTY SUPPORT – for 30 days following application “Go Live”, MaintStar will provide direct support to the customer to ensure application functions as expected. This support will be coordinated through regular meetings with the Project Team(s).

TRANSITION TO REGULAR SUPPORT – following the warranty period, the customer will transition to the regular support model, as outlined below.

NORMAL SUPPORT HOURS – means Monday – Friday, 4:00am – 5:00pm PST, except CONTRACTOR’S nine (9) Observed Holidays, which are:

1. New Year’s Day

2. Martin Luther King Jr. Day

3. Memorial Day

4. Independence Day

5. Labor Day

6. Veterans Day

7. Thanksgiving Day

8. Day after Thanksgiving

9. Christmas Day

ISSUE BEGINS – an issue does not count if it is reported during planned system maintenance. The issue begins the latter of these three (3) events:

• When MaintStar Support answers the phone call reporting an issue during Normal Support Hours, from a Designated Support Contact; or
City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

• The customer sent e-mail received during Normal Support Hours; or • The designated customer point of contact submits an online Issue Tracker request

ISSUE ENDS – the issue ends when the Supported Application returns to operational status.

SUPPORT AVAILABILITY – is during Normal Support Hours. Compliance means providing a response within one to four hours of the Issue Beginning for Severity one (1) issue (see table below). For other issues, MaintStar will respond within accordingly, depending on the priority.

BEST EFFORTS – means that MaintStar will provide best efforts to use all resources at our disposal to resolve the issue as quickly as possible. We cannot guarantee exactly how long this will be, and it will vary depending upon the nature of the outage. Certain outages caused by an Act of God (beyond anyone’s reasonable control) may take longer to resolve than others.

PROCEDURE TO REPORT AN ISSUE – the Customer is responsible to report an issue. This can be completed in three (3) ways:

• For Non-Emergency Issues (Priorities 2 or 3):
o Utilize the Issue Tracker within the MaintStar Application • Use Support.Maintstar.com
• For Emergency Issues (Priority 1) call (800) 255-5675

Project Closeout
Project Closeout signifies final acceptance and formal closing of the Project and that all project goals and objectives have been achieved. At this time the City of Anaheim may choose to pursue additional or other out of scope at continuous improvement Projects, applications, or interfaces, further building on the completed solution. At closeout the following is true:

• Confirm no critical issues remain for the project teams to resolve • Determine proper knowledge transfer to the City of Anaheim teams for key processes and subject areas has occurred

City of Anaheim - Statement of Work

3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219

PROJECT BILLING SCHEDULE
The estimated professional fees are based on the resource requirements forecast at the time of the quotes and are subject to change because of changes in the project schedule, scope, or resource requirements for given tasks/activities.

• 50% Project Commencement
• 25% Data Analysis and Conversion
• 25% System Acceptance
• Optional Professional Services due upon acceptance of services.

PROJECT ACCEPTANCE

Customer Company Name Service Provider Name

Full Name Full Name

Title Title

Signature Signature

Date Date

City of Anaheim Public Works – Exhibit B Contractual Attachment

EXHIBIT B – PRICING
City of Anaheim Public Works

MaintStar Software Licensing
Line Item Qty. Description Unit Price Ext. Price
1 1 EAMS Enterprise Site Software License Fee
Enterprise Asset Management System
Asset/Facilities Management
Asset/Fleet Management
Asset/Parks and Recreation Management
PW Project Management
Budget and Forecasting Management
Work Request/Order Management
Inventory Storeroom Management
Reports and KPI Dashboards
$ 13 5,000.00 $ 13 5,000.00
TOTAL LICENSING $ 135,000 .00

MaintStar Professional Services - Implementation
Line Item Qty. Description Unit Price Ext. Price
1 1 Project Management $ 15,000.00 $ 15,000.00
2 1 Configuration and Implementation $ 15,000.00 $ 15,000.00 3 1 Data Extract, Transform, Load (ETL) $ 15,000.00 $ 15,000.00 4 1 Training – 5 Days On -Site $ 15,000.00 $ 15,000.00 TOTAL PROFESSIONAL SERVICES $ 60,000 .00

MaintStar Professional Services - Integration
Line Item Qty. Description Unit Price Ext. Price
1 1 ESRI ArcGIS $ 0.00 $ 0.00
2 1 Microsoft Exchange 365/Office $ 0.00 $ 0.00
TOTAL PROFESSIONAL SERVICES $0.00

MaintStar First Year Total Summary
Line Item Qty. Description Ext. Price
TOTAL FIRST YEAR COSTS – MAINTSTAR EAMS $ 195,000.00

City of Anaheim Public Works – Exhibit B Contractual Attachment

Single Annual Recurring Fee

MaintStar Professional Services - Single Annual Recurring * Line Item Qty. Description Ext. Price
1 1 Year 2 Annual Recurring –
License, Hosting, Support, Upgrades
$ 141,750.00
2 1 Year 3 Annual Recurring –
License, Hosting, Support, Upgrades
$ 148,800.00
3 1 Year 4 Annual Recurring –
License, Hosting, Support, Upgrades
$ 156,250.00
4 1 Year 5 Annual Recurring –
License, Hosting, Support, Upgrades
$ 164,000.00
FOUR YEAR TOTAL $ 610 ,800 .00
5 1 Year 6 Annual Recurring –
License, Hosting, Support, Upgrades
$172,200.00
6 1 Year 7 Annual Recurring –
License, Hosting, Support, Upgrades
$180,800.00
7 1 Year 8 Annual Recurring –
License, Hosting, Support, Upgrades
$189,850.00
8 1 Year 9 Annual Recurring –
License, Hosting, Support, Upgrades
$199,300.00
9 1 Year 10 Annual Recurring –
License, Hosting, Support, Upgrades
$209,250.00

FIVE YEAR TOTAL

$951,400.00
* Upon the anniversary of each contract year, the Contractor is eligible to request in writing an adjustment of the Annual Recurring fee not to exceed the increase in Consumer Price Index (CPI) over the preceding 12- month period, or 5%, whichever is lesser. The Contractor shall provide a written request that includes the CPI calculation published by the Bureau of Labor Statistics for “All Items” for the “Los Angeles-Long Beach- Anaheim” region. The above table is approximate, assuming 5% per annum.

MaintStar Payment Milestones
1 Milestone 1 - Project Commencement
50% at Contract Signing
$ 97,500.00
2 Milestone 2 – Project 90 Days
25% at Completion of Data Analysis and Conversion
$ 48,750.00
3 Milestone 3 – Project Go Live
25% System Acceptance
$ 48,750.00

City of Anaheim Public Works – Exhibit B Contractual Attachment

Optional MaintStar EAMS Public Portal

MaintStar Software Licensing - Public Portal
Line Item Qty. Description Unit Price Ext. Price
2 1 EAMS Public Portal $ 19,500.00 $ 19,500.00
TOTAL LICENSING $ 19,5 00.00

MaintStar Professional Services - Implementation
Line Item Qty. Description Unit Price Ext. Price
1 1 Portal Configuration and Implementation $ 6,500.00 $ 6,500.00 TOTAL PROFESSIONAL SERVICES $ 6,500.00

City of Anaheim Public Works – Exhibit B Contractual Attachment

Optional Interfaces
Only to be provided with written authorization by Anaheim Project Administrator

MaintStar Professional Services - Custom Integration
Line Item Qty. Description Ext. Price
1 7 EAMS Custom Integration Services
• Anaheim Anytime CRM (Go Gov)
• CGI Advantage 4 ERP
• Laserfiche DMS
• Accela Automation Permitting
• GraniteNet Inspection
• Allowance for Additional Custom Integration
• Allowance for Additional Custom Integration
$ 9,500.00 $ 66 ,500.00
TOTAL CUSTOM INTEGRATION SERVICES $ 66 ,500.00

MaintStar Professional Services - Annual Support for Custom Integration * Line Item Qty. Description Ext. Price
1 7 Year 2 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 2 7 Year 3 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 3 7 Year 4 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 4 7 Year 5 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 FOUR YEAR TOTAL $ 70.000.00
5 7 Year 6 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 6 7 Year 7 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 7 7 Year 8 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 8 7 Year 9 Annual Custom Integration Support $ 2,500.00 $ 17,500.00 9 7 Year 10 Annual Custom Integration Support $ 2,500.00 $ 17,500.00

FIVE YEAR TOTAL

$ 87,500.00
* The yearly custom integration support fee is a firm fixed fee for the lifetime use of MaintStar EAMS and is not subject to CPI or other annual pricing adjustments.

Anaheim Public Works - MaintStar License and Services Agreement Page 1 of 5

MAINTSTAR LICENSE AND SERVICES AGREEMENT

1. Parties MAINTSTAR CUSTOMER OR AGENCY
MaintStar, Inc .
3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219
Attention: Contracts

City of Anaheim Public Works
200 S. Anaheim Blvd., #276
Anaheim CA 92805
Attention: Lorri Watson
P: (800) 255 -567 5 P: Draft
F: (949) 458 -7626 F: Draft
e-mail: [email protected] e-mail: Draft

This License and Services Agreement (“LSA”) is intended for the exclusive benefit of the Parties; nothing herein will be construed to create any benefits, rights, or responsibilities in any other parties.

2. Intellectual Property License

2.1 License The software products (“Software”) listed below are protected under the laws of the United States and the individual states and by international treaty provisions. MaintStar retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, subject to the following terms and conditions:

MaintStar EAMS Enterprise Software
MaintStar EAMS Public Portal Software

2.1.1 The Software is provided for use only by Customer or Agency employees, contractors or applicants.

2.1.2 Customer may not make any form of derivative work from the Software, although Customer is permitted to customize, develop additional or alternative functionality for the Software using tools and/or techniques enabled by the software or licensed to Customer by MaintStar.

2.1.3 Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices.

2.1.4 Customer is liable to MaintStar for any losses incurred as the result of unauthorized reproduction or distribution of the Software which occur while the Software is in Customer’s possession or control.

2.1.5 Customer may use the Software only to process transactions relating to assets within both its own geographical and political boundaries and may not sell, rent, assign, sublicense, lend, or share any of its rights under this LSA.

2.1.6 Customer is entitled to receive the Software compiled (object) code and is licensed to use any data code produced through implementation and/or normal operation of the Software; Customer is not entitled to receive source code for the Software except pursuant to an Intellectual Property Escrow Agreement, which may be executed separately by the Parties. Customer may not decompile or reverse-engineer the Software.

2.1.7 All rights not expressly granted to Customer are retained by MaintStar.

Anaheim Public Works - MaintStar License and Services Agreement Page 2 of 5

3. Hosting Services

3.1 Scope of Hosting Services MaintStar will provide the hosting services described in this Section and in Exhibit A for the following software products (“Hosted Applications”):

MaintStar EAMS Enterprise Software

3.2 System Administration and Security The Hosted Applications will be hosted by MaintStar on Amazon Web Services (AWS) GovCloud hosting facilities and data centers. MaintStar will perform system administration and cloud infrastructure duties as required to maintain the service levels described below and to facilitate timely restoration of Customer’s data and operations, if necessary, following unanticipated interruptions of the Hosted Applications. MaintStar will implement suitable network security measures to minimize the likelihood of unanticipated interruptions of the Hosted Applications.

3.3 Infrastructure Availability MaintStar warrants that the Hosted Applications will be generally - available no less than ninety-nine point nine-five percent (99.95%) of each calendar month. For each calendar month during which the availability of the Hosted Applications does not achieve the established standard, MaintStar will provide a credit to Customer’s account as liquidated damages calculated pursuant to Subsection 4.4 below, provided that the substandard availability is identified by Customer in writing or by e-mail to MaintStar and can be objectively verified. Credits accumulated pursuant to this Section may be applied to additional MaintStar products and/or services, but will not be refunded to Customer.

3.4 System Availability and Performance The performance requirements for the hosted system, excluding planned maintenance downtime, are set forth below. Uptime is calculated on a calendar month basis as U=O/(M-P)*100, where U is Uptime as used in the table below, O is the amount of operational uptime for the hosted system during a given calendar month, M is the number of minutes in said calendar month, and P is the number of minutes of planned downtime during said calendar month.

Monthly Uptime Credit
Greater than or equal to 99.95% None
Less than 99.9% but g reat er than or equal to 15% of p ro-rat ed mo nthly ho sting Less than 99.0% but g reat er than or equal to 35% of p ro-rat ed mo nthly ho sting Less than 95.0% 100% of p ro-rat ed mo nthly ho sting

4. Customer Property
Customer warrants that it exclusively owns its data and that it has both the right and the authority to provide such data to MaintStar. Customer retains full ownership of its data and grants to MaintStar a limited, nonexclusive, nontransferable license to use said data only to perform MaintStar’s obligations in accordance with the terms and conditions of this LSA. Throughout the term of this LSA, upon the request of Customer, MaintStar can optionally provide Customer with:
(i) a copy of its d ata, not mo re than once per calendar quar ter, sent as a SFTP file to Customer designated location.

Anaheim Public Works - MaintStar License and Services Agreement Page 3 of 5

Within thirty (30) calendar days following termination or expiration of this LSA, Customer may request that MaintStar provide a complete copy of Customer’s data, as such may be updated or modified by Customer’s use of the Hosted Applications, to Customer in a machine-readable format. MaintStar will comply in a timely manner with such request, provided that Customer a) pays all costs of and associated with such copying, as calculated at MaintStar’s then-current time-and- materials rates; and b) pays all unpaid amounts due to MaintStar. If Customer elects to transition to another hosting option, including self-hosting or hosting by third parties, MaintStar will assist Customer during such transition to ensure uninterrupted access to Customer’s data and the Hosted Applications, provided that Customer pays all costs of and associated with such services, as calculated at then current hosting and/or time-and- materials rates, as applicable.

5. Scope of Maintenance

5.1 Mai nt enance Se rvices

5.1.1 Telephone Support Mai ntS tar will p rovide Cu st omer with a telephone number to contact MaintStar Customer Support, MaintStar’s live technical support facility, which is available from 6:00 a.m. until 5:00 p.m. Pacific time Monday through Friday, excluding MaintStar’s observed holidays (listed below):

1. New Years Day

2. Martin Luther King Jr. Day

3. Memorial Day

4. Independence Day

5. Labor Day

6. Veterans Day

7. Thanksgiving

8. Day After Thanksgiving

9. Christmas

5.1.2 Email Support MaintStar will provide Customer with one or more electronic mail addresses to which Customer may submit routine or non-critical support requests, which MaintStar will address during its regular business hours. Emergency level requests outside of normal service hours customers may contact their Dedicated Support Engineer via email or cellphone text message.

5.1.3 Online Support MaintStar will provide Customer with access to an online service support ticketing system. The system is continuously available and MaintStar will provide regular updates to service requests.

5.1.4 Remote Support When required to properly resolve a maintenance request, MaintStar will provide remote assistance to Customer via a web conferencing environment or another mutually-acceptable remote communications method.

5.1.5 Onsite Support If Customer does not wish for MaintStar to resolve its maintenance requests remotely, MaintStar will provide on-site assistance to Customer at MaintStar’s then-current time-and- materials rates. In addition to these charges, Customer will compensate MaintStar for associated airfare, lodging, rental transportation, meals, and other incidental expenses as such expenses accrue.

5.1.6 Software Updates Software Updates MaintStar will provide revisions of and enhancements to maintained software products to Customer as such updates are generally-released by MaintStar. Software updates will be made available to Customer for evaluation prior to production deployment. Production deployment will be scheduled in advance with the customer.

Anaheim Public Works - MaintStar License and Services Agreement Page 4 of 5

5.2 Maintenance Limitations Generally, the following are not covered by this LS A, but may be separately available at rates and on terms which may vary from those described herein:
a) Services required due to misuse of the MaintStar -maintained software products. b) Services required due to software corrections, integrations, customizations, or modifications not developed or authorized by MaintStar. c) Non -emergency services required by Customer to be performed by MaintStar outside of MaintStar’s usual working hours.
d) Services required due to external factors including, but not necessarily limited to, Customer’s use of software or hardware not authorized by MaintStar. e) Services required due to the operation of third -party interfaces between the MaintStar - maintained software products and other third-party software products or systems, even where such interfaces were provided or implemented by MaintStar but are a result of version changes to the third-party software product or configuration. f) Services required to resolve or work -around conditions which cannot be reproduced in MaintStar’s support environment.
g) Services which relate to tasks other than maintenance of Customer’s existing implementation and configuration of the MaintStar maintained software products including, but not necessarily limited to, enhancing or adapting such products for specific operating environments.
h) Services requested by Customer to implement integrations in customer licensed software not provided by MaintStar pursuant to this LSA.

5.3 Warranty MaintStar will commence and complete the obligations described in this LSA in a good and workmanlike manner, consistent with the practices and standards of care generally-accepted within and expected of MaintStar’s industry, to ensure that the operation, availability and support of the Hosted Applications does not materially differ from documented specifications. MaintStar may make repeated efforts within a reasonable time period to resolve operational issues. When an operational issue cannot be resolved, Customer’s exclusive remedy will be damages in an amount equal to the total of fees paid to MaintStar for the defective or non-conforming software products during the twelve (12) calendar months immediately preceding the occurrence of the unresolved operational issue.

6. Compensation

6.1 Total Fees In exchange for the Licensing, Hosting and Maintenance Services described herein above, Customer will pay to MaintStar the amounts indicated in Exhibit A.

6.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable taxes, if any.

Customer will be responsible for payment of all federal, state or provincial, and local taxes and duties, except those based on MaintStar’s income. Customer will be invoiced for all amounts upon occurrence of the billing events described herein. The payment terms of all invoices are net forty-five (45) calendar days from the dates of the invoices. MaintStar may, at its sole discretion, suspend its obligations hereunder without penalty until payments for all past-due billings have been paid in full by Customer.

Anaheim Public Works - MaintStar License and Services Agreement Page 5 of 5

7. Other Terms and Conditions

7.1 Limitation of Liability MaintStar provides no warranty whatsoever for any third -party hardware or software products. Third-party applications which utilize or rely upon the Application Services may be adversely affected by remedial or other actions performed pursuant to this LSA; MaintStar bears no liability for and has no obligation to remedy such effects. Except as set forth herein, MaintStar provides all Hosting Services “as is” without express or implied warranty of any kind regarding the character, function, capabilities, or appropriateness of such services or deliverables. To the extent not offset by its insurance coverage and to the maximum extent permitted by applicable laws, in no event will MaintStar’s cumulative liability for any general, incidental, special, compensatory, or punitive damages whatsoever suffered by Customer or any other person or entity exceed the fees paid to MaintStar by Customer during the twelve (12) calendar months immediately preceding the circumstances which give rise to such claim(s) of liability, even if MaintStar or its agents have been advised of the possibility of such damages.

7.2 Force Majeure If either party is delayed in its performance of any obligation under this LS A due to causes or effects beyond its control, that party will give timely notice to the other party and will act in good faith to resume performance as soon as practicable.

7.3 Dispute Resolution This LS A is governed by the laws of the State of California . Any controversy or claim arising out of or relating to this LSA, or the breach thereof, will be settled by arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The place of arbitration will be Orange County, California. Either party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the controversy is otherwise resolved. Either party also may, without waiving any remedy under this LSA, seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the rights or property of that party, pending the arbitrator’s determination of the merits of the controversy. Each party will initially bear its own expenses and an equal share of the costs of the arbitration, but the prevailing party may be awarded its expenses, reasonable attorneys’ fees, and costs. The failure of either party to object to a breach of this LSA will not prevent that party from thereafter objecting to that breach or any other breach of this LSA.

9.5 Severability and Amendment If any particular provision of this LSA is determined to be invalid or unenforceable, that determination will not affect the other provisions of this LSA, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of this LSA will be effective unless it is described in writing and signed by the Parties.

AGREED AND ACCEPTED :

Mai ntS tar (“Mai ntS tar”) Cu st omer or Agency ( “The Cu st ome r”) By By
Printed Printed
Title Title
Date Date

City of Anaheim Public Works – Exhibit B Contractual Attachment

EXHIBIT B – SCOPE OF SERVICES
City of Anaheim Public Works

1 Platform Implementation

1.1 MaintStar will be responsible for the implementation and customization of an Asset Management platform that meets the specific needs of the City of Anaheim Public Works. This includes the following:

1.1.1 Project Management - Discovery, Gap Analysis, Project Plan , Requirements Traceability Matrix (RTM), and Governance.

1.1.2 Single Point of Contact for all matters during Implementation

1.1.3 Phased Implementation - Testing to Production Environments

1.1.4 Database Extraction, Transform and Load (ETL)

1.1.5 System Deployment using a proven Iterative Process to perfect and Customize/Optimize System for the City of Anaheim operational requirements.

1.1.6 Testing and Validation

1.1.7 Training - Administrative, Supervisor and End User

1.1.8 PMI Certified Transfer of the Book of Knowledge

1.1.9 Configure and Deploy MaintStar EAMS Public Portal.

1.2 Scope of Enterprise Asset Management Deployment

1.2.1 Solid Waste

1.2.2 Streets Maintenance

1.2.3 Signs Maintenance

1.2.4 Concrete

1.2.5 Street Sweeping

1.2.6 Engineering Services

1.2.7 Neighborhood Services Unit

1.2.8 Facilities

2 Phased Implementation and Milestones

2.1 MaintStar will p lan the software deployment in a phased manner, section by section, to ensure smooth integration and minimal disruption to ongoing operations. Phases will include:

2.1.1 Establish Project Management tools. cadence, and t est EAMS Environment

2.1.2 Define and seek Mutual Approval of Custom Interface requirements

2.1. 3 Configure Modules and Workgroups

2.1. 4 Configure Asset Types and Structures

2.1. 5 Configure User Defined Fields and Lists

2.1. 6 Connect Custom Application Interfaces for test and validate

2.1. 7 Optimize the User Experience

2.1. 8 Configure Process Workflows

2.1.9 Confirm Work Requests from Portal queue properly and enter Workflow as specified.

City of Anaheim Public Works – Exhibit B Contractual Attachment

2. 1. 10 Testing and Validation

2.1. 11 Provide User Training - Administrative, Supervisor and End User

2.1. 12 Go Live support through coaching and transition hand -off

3 Asset Data Extract, Transform, and Load

3.1 MaintStar will assemble data from various sources, including the existing Anaheim Public Work asset management system, ancillary sources, and ArcGIS to create a new centralized repository of asset information in MaintStar EAMS.

3.1.1 Establish Data Mapping Document

3.1.2 Extract Data from Existing Systems

3.1.2 Transform data to MaintStar Data Structures

3.1.3 Load Data into MaintStar EAMS Testing Environment

3.1.4 Validate Data and document any errors, resolve errors, and iterate for success

4 Optimize and Customize

4.1 MaintStar will optimize and customize the platform to meet Pub lic Works Department specific asset types, maintenance procedures, and regulatory compliance needs.

4.1.1 MaintStar Professional Services will optimize and customize the EAMS system to best meet the requirements of the Public Works Department.

4.1.2 MaintStar will optimize the Public Portal for Anaheim - appearance and ease of public use.

5 User Interface

5.1 MaintStar will establish a user -friendly interface include customized dashboards, reporting tools, and the interactive GIS/Maps.

5.1.1 MaintStar Professional Services will optimize user interface for users, user roles at Anaheim Public Works.

6 Reporting and KPI Dashboards

6.1 MaintStar will establish real -time dashboards and reports to meet asset performance metric and reporting requirements allowing Anaheim Public Works to meet necessary Levels of Service.

6.1.1 MaintStar Professional Services will collaborate with Anaheim Public Works to develop Asset Management Reports and KPI Dashboards.

6.1.2 MaintStar Professional Services will transition of Report and Dashboard creation skills to users at Anaheim to extend reports and KPI dashboards for future needs.

7 Testing and Validation of Asset Management

7.1 MaintStar in collaboration with City of Anaheim stakeholder 's guidance will test and validate data and system operations.

8.1.1 Once validation is confirmed, mutual approval of system by City of Anaheim and MaintStar will complete testing.

8 Training
City of Anaheim Public Works – Exhibit B Contractual Attachment

8.1 MaintStar will provide on -site training for administrators, supervisors, and end users. Training is performed on the validated City of Anaheim Testing Environment using shadow method (show you - show me) for the optimal training experience.

9.1.1 MaintStar Professional Services will provide user documentation.

9 Go Live, Coaching, and Production Transitioning

9.1 MaintStar will establish a Production Environment (fully conforming to the validated test environment) after the successful completion of training.

9.1.1 MaintStar will coach and assist City of Anaheim users in transition to MaintStar EAMS.

9.1. 2 MaintStar Dedicated Support Engineer (DSE) is introduced.

9.1.3 MaintStar DSE will advise City of Anaheim in all the options to access MaintStar on -going support services, including training refresh, service requests and access to frequently asked questions.

Request for Proposal
#412-PW-12/21/2023

Computerized Maintenance Management System
(CMMS)

December 21, 2023

Questions Due: January 12, 2024 at 4:00 P.M.

Proposals Due: February 2, 2024 at 4:00 P.M.

Submit bid questions online at:
http://anaheim.net/vendorportal

Anaheim Public Works
200 S Anaheim Blvd, #276
Anaheim, California 92805

Project Manager
Lorri Watson
[email protected]

2 Contents

1. Purpose of the Request for Proposal...................................................................................................... 3

2. Background ............................................................................................................................................. 3

3. Scope of Work ........................................................................................................................................ 4

4. Minimum Qualifications ......................................................................................................................... 6

5. General Requirements ............................................................................................................................ 6

6. Proposal Schedule .................................................................................................................................. 6

7. Evaluation Factors for Award ................................................................................................................. 7

8. Submission of Proposal ........................................................................................................................... 8

9. Questions and Communications ..........................................................................................................11

10. Responding to Requirements ...............................................................................................................12

11. General Terms and Conditions .............................................................................................................14 Appendix I – Standard Insurance Language .....................................................................................................22 Appendix II – Standard Indemnification Provision ...........................................................................................24 Appendix III – Non-Collusion Affidavit..............................................................................................................25 Appendix IV: Computerized Maintenance Management System Requirements ...........................................26 Appendix V: Pricing Summary ...........................................................................................................................27 Appendix VI: References ...................................................................................................................................28

3 1. Purpose of the Request for Proposal

The City of Anaheim’s Public Works Department (City) is soliciting proposals from experienced and qualified vendors to provide, install, train, and support City staff in the implementation and use of a Computerized Maintenance Management System (CMMS). The proposed solution will replace the current software system and is expected to deliver process improvements and promote the most effective use of City resources.

The proposed solution is expected to meet or exceed the specifications and requirements set forth in this request for proposal (RFP) and provide the best overall value to the Department . The ideal system will help Anaheim Public Works meet its current operational standards, as well as facilitate the attainment of future improvement goals.

2. Background

Anaheim is a full -service city covering over 50 square miles and supporting more than 359,000 residents, 24,000 businesses and 25 million annual visitors. Anaheim is a modern, diverse city with a proud history dating back to its 1857 founding. Anaheim is known worldwide as the home of the Disneyland Resort, including Walt Disney’s original Disneyland Park, as w ell as Angel Stadium of Anaheim and Angels Baseball, Honda Center and the Anaheim Ducks, and the Anaheim Convention Center, the largest on the West Coast.

The Operations Division within the Public Works Department is entrusted with a comprehensive array of responsibilities vital to the seamless functioning of Anaheim's infrastructure. These encompass solid waste collection and disposal, maintenance of residential streets, sidewalks, and street trees, as well as the upkeep of the wastewater collection and disposal system. Additionally, the Division handles critical tasks such as weed and litter abatement, street and regulatory sign maintenance, street sweeping services, and the oversight of the Anaheim Resort Maintenance District. Within this purview, the Engineering Services division plays a pivotal role, providing expertise in master planning and design for arterial street improvements, storm drain and sewer projects, and the operation of intelligent transportation systems. Moreover, Engineering Services offers development-related services crucial for real estate development while actively promoting transit initiatives aimed at enhancing the transportation sys tem's capacity to accommodate more people efficiently and alleviate roadway congestion.

Furthermore, a specialized focus within the Neighborhood Services Unit centers on evaluating asset conditions across designated areas within the City and devising strategic plans for capital improvement projects, encompassing enhancements to sidewalks, str eets, alleys, trees, signage, and various other infrastructure components crucial for the continued development and enhancement of Anaheim's neighborhoods and public spaces.

The Streets, Concrete, and Signs units of Public Works Operations has relied on an internally developed work order application for an extended period. While this application has been employed efficiently, it lacks the capability to readily retrieve historical or current work order data through simple queries. Furthermore, its integration with ESRI GIS is notably constrained, posing limitations on seamless data collaboration and utilization.

4 3. Scope of Work

Public Works (PW) is seeking a work order management system to improve the planning, maintenance, repair and reporting of PW asset activities. This system will have the features, functionality, and integration s required to streamline processes, reduce paper-based processes, provide improved mobility to crews, allow for preventative maintenance scheduling, and improve reporting at all levels to support more effective planning and decision making . It is important that the new system will replace the existing formal and informal systems being used by staff to manage assets and allow for a central repository of all PW asset activities.

The following section provides the basic functions and requirements for qualifying systems. To be considered as a responsive proposal, the proposal must demonstrate the ability of the software to meet or exceed all Mandatory Functions listed below.

The ideal software solution will enable Public Works to maintain its standard of excellence while enabling improvements to established workflows and reporting capabilities. In addition, the system should provide the ability to implement effective business processes and support management tools that guide program administration and financial reporting. The Department intends to purchase an integrated software system that addresses key General Requirements and includes the following Mandatory Functional A reas. The Department is also interested in learning about your tools to assist with Additional Functional Areas as well.

The goal is to purchase a software solution that can be customized and expanded upon in these areas in the future.

General Requirements
System Administration
User Interface
Data Query, Reporting, and Analysis
Document Management/Attachments
System Security
GIS Mapping
Mobile Accessibility; Native App
System Documentation/Training
Help Desk and Support Tracking

Mandatory Functional Areas
Asset Tree with Hierarchy
Work Order Management
Preventive Maintenance
Materials and Inventory Management
Resource and Labor Management

Additional Functional Areas
EAMS Module
Fleet Management
Facility Management

5 Other Features. The vendor may include a listing of features not specified in this RFP which are part of the proposed software package that the proposer feels that the City may find desirable or useful. The listing must clearly identify if the feature is provided as a standard feature at no additional Cost, or if it is furnished at an extra cost. The vendor shall list all features provided in an optional feature package and indicate total cost.

Any features which are provided as extra cost options must be listed separately.

Platform. The City prefers a Cloud Solution with unlimited users; however, Client/Server platforms may be considered. In all cases, regular and timely updates to the software are expected to ensure optimal performance continues over the life of the product. iOS and Android native apps are considered a positive differentiator, with web-based or native Windows applications both being acceptable. If this compatibility is not currently available, please indicate web-based options or the product roadmap for future compatibility.

Security. It is expected that the new software platform will have tight security controls which meet regulatory compliance and audit standards. Preference is for role -level security; security should flow through to standard as well as third party reporting tools. Gl obal security administration is preferred, and Microsoft Active Directory can be used for single sign-on or single log-on.

Data Migration. Properly migrate data from the City’s existing inhouse Workorder System. This will include data cleanup to ensure data can be displayed in the new system correctly.

Integration. Currently, most interfaces with existing systems are manual or via flat file. The City is interested in leveraging more open, real-time, integration tools that support a Microsoft Windows platform such as SQL 2019 or higher and Microsoft 365 Exchange, .NET, Service Oriented Architecture, XML, Web Services, APIs, etc. Prior experience with integration to the City’s existing applications is considered a positive differentiator.

The following table lists some of the key applications used today. Some of them require integration (near real time data transfer) or an interface (regular data transfer via agreed upon methodology) to support critical Department functions. The ability to meet integration and interface needs will be an important factor in the selection of a new system.

Application Modules - Function Integrate/
Interface
CGI Advantage 4 ERP Payroll, Work Order Costing, Purchasing, Interdepartmental billing
Interface
ESRI GIS Addressing/GIS Layers/Mapping Interface
Anaheim Anytime (CRM) Workorder Creation Integrate
Laserfiche Document Management Integrate
Accela Permit Tracking Interface

Enterprise Reporting. The Department desires user -friendly ad hoc query and reporting tools that are intuitive and flexible for the user community.

Business Intelligence Capability. The City is interested in exploring opportunities for using data to support ad hoc queries, dashboarding and data mining efforts. The new system must provide dashboarding capabilities to quickly view information about assets and asset maintenance including costing and scope of work within defined geographic areas of the City. This also includes the abilities to drill down to view “active” or scheduled work orders associated with a geographic area.

Project Management. A dedicated Project Manager will be assigned to oversee the implementation process and serve as the primary point of contact. The Project Manager will be responsible for delivering and 6 maintaining a schedule in Microsoft Project or similar software , depicting the activities and tasks described in the RFP, milestones and interdependencies associated with the activities and phases. The Project Manager will be expected to participate in weekly, or mutually agreeable frequency , meetings; oversee the project schedule, and conduct the tracking and reporting of project status, issues, risks and resource needs.

4. Minimum Qualifications

Proposer must meet the minimum qualifications below in order to be deemed responsive to this RFP:

a) Have three (3) years consecutive, recent experience implementing a CMMS or EAMS application supporting a U.S.-based Public Agency.

b) Have a fully functioning product that can be demonstrated live, on-site or via an agreed upon teleconferencing platform using actual current departments as examples, as a part of the RFP Process, with an expected demonstration date in February 2024.

5. General Requirements

The selected vendor must be able to demonstrate a strong history of providing Computerize Maintenance Management System (CMMS) software solutions to public agencies.

All proposed software systems shall be fully proven, installed, and successfully operating at a minimum of five agencies having similar functional requirements and conditions within the last three years.

The successful proposer shall furnish and install the proposed solution, and proposals submitted to the City shall include all implementation and Integration costs.

The City will consider all solutions fairly on the basis of functionality, value, and fit.

6. Proposal Schedule

The following defines the estimated timeline for the selection of a vendor. The City, at its sole discretion, reserves the right to modify or reschedule procurement milestones as necessary, implementation prior to October 1, 2024, is highly preferred

Activity Date
Release of Request for Proposal December 21, 2023
Vendor Questions Final Submittal January 12, 2024
Vendor Questions – Answers Returned and Posted January 26, 2024 Proposals Due February 2, 2024
Software Demos February 22 to 29, 2024
Anticipated Final Selection March 1 to 8, 2024
Contract Negotiations March 11 to 31, 2024
Council Consideration April 2024
Implementation Kickoff April/May 2024

7 7. Evaluation Factors for Award

An evaluation committee will be established by the City that will judge proposals based on a fair, impartial, and competitive selection process. The City shall not be obligated to accept the lowest priced proposal, but award will be made to the Firm offering the most advantageous proposal after consideration of all selection criteria. To determine the qualifications of the Firm, the City will weigh any evidence that the Firm has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the successful firm, consideration will be given not only to the financial standing but also to the general competency of the firm for the performance of the work covered and/or specified in the RFP documents.

The evaluation committee reserves the right to contact and evaluate the firm's and, if applicable, subcontractor's references; contact any firm to clarify any response or ask follow-up questions; contact any current users of a firm’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

Oral interviews on-site, or online demonstrations may, at the City's sole option, be conducted with responsive firms that submit proposals determined to be the most qualified. A live product demonstration should be expected in this instance. Discussions may be conducted to clarify and assure full understanding of, and responsiveness to, the solicitation requirements.

The City reserves the right to select a vendor based solely on the information submitted in the proposal and to make a contract award without any further discussion with the vendors regarding the responses received. Therefore, responses should be submitted initially on the most favorable terms available to the City from a price, contractual terms and conditions, and technical standpoint. A best and final offer (BAFO) may be solicited by the City.

A notification of intent to award may be sent to any selected firm. Award is contingent upon the successful negotiation of final contract terms and the approval of the Anaheim City Council. Negotiations shall be confidential and not subject to disclosure to competing firms unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City may negotiate a contract with another firm or withdraw the RFP. In the event the City Council does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation to the City. The recommended proposal and resulting Agreement will require approval by the City Council for award. The firm selected will enter into a written contract with the City.

Your proposal will be evaluated by the Selection Committee will include, but may not be limited to the following criteria:
• Vendor background and experience implementing similar CMMS/EAMS applications with U.S.-based Public Agencies
• Proposed Product is already developed, and in use by other Agencies • Proposed Product can be demonstrated live as a part of the RFP evaluation process • Minor alterations for local requirements are possible • Customer references from U.S.-based local government agencies with similar or larger size 8 • Experience of proposed Project Manager and Technical Team • Ability to meet the functional requirements included in the RFP • Proposed project implementation plan and timeline
• Available training, support and technical documentation • Overall cost and value of the proposed solution

8. Submission of Proposal

Please submit the final response/proposal electronically no later than 4:00 P.M. Pacific Standard Time, on Friday, February 2, 2024, via the City’s vendor portal website, located at http://anaheim.net/vendorportal.

Submission of a proposal shall constitute acknowledgment and acceptance of all terms and conditions contained in this RFP and all exhibits and attachments hereto.

Proposal Response Format. In order to assist in the fair and equitable evaluation of all responses, vendors are being asked to adhere to the specific response format set forth below. Responses that deviate from the requested format may be classified as “non -responsive” at the discretion of the City and may be subject to disqualification. Marketing information will not be accepted in lieu of direct response to all requirements and questions.

Proposals should be organized in a bookmarked PDF document that includes the following sections and content:

Section Description

1. Executive Summary A brief synopsis of your firm’s understanding of the services to be provided and how your firm plans to meet PW’s needs. Limit to 2 pages.

2. Requirements Submit a completed version of the attached “Appendix IV - Computerized Maintenance Management System Requirements.xlsx” spreadsheet as per the directions included in Section 10. Each Requirement should have a rating with clarifying comments as necessary.

3. Experience and
Company Background
Experience: Provide a brief description of your firm’s past and present experience in providing the required services to a government entity similar in size to the City, including the unique ability your firm has that would meet the requirements of this RFP.

Company Background: Provide your firm’s history of acquisition, buyouts, or mergers with other entities for the past seven (7) years.

4. Proposed Solution Provide a detailed description of the proposed Computerized Maintenance Management System (CMMS), its ease of use, compatibility with current and future technology, that includes:
1) Functional Requirements: How will the proposed system meet the functional requirements detailed in Appendix IV
2) Hosting: Identify best practices for hosting the proposed solution (cloud-based or on-premise). If both options exist, please describe the benefits of each and compare the costs.
3) Data Security and Availability: Describe the security controls in place to ensure all data is secure and protected at rest, in process, and in transit, as applicable. Please include any relevant security standards followed, best practice guides, or third-party security certifications the proposed solution has achieved.
9 4) Data Migration: Describe your experience in data
migration/conversion from our in house Workorder System 5) Project Management: Describe your project management approach for the implementation of the proposed solution within the desired implementation timeline. Include your approach for information/ requirements gathering from the City, preferred project management tools, dedicated staff, and responsibilities. Discuss the creation and management of the project plan and/or timeline, including a transition plan and all major milestones. Describe how you will keep the City updated on the progress of the project and apprised of any issues or needs that arise during the project. 6) Licensing: Describe your software licensing structure 7) Interfaces: Describe your experience integrating the proposed solution with external data interfaces (CGI Advantage 4 ERP, Anaheim Anytime CRM (Go Gov), ESRI GIS, Accela, Laserfiche, etc.). 8) Implementation Services: Including but not limited to implementation of the cloud-based or on-premise solution, database configuration, system configuration, user administration, report generation, testing, and training. Any planned use of subcontractors should be mentioned here and will be subject to City approval.
9) Reporting Capabilities: Include a list of the standard and ad hoc reports typically employed by customers using the proposed solution.
10) Support: Provide a review of the support services offered, including, but not limited to System Administration, User Support, System Enhancements, Support for 3rd Party Integrations, Hosting of Cloud Services, Knowledge Base, Backup/Recovery including RTO/RPO objectives, etc.
11) City Resources Required: Identify and list any requirements for City- furnished items such as equipment, materials, facilities, or any other support that will be necessary to implement and complete this project.

5. Testing Plan Provide a comprehensive Test Plan that will illustrate how unit, integration and acceptance testing will be performed. The Test Plan will be prepared and delivered to the City for review and acceptance and should include:

1) An overview of each phase of testing with anticipated timeframe (to be included in the Project Schedule).
2) Specifications for the facilities and staff requirements and test configurations necessary to support each testing phase. 3) Issue Tracking – Institute an issue-tracking process that is accessible to the City.
4) Software Configuration Verification
5) A timeframe for preparing detailed test procedures and execution of the testing (to be included in the Project Schedule).

At a minimum the plan should include the following categories:
• Functional Testing
To demonstrate each of the discrete functional capabilities of the proposed solution.
• Operational Testing
To demonstrate the full operability of all integrated components in a “production-like” environment and to validate associated user and maintenance documentation.
• Performance (Benchmark) Testing
10 To demonstrate that the proposed solution meets or exceeds performance requirements.
• Final Acceptance Testing
To demonstrate that all components of the proposed solution are ready for production implementation (go-live).

6. Training Plan

Provide a training plan for delivery of a series of technological and functional training sessions for frontline staff, supervisors, system administrators, and finance staff. Beyond packaged one-size-fits-all training, describe how the training will be tailored to the City of Anaheim’s users and across desktop, iPad, phone, and windows mobile devices. The proposed training plan should include:

1) An overview of the training program, including objectives, roles and responsibilities and facility requirements.
2) Samples of training program materials, such as syllabus or course outline examples.
3) Recommendations for on-going support staff and end-user training after implementation.

7. Technology Overview Provide an overview of the system technology and future strategic direction.

Include the following in the overview:

1) Desktop platforms supported
2) Mobile responsiveness/capabilities
3) Current application version and update frequency – include service levels for uptime and issue resolution, and anticipated downtimes related to software updates/releases
4) Security Administration and user set-up
5) Planned lifecycle for the recommended application
6) Known shortcomings of recommended application
7) Security highlights
8) Support – hours of service, average/guaranteed response time, ticketing system used, resources available, escalation process 9) System Back-up, Redundancy, Disaster Recovery Services 10) Multiple Environments – number and types supported and how they are utilized (e.g. Dev/Test/Prod)

8. Documentation Please provide available best practice and user administration documentation for a similar CMMS solution currently in service in another jurisdiction

9. Pricing Completed Pricing summary found in Appendix V that indicates costs for software, implementation, and maintenance. Pricing must be fully comprehensive, complete, including all taxes, and list any available discounts or planned CPI increases. Pricing must be valid for at least 90 days from response submission date. All one-time and recurring costs must be fully provided. This should include your licensing structure and costs associated with using the proposed system.

The term of the contract may vary depending on the outcome of successful contract negotiations, so please provide comprehensive pricing for the first year, along with all other anticipated costs for four additional years, so the City will be able to evaluate a five-year aggregate cost. Additional pricing information can be supplied if it clarifies or provides relevant detail to your estimate

Software: Provide estimates for user counts and/or other methodologies.

Implementation Services: Including but not limited to implementation of the software, needs analysis, process mapping, system configuration, report development, data migration, testing, and training.
11 Maintenance: Indicate the estimated total dollars and percent of software license cost plus any CPI changes that might be incurred in years 2 – 5.

Note: Additional pricing information can be supplied if it clarifies or provides relevant detail to your estimate.

10. References Using the forms provided in Appendix VI provide five (5) Customer references from U.S.-based local public safety agencies and/or clients comparable in size to City of Anaheim, for which your firm has provided the required services to within the past three (3) years. References may be checked and could affect the award of the contract.

11. Contract
Performance
Indicate if at any time during the past five years the vendor has had a contract terminated for convenience, non-performance, or any other reason, or has entered into legal action with a customer. Describe the situation(s) including name and address of contracting party and circumstances.

12. RFP Exceptions Specifically identify exceptions to this RFP.

13. Acceptance of
Insurance and
Indemnity Provisions
Please indicate if your firm accepts the Insurance/Indemnity Provisions provided in Appendix I and Appendix II of this RFP

If you are unable to accept the terms presented:
1) Note any requested exceptions
2) Explain the rationale for these requested exceptions/modifications

Note: It is the City’s practice not to enter into Agreements that contain a limitation of liability provision. The City is under no obligation to accept requested exceptions mentioned above.

14. Vendor Contracts Provide vendor contract templates, which may include a sample Statement of Work, Perpetual Software License, SaaS License Agreement, 3rd Party Agreements, Maintenance, and Services Agreements, etc. for all applications and modules.

9. Questions and Communications

All questions, concerns or comments regarding this RFP must be submitted only through the vendor portal (http://anaheim.net/vendorportal) to the Purchasing Agent or other specified point of contact for this RFP.

Answers to such inquiries, as well as any revisions to the request for proposal, will be publicly posted on the City’s vendor portal in the form of an addendum. Any addenda shall become a part of this RFP. Oral and other interpretations or clarifications shall be without legal or contractual effect.

All questions regarding this RFP must be submitted through the vendor portal noted above and must be submitted no later than January 12, 2024, by 4:00 P.M. Pacific Standard Time.

The City’s policy is to provide fair and open competition and to ensure that accurate and complete information is communicated to all interested parties. Therefore, any verbal or written communications between any proposer or its representatives, agents or others acting on their behalf, and any other City employee, consultant, commission member, or elected official regarding this procurement are strictly prohibited from the time the RFP is issued until the date of execution of the contract. Any violation of the communication process set forth in this section may be grounds for disqualification of the offending firm from participation in this procurement.
12 10. Responding to Requirements

This section includes the required response format for Appendix IV: – Computerized Maintenance Management System Requirements included in this RFP. This document will become Section 2 of your RFP response. This is not a comprehensive list of all of the City’s requirements but includes the key requirements that will be used to evaluate the proposals and will be incorporated into the signed contract.

The vendor must use the attached “Computerized Maintenance Management System Requirements.xlsx” to respond to the City’s functional requirements. In all cases, do not change numbering schema or the original questions. Columns C and D are populated with numerical and yes/no responses in the Excel version.

Completing the Functional Matrix

Column C - Vendor Response (0-5): The following table outlines the possible values and definitions appropriate for responses in for Column D based on system functionality and is included as the “Functional Matrix” tab in the attached spreadsheet:

13 Column D – Is Functionality Included in Price (Yes or No): By stating “Yes” in Column F the functional item is included in the configuration phase and costs, the proposer is responsible for delivering the functionality by Go-Live.

Column E – Vendor Notes: This field should contain clarifying statements regarding the functional requirements if necessary.

Please complete and submit attached Excel version of “Appendix IV - Computerized Maintenance Management System Requirements.xlsx” with your final proposal.

14 11. General Terms and Conditions

ACCEPTANCE PERIOD Unless otherwise specified herein, proposals are firm for a period of ninety (90) days.

ADDENDA ACKNOWLEDGMENT Each proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the proposal being rejected as not responsive. In electronic proposals, such acknowledgement is d one online; in paper proposals, there is a space on the signature page for such acknowledgement.

AFFIRMATIVE ACTION AND NON-DISCRIMINATION If the total price exceeds $50,000, the successful bidder must certify prior to award that they have a written affirmative action program and that they comply with all federal, state, and municipal laws and regulations pertaining to affirmative action an d non-discrimination.

This certification may be made on the Special Provisions form provided.

ASSIGNMENT OF RIGHTS OR OBLIGATIONS Except as noted hereunder, the successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the City.

AUTHORIZED SIGNATURES Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the City of Anaheim, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer.

AWARD OF PROPOSAL An evaluation committee will be established by the City. The committee will evaluate all proposals received in accordance with the selection criteria. The criteria are not listed in any order of preference. Award will be made to the Proposer offering the most advantageous proposal after consideration of all selection criteria set forth herein.

The evaluation committee reserves the right to contact and evaluate the Proposer's and (if applicable) subcontractor's references; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City after all factors have been evaluated.

Oral interviews may, at the City's sole option, be conducted with responsible Proposers who submit proposals determined to be most likely to best meet the needs of the City. Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Unless otherwise indicated, revisions may be permitted after submissions and before award for obtaining best and final proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers.

A notification of intent to award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms and the approval of the Anaheim City Council. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached.

If contract negotiations cannot be concluded successfully, the City may negotiate a contract with another Proposer or withdraw the RFP. In the event the City Council does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation of the City.

15 ADDITION/DELETION OF SERVICES The City of Anaheim reserves the right to add and/or delete services to be provided for in the contract. Should a service requirement be deleted, payment to the Successful Proposer will be reduced proportionally, to the amount of service reduced in accordance with the bid price. Should additional services be required from this contract, prices for such additions shall be in accordance with this Request for Proposal and Proposer’s response thereto.

AWARD SELECTION PROCESS Selection of qualified Proposers will generally be based on the quality and completeness of submitted proposal; understanding of project objectives; project approach; product offering; experience and expertise; references; costs; and any other criteria identified in the specific RFP.

Additional questions may be asked of Proposers and interviews may be conducted. Proposers will be notified of any additional required information or interviews after the written proposals have been ev aluated.

Interviews will be held only with the most qualified respondents. The recommended proposals and resulting Agreement may require approval by the City Council for award. The Proposer selected will enter into a written contract with the City.

BUSINESS LICENSES Any person, including but not limited to, an individual, corporation, or sole proprietor who wishes to conduct any business within the City of Anaheim, must secure a business license. City law states that no person shall engage in business or transact an d carry on a business, trade, profession, calling or occupation without first having procured a license from the City to do so, or without complying with any and all applicable provisions of Title 3 of the City Ordinance relating to busine ss license. A City of Anaheim business license is not required for submitting a proposal, but must be obtained when awarded a contract, prior to commencing services or selling merchandise to the City.

CANCELLATION OF SOLICITATION The City may cancel this solicitation at any time, without obligation.

COMPLIANCE WITH LAWS The Contractor shall adhere to all applicable federal, state, and local laws, codes and ordinances, including, but not limited to, those promulgated by CAL-OSHA, FED-OSHA, EPA, the California State Department of Health Services, and City of Anaheim regula tions. Contractor shall conform to the Immigration Reform and Control Act of 1986, as amended, including, but not limited to, the verification of the employment eligibility of Contractor’s employees working in the City, and the Worker s Compensation laws of the State of California.

CONTRACT DOCUMENTS, EXAMINATION OF It is the responsibility of the Proposer to thoroughly examine and be familiar with legal and procedural documents, general conditions, all forms, specifications, scope of work, drawings, plans, and addenda (if any), hereinafter referred to as Contract Documents. Proposer shall satisfy himself as to the nature, quantity, and quality of work to be performed and materials, labor, supervision, equipment and permits necessary to perform the work as specified by the Contract Documents.

The failure or neglect of the Proposer to examine the Contract Documents shall in no way relieve him from any obligations with respect to the solicitation or contract. The submission of a proposal shall constitute an acknowledgment upon which the City of Anaheim may rely that the Proposer has thoroughly examined and is familiar with the contract documents. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

DEFINITION OF TERMS For the purposes of this RFP, the following definitions will be used:

Contractor - Same as Proposer, may be used interchangeably with "Supplier," “Bidder,” or "Vendor." Evaluation Committee -. A committee established by the City to review, evaluate, and score the proposals, and to recommend award to the Proposer that submitted the proposal determined by the committee to be in the best interest of the City.

May - Indicates something that is not mandatory but permissible.

Must/Shall - Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and may not be considered for award. 16 Proposer - The person or firm submitting a proposal under this soliciation by the submission deadline. May be used interchangeably with the word “IT Service Provider”, “Bidder” or “Respondent”.

Proposal - The offer presented by the proposer.

RFP - Acronym for Request for Proposals.

Should - Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your proposal.

Submission Deadline - The date and time on or before which all proposals must be submitted.

Successful Proposer - The person, Contractor, or firm to whom the award is made.

DISQUALIFICATION OF PROPOSER If there is reason to believe that collusion exists among the proposers, the City may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one proposal for the same work unless alternate prop osals are called for. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. A person, firm, or corporation who has submitted a sub -Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-Proposal or quoting prices to other Proposer s. Proposers shall submit as part of their Proposal documents the completed Non-Collusion Affidavit provided herein.

DOCUMENTS TO BE RETURNED WITH PROPOSAL Failure to completely execute and submit the required documents before the Submission Deadline may render a proposal non -responsive. The documents that must be returned by the Submission Deadline are indicated on the specific Request for Proposal Documents.

EXECUTION OF CONTRACT Time is of the essence for this contract. The Successful Proposer will be expected to execute the contract, including but not limited to signing all necessary documents and submitting all required bonds and evidences of insurance, within ten (10) days after notification of award. One copy of the contract will be returned to the Contractor after the City of Anaheim executes the contract. In case of failure of the Contractor to execute and return the contract and all required documents within the time allowed, the City of Anaheim may, at its option, consider that the Proposer has abandoned the contract. After the contract has been executed, including the insurance documents, certificates, and any applicable bonds, notice to proceed will be issued. Unless otherwise specified, Proposer agrees to commence work within ten (10) working days after the date of the notice to proceed and fully complete the project within the time specified in the contract.

FIRM PRICE PERIOD Unless specified otherwise herein, Proposers’ offer shall remain valid and firm for a period of not less than ninety (90) calendar days from the Submission Deadline.

HOLD HARMLESS AND INDEMNIFICATION The terms of the indemnification provisions are attached hereto in Appendix II. Respondents must include any exceptions to these provisions within their Proposal. The City of Anaheim may consider these exceptions but is under no obligation to accept them. The City of Anaheim will not accept any exceptions not included in the Proposal..

INDEPENDENT CONTRACTOR Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor further covena nts that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of City of Anaheim. It is expressly agreed by Contractor that in the performance of the services required under this contract, Contractor, and any of its subcontractors or employees, shall at times be considered independent contractors and not agents of City of Anaheim. 17 INFORMED PROPOSER Proposers are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at Proposers’ own risk and they cannot secure relief on the plea of error.

INK OR TYPEWRITTEN For proposals submitted in hard copy (paper) format, all information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal.

INSURANCE REQUIREMENTS Within ten (10) consecutive calendar days of award of contract, Successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified in the specifications and naming the City of Anaheim, its officers and agents, Additional Insured by endorsement.

Failure to furnish the required certificates within the time allowed may result breach of the contract. Unless different requirements are called out elsewhere in the RFP, the City's general insurance requirements are:

1. Comprehensive General Liability Insurance: (include products liability coverage, when applicable); $2,000,000 per occurrence.

2. Auto Liability Insurance: $2,000,000 per occurrence, combined single limit (CSL).

3. Workers' Compensation Insurance: as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence.

4. City of Anaheim to be named as an Additional Insured on the above-captioned insurance coverages as respects the City's interests under this agreement. This is to be complied with by presenting an appropriate insurance certificate to the City prior to commencement of work under this agreement; and by presenting to the City an endorsement to the policy signed by an officer of the insurance company within ten (10) days of the inception date of this agreement.

5. All policies of insurance shall provide for a minimum of thirty (30) days written notice of any change or cancellation of the policy.

6. Insurance policies are to be in a form and written through companies acceptable to the City, and shall include those endorsements which are necessary to extend coverage which is appropriate to the nature of the agreement.

Please see Appendix I for more details.

INTERPRETATION OF CONTRACT DOCUMENTS; ADDENDA If any person is in doubt as to the true meaning of any part of the specifications or other contract documents, or finds discrepancies or omissions in the specifications, he may submit to the City of Anaheim a written request for an interpretation or cor rection.

Requests for interpretations shall be made in writing and delivered to the City of Anaheim by email, or facsimile to the person identified herein at least ten (10) days before the Submission Deadline, unless a different date is stated in the specific RFP. The requesting party is responsible for prompt delivery of any requests. When the City of Anaheim considers interpretations necessary, interpretations will be in the form of a written addendum to the contract documents, which will be e-mailed to all parties recorded by the City of Anaheim as having received contract documents, or posted on the City's website at http://www.anaheim.net/vendorportal for all Proposers to reference. All such addenda shall become a part of the contract. Oral and other interpretations or clarifications shall be without legal or contractual effect.

It is the responsibility of each Proposer to ensure the City of Anaheim has their correct business name, address, phone number, and e -mail on file. Any prospective Proposer who obtained a set of contract documents from anyone other than the City of Anaheim is responsible for verifying the accuracy and completeness of the doc uments, and for registering as a Prospective Bidder with the City of Anaheim, in order to receive subsequent Addenda.

18 LIMITATION OF LIABILITY Unless otherwise expressly set forth herein, (a) each Party’s maximum liability for loss or damage arising out of the performance or non -performance under this Agreement shall be proven direct, actual damages and (b) each Party’s sole remedy against the ot her for loss or damage arising out of the performance or non-performance under this Agreement shall be proven direct, actual damages. Neither party shall be liable to the other for any indirect, punitive, incidental, reliance, spec ial or consequential damages arising out of its performance or non-performance under this Agreement, whether or not such party had been advised of the possibility of such damages.

MINORITY OWNED BUSINESSES The City of Anaheim encourages minority -owned business firms to submit proposals. Opportunity to identify your firm is contained within the Special Provisions forms.

NOMENCLATURES The terms Successful Proposer, Successful Contractor, Contractor, Supplier and/or vendor may be used interchangeably in these specifications and documents and shall refer exclusively to the firm with whom the City enters into a contract because of this solicitation.

NONDISCLOSURE Until such time that the City Council awards the contract, the Proposer agrees that its proposal shall not be made available to any individual or organization without the prior written approval of the City of Anaheim. The master copy of each proposal sha ll be retained for official files and will become public record after the award of a contract, unless the City of Anaheim determines, in its sole discretion, that the proposal or specific parts of the proposal are exempt from disclosure under California law.

NON-COLLUSION AFFIDAVIT Proposers are required to submit a Non-Collusion Affidavit with their Proposals.

See enclosed Affidavit.

OFFERS OF MORE THAN ONE PRICE Unless otherwise specified within these RFP documents, Proposers are not allowed to submit more than one proposal.

OPENING OF PROPOSALS The City of Anaheim reserves the right to postpone the Submission Deadline and opening of proposals any time before the date and time announced in the Request for Proposals or subsequent addenda.

PRE-PROPOSAL CONFERENCE When applicable, a pre -proposal conference may be scheduled to allow Proposer’s to view the jobsite and/or ask questions concerning the specifications or proposal content. If a pre-proposal conference is to be held, the date, time, and location will be i ndicated on the RFP documents, and the conference will be designated to be either optional or mandatory. Proposals will not be considered from suppliers who failed to attend a mandatory pre-proposal conference.

PRICE DISCREPANCIES In the event that there are unit price items in a proposal schedule and the "amount" indicated for the extended price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the extended price amount w ill be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.

PRICES All Proposals shall give the prices proposed, and all other information requested herein, and shall be signed by the Proposer’s authorized representative. Proposal prices shall include everything necessary for the completion and fulfillment of the contract in accordance with the contract documents, except as may be provided otherwise in the contract documents. Any items shown on the plans or details or described in the specifications that are not specifically listed in the proposal item are to be considered included in the proposal item and no additional or special compensation will be allowed. In the event that there is more than one proposal item in the proposal schedule, the Proposer shall furnish a price for all proposal items in the 19 schedule, and failure to do so may render the proposal as non -responsive and may cause its rejection. The total amount of the proposal will be the sum of the total prices of all items in the proposal schedule. The total price of unit price items will be the product of the unit price and estimated quantity of the item. In case of discrepancy between the unit price and total price of an item, the unit price shall prevail. If the unit price is ambiguous, unintelligible, or uncertain for any cause, or is omi tted, it shall be the amount obtained by dividing the amount set forth as the total price by the estimated quantity of the item.

PROPOSAL CONTENT Proposer must describe in detail how he will meet the requirements of this RFP, and may provide additional related information with his proposal. The proposal must be presented in a format that corresponds to, and references, the sections outlined in the Specification or Scope of Work, and must be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposals should be straightforward and concise and provide "l ayman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

Proposals must include all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements (if applicable), and the Proposer’s standard contract language.

PROPOSAL COSTS The City is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Prop oser, and shall not be reimbursed in any manner by the City.

PROPOSAL DEADLINE Proposals may be submitted any time before the Submission Deadline. Proposals that do not arrive by the Submission Deadline will be late and will not be considered. Paper proposals delivered before the Submission Deadline but to the wrong City office wi ll be considered non -responsive unless re - delivery is made to the office specified before the Submission Deadline. It is the responsibility of Proposers to allow sufficient time for their proposals to be received by the Purchasing Office b efore the Submission Deadline. The City will not be held responsible for paper proposals mishandled as a result of the envelope not being properly labeled and delivered, or in the case of an electronic submission, for failure of a Proposer to allow adequate time to fully upload their electronic submission before the Submission Deadline.

PROPOSAL FORMS Proposals must be submitted on the forms supplied, or in the format requested, by the Purchasing Division. If the proposal is submitted in paper format, one original and the requested number of copies must be submitted on or before the Submission Deadline . Proposers shall submit one (1) original proposal marked “MASTER” and the requested number of identical copies, clearly marked "COPY".

Envelopes containing the original and the copies should be marked in accordance with the directions found elsewhere in these instructions. If discrepancies are found between the copies, or between the original and any copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the City reserves the right to use the original as the Master. If no document can be identified as an original, bearing original signatures, Proposer's proposal may be rejected at the discretion of the City. For proposals submitted electronically, all required forms must be uploaded in the area provided in the vendor portal.

PROPOSAL MODIFICATIONS Any Proposer who wishes to make modifications to a proposal already received by the City of Anaheim must withdraw his proposal in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation ( see Withdrawal of Proposal). For proposals submitted in paper form, all modifications must be made in ink, properly initialed by Proposer’s 20 authorized representative, executed, and resubmitted in accordance with the terms and conditions of this solicitation. Electronic submissions may be withdrawn and resubmitted online. It is the responsibility of the Proposer to ensure that modified or withdrawn proposals are resubmitted before the Submission Deadline.

PROPOSAL OPENING AND RESULTS Only the names of the Proposers submitting proposals will be posted after opening. After an award is made, proposals received will become public record and made available upon request to the City Clerk.

PROPOSER IS SOLE POINT OF CONTACT The Successful Proposer will be the sole point of contact for any resulting contract. The City will look solely to the Successful Proposer for the performance of all contractual obligations that may result from an award based on this RFP, and the awarded Proposer shall not be relieved for the non-performance of any or all subcontractors.

PROPOSER'S BACKGROUND Proposer must provide a company profile. Information required is shown on the enclosed Request for Proposal. If so requested, Proposer must include in his proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable.

Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

PROPOSER'S REFERENCES Proposers may be required to provide references from similar projects performed for any other clients. Information required is shown on the enclosed Request for Proposal.

QUALIFICATION OF PROPOSERS Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract. The Proposer's experience shall be set forth and submitted in the Proposal. It is the intention of the City to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and resources to enable the Proposer to perform the work successfully and properly, and to compl ete it within the time specified in the contract. To determine the qualifications of the Proposer, the City will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the Successful Proposer, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents.

QUESTIONS AND COMMENTS Questions and comments regarding this solicitation must be submitted electronically through the vendor portal no later than ten (10) days before the Submission Deadline, unless a different date is stated in the specific RFP. The questioner's company name , phone, email address, and contact person must be included with the questions or comments. Answers made by the City will be posted electronically in the vendor portal. Attempting to obtain information from anyone other than the nam ed point of contact for this RFP is strictly prohibited. Communications about this RFP with other City staff or elected officials, or other efforts to influence the outcome of the RFP process may result in disqualification or rejection of the offending company’s proposal.

REJECTION OF PROPOSALS, WAIVER OF INFORMALITIES The City reserves the right to reject any or all proposals, or any part of a proposal. The City reserves the right to reject the proposal of any Proposer who previously failed to perform adequately for the City or any other client. The City expressly reserves the right to reject the proposal of any Proposer who is in default on the payment of taxes, licenses, or other monies due the City of Anaheim.

21 SIGNATURES An individual who is authorized to bind the Proposer must sign the proposal.

SPECIAL PROVISIONS ATTACHMENT The special provisions attachment contains requirements that are hereby incorporated into this request for proposal and will become binding contract documents. Please enclose the signed special provisions form and any affidavits, bonds or other required documents with your proposal.

SPECIFICATIONS, DEFINITION The term "specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation, including but not limited to; the Request For Proposals, Instructions To Proposers, Terms and Conditions, Detailed Specifications or Scope of Work, Proposal form(s), Special Provisions, , Subcontractor's List, and Insurance Certificates.

SUBCONTRACTOR’S COMPETENCY In the event subcontractors are allowed, the Successful Proposer will be required to establish to the satisfaction of the City of Anaheim the competency, reliability and responsibility of the subcontractors proposed to furnish or perform 10 % or more of t he work described in the contract documents. Before the award of the contract, the City of Anaheim will notify the Proposer in writing if, after due investigation, the City of Anaheim has reasonable objection to any proposed subc ontractor. If the City of Anaheim has reasonable objection to any subcontractor the Proposer shall submit an acceptable substitute to the City. Persons and entities proposed by the Proposer to be used as subcontractors, and to whom the City of Anaheim has made no reasonable objection, must be used on the work for which they were proposed and shall not be changed except with the written consent of the City of Anaheim.

SUBMISSION METHOD The City issues and receives most solicitations electronically through the bid management vendor portal. However, in the event paper proposals are requested, such proposals must be submitted in sealed envelopes and should be properly identified with the Proposal number and the Submission Deadline. Telephone, facsimile, or late Proposals will not be accepted or considered.

TAXES Successful Proposer shall pay all federal, state and taxes, levies, duties and assessments of every nature due in connection with any work under the contract and shall indemnify and hold harmless the City of Anaheim from any liability on account of any and all such taxes, levies, duties, assessments and deductions.

Proposal prices shall include allowance for said taxes.

TERMS OF THE OFFER The City reserves the right to negotiate final contract terms with any Proposer selected.

The contract between the parties will consist of the RFP together with any modifications thereto, the awarded Proposer’s proposal, and all modifications and clarifi cations that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of pr ecedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Proposer’s proposal, and the awarded Proposer’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Proposer misrepresentation shall be treated as fraudulent concealment from the City of the facts relating to the proposal.

WITHDRAWAL OF PROPOSAL Proposers’ authorized representative may withdraw Proposals only before the Proposal Submission Deadline. After that time, Proposers may not withdraw their Proposals for a period of ninety (90) days from the date of opening, unless a different time limit is identified in the specifications of this solicitation. At no time may the successful Proposer withdraw his Proposal.

– End of General Conditions –

Appendix I – Standard Insurance Language

Note: The following represents the City’s standard language for the insurance provisions in its contracts.

With few exceptions, the language in the final Agreement will be as shown here. If a Proposer has any concerns regarding any of the City’s insurance language or requirements, which would render the Proposer unable or unwilling to enter into an Agreement with the City, the Proposer shall identify these concerns in Section 15 of its proposal. Be specific. Deviations from the City’s standard language may be considered by the City in its evaluation of the responsiveness of a proposal.

INSURANCE-SECTION 10
Without limiting ANAHEIM’s right to indemnification, it is agreed that CONSULTANT shall secure, prior to commencing any activities under this Agreement, and maintain, during the term of this Agreement, insurance coverage as follows:
.01 Workers’ Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence. .02 Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, and Independent Contractor’s Liability (if applicable), in an amount not less than $ 2,000,000 per occurrence, $ 4,000,000 annual aggregate, written on an on an occurrence form. Any deductible or self-insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the approval of the City’s Risk Manager.
.03 Automobile Liability Coverage including -as applicable -owned, non -owned, and hired autos, in an amount not less than $2,000,000, combined single limit, as required by California law. .04 Professional Liability Insurance, inclusive of Cyber liability, in an amount not less than $2,000,000 per claim, and CONTRACTOR shall maintain such coverage for at least one (1) year from termination of this Agreement. Any deductible or self -insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the approval of the City’s Risk Manager.

10.2 Each insurance policy required by this Agreement shall contain the following clause or shall otherwise provide for the following conditions: “This insurance shall not be cancelled, or limited in scope or coverage, until after thirty (30) days prior written notice has been given to the City Clerk, City of Anaheim, 200 S. Anaheim Blvd., Anaheim, CA 92805, except in the event of cancellation for non-payment of premium which shall provide for not less than ten (10) days notice.”

10.3 Each insurance policy required by this Agreement, excepting policies for Professional Liability and Workers’ Compensation, shall contain the following clauses or shall otherwise provide for the following conditions:
.01 “It is agreed that any insurance maintained by CONSULTANT, pursuant to this Agreement, shall be primary to, and not contribute with, any insurance or self -insurance maintained by the City of Anaheim.”
.02 “The City of Anaheim, its officers, agents, employees, representatives and ANAHEIM - designated volunteers are added as additional insureds as respects the acts, omissions, operations and activities of, or on behalf of, the named insured, in regard to p roducts supplied to, or work or services

23 performed for, or related to, the City of Anaheim.”

10.4 Prior to commencing any work under this Agreement, CONSULTANT shall deliver to ANAHEIM insurance certificates confirming the existence of the insurance required under this Agreement, and including the applicable clauses referenced above. Also, within thirty (30) days of the execution date of this Agreement, CONSULTANT shall provide ANAHEIM: (i) endorsements to the insurance policies which add to these policies the applicable clauses referenced above; or (ii) in lieu of said endorsements, documentation acceptable to ANAHEIM evidencing that the coverage, terms, and conditions set forth in the above -referenced clauses are otherwise included in said insurance policies. Insurance required hereunder shall be placed with insurers: (i) admitted to write insurance in California; (ii) possessing an A.

M. Best’s rating of A VII or higher; or (iii) otherwise acceptable to ANAHEIM, with prior written permission from ANAHEIM. In the event that a claim or other legal action is filed against ANAHEIM, and if ANAHEIM, in its good faith opinion, believes it may have coverage under any of the insurance required herein, then ANAHEIM has the right to demand, and to receive within a reasonable time period, copies of the insurance policies related to such required insuranc e; provided, however, that this provision shall not apply if the Parties agree that CONSULTANT shall fully defend, hold harmless, and indemnify ANAHEIM against any such claim or other legal action.

10.5 In addition to other remedies ANAHEIM may have if CONSULTANT fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, ANAHEIM may, at its sole option:
.01 Order CONSULTANT to stop work under this Agreement and/or withhold any payment(s) which become due to CONSULTANT hereunder until CONSULTANT demonstrates compliance with the requirements hereof; or
.02 Terminate this Agreement.

Exercise of any of the above remedies, however, is an alternative to other remedies ANAHEIM may have and is not the exclusive remedy for CONSULTANT’s failure to maintain insurance or secure appropriate endorsements.

10.6 Nothing herein contained shall be construed as limiting in any way the extent to which CONSULTANT may be held responsible for payments of damages to persons or property resulting from CONSULTANT’s (or CONSULTANT’s contractors/subcontractor, if any) performance of the work covered under this Agreement, provided, however, that in no event shal l CONSULTANT’s liability to ANAHEIM under this provision exceed the greater of (i) the total amount of the fees paid to CONSULTANT for such work or services, or (ii) the amount of valid and collectible insurance carried by, maintained by, or otherwise avai lable to CONSULTANT (or CONSULTANTS’s professional staff, contractors, or sub - contractors), which is applicable to any claim, loss, costs, defense, or liability arising out of this agreement.

10.7 In the event CONSULTANT hires other persons or firms to perform some of the work related to this Agreement, CONSULTANT shall ensure, and certify to ANAHEIM in writing that: (i) the acts or omissions of such persons or firms are covered under the abov e-referenced liability insurance; or (ii) such firms maintain insurance equal to or better than, and subject to the same limits, terms and conditions as, the insurance required of CONSULTANT under this Agreement (except for firms which are not performing p rofessional services -such firms shall not be required to carry the above -referenced professional liability insurance); and in either instance, CONSULTANT shall provide, or cause to be provided, evidence of such insurance coverage, reasonably acceptable to ANAHEIM.

10.8 ANAHEIM’s Risk Manager is hereby authorized to reduce the requirements set forth herein in the event she determines that such reduction is in ANAHEIM’s best interest.

24 Appendix II – Standard Indemnification Provision

The following represents the City’s standard language for the indemnification, defense, and hold harmless provisions in its contracts. With very few exceptions, the language in the final Agreement will be as shown here. If a Proposer has any concerns reg arding any of the City’s indemnification language which would render the Proposer unable or unwilling to enter into an Agreement with the City, Proposer shall identify these concerns in Section 15 of its proposal. Be specific. Deviations from the City’s standard language may be considered by City in its evaluation of the responsiveness of a proposal.

[Note: Proposer should also be aware it is the City’s practice not to enter into Agreements that contain a limitation of liability provision.]

INDEMNIFICATION-SECTION 11

11.1 As respects acts, errors or omissions in the performance of professional services, CONSULTANT agrees to indemnify and hold harmless ANAHEIM, its officials, officers, and employees from and against any and all claims, losses, damages, defense costs, or liability, of an y kind or nature, to the extent arising directly out of CONSULTANT’s (or CONSULTANT’s contractors’ or subcontractors’, if any) negligent acts, errors or omissions in the performance of professional services under this Agreement.

11.2 As respects all acts, errors or omissions which do not arise directly out of the performance of professional services, including but not limited to those acts, errors or omissions typically covered by ISO-based general and automobile liability insurance coverage, CONSULTANT agrees to indemnify, defend (at ANAHEIM's option), and hold harmless ANAHEIM, its officials, officers, employees, agents, and representatives from and against any and all claims, losses, damages, defense costs, or liability, of any kind or nature (collectively referred to hereinafter as “Claims”), arising out of or in connection with CONSULTANT’s (or CONSULTANT's contractors’ or subcontractors’, if any) acts, errors, omissions, or work, relative to this Agreement; except for those C laims which arise out of the sole negligence or willful misconduct of ANAHEIM.

11.3 The obligations set forth in this indemnification provision (i) shall be in effect without regard to whether or not ANAHEIM, CONSULTANT, or any other person maintains, or fails to maintain, insurance coverage, or a self-insurance program, for any such Claims; and (ii) shall survive the termination of this Agreement.

25 Appendix III – Non-Collusion Affidavit

Note: To be executed by Proposer and submitted with proposal. STATE OF CALIFORNIA County of

, being first duly sworn deposes and says that
he/she is of
, the party making the foregoing bid that such bid is not made in the interest of or on the behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collus ive or sham; that said bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that said bidder has not in any manner directly or indirectly sought by agreement, communication, or conference with anyone to fix the bid price of said bidder or of any other bidder or to fix any overhead profit, or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in such bid are true, and further, that said bidder has not directly or indirectly submitted his bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any other individual except to any person or persons as have a partnership or other financial interest with said bidder in the general business.

By

Subscribed and sworn to before me this

day of , 20

Notary Public in and for said County and State

26 Appendix IV: Computerized Maintenance Management System Requirements

Please complete and submit attached Excel version of “Appendix IV - Computerized Maintenance Management System Requirements.xlsx” and submit with your final proposal.

End “Appendix IV - Computerized Maintenance Management System Requirements.xlsx.” Please complete and submit attached Excel version of with your final proposal.

27 Appendix V: Pricing Summary
Using the form provided in this Exhibit provide summarized pricing information for your proposed solution.

Additional s upporting documents may also be provided as supporting information to the s ummarized information on this page. Pricing must be fully comprehensive, complete, and list any available discounts. All one-time and recurring costs must be fully provided. This form will become the cover page to Section 3 of your RFP response. Additional backup documentation to support this summary may be provided.

City of Anaheim
Pricing Proposal

Software $
Modules/Functional Areas: Assumptions/Comments

MANDATORY FUNCTIONAL AREAS

ADDITIONAL FUNCTIONAL AREAS

Taxes
Subtotal Software
Implementation Assumptions/Comments
Implementation
Training
Integration
Travel
Other

Taxes
Subtotal Implementation
Maintenance Assumptions/Comments
Year 1
Year 2 through 5
Taxes
Subtotal Maintenance
Grand Total Software, Implementation, Maintenance

28 Appendix VI: References

Client Reference No. 1
Item Vendor Response
Agency Name
Number of Users
Contact Name
Contact Telephone Number
Contact E-mail Address
Products, modules, and Services Provided by
vendor
Business Initiation Date
Go Live Date
Rationale for Inclusion as a Reference

Client Reference No. 2
Item Vendor Response
Agency Name
Number of Users
Contact Name
Contact Telephone Number
Contact E-mail Address
Products, modules, and Services Provided by
vendor
Business Initiation Date
Go Live Date
Rationale for Inclusion as a Reference

Client Reference No. 3
Item Vendor Response
Agency Name
Number of Users
Contact Name
Contact Telephone Number
Contact E-mail Address
Products, modules, and Services Provided by
vendor
Business Initiation Date
Go Live Date
Rationale for Inclusion as a Reference

29 Client Reference No. 4
Item Vendor Response
Agency Name
Number of Users
Contact Name
Contact Telephone Number
Contact E-mail Address
Products, modules, and Services Provided by
vendor
Business Initiation Date
Go Live Date
Rationale for Inclusion as a Reference

Client Reference No. 5
Item Vendor Response
Agency Name
Number of Users
Contact Name
Contact Telephone Number
Contact E-mail Address
Products, modules, and Services Provided by
vendor
Business Initiation Date
Go Live Date
Rationale for Inclusion as a Reference

MaintStar, Inc.
3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219
(800) 255-5678
(949) 458-7626 fax
www.maintstar.com
Eric Sabato
Vice President of Sales
(714) 883-8851
[email protected]
City of Anaheim CA
Computerized Maintenance Management System Implementation RFP #412-PW-12/21/2023
Date Due: February 12, 2024 4:00 PM PT

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 2 Table of Contents
Table of Contents 2
Transmittal Letter 4
1 – Executive Summary 5
2 – CMMS Requirements (Appendix IV) 8
Appendix IV Tab 1 - General and Mandatory Functional Requirements 9 Appendix IV Tab 2 - Additional Functional Areas Tab 29
3 – Experience and Company Background 33
MaintStar – Brief History and Profile 34
Premier Projects – Asset Management and Land Management Leader 35 Qualifications Statement 36
4 – EAMS Software Technical Description 38
MaintStar EAMS Block Architecture 39
MaintStar EAMS Architecture 39
Forward Looking Asset Management 40
Material and Parts Inventory Control 41
Work Requests and Citizen Portal 42
Preventative Maintenance and Inspections 42
Work Order Management 43
Water Sewer and Storm Management 44
Fleet Management 45
Facilities Management 46
Streets, Traffic and Transportation Management 47
Parks and Recreation Management 48
High Performance Work Planning and Budgeting 49
Project Management 50
MaintStar Mobile for Field Crews 51

4.2 and 4.3 – Hosting Infrastructure and Security 52
MaintStar AWS Active-Active Network and Data Centers 53 MaintStar AWS Hosting Solution 54
Data Security Measures 55
Hosting Services and Provisioning 56

4.4 – Data Extract, Transform, Load (ETL) 57
Data Extract, Transform and Load (ETL) 58

4.5 – Project Management and Teaming 59
MaintStar Team Skills Assessment Table 63

4.6 – Software Licensing 64

4.7 – Software Integration 66

4.8 – MaintStar Implementation Services 68
Implementation Plan 69
Discovery and Gap Analysis 70
Collaborative Project Management Tool 70
Requirements Traceability Matrix 70
MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 3 Table of Contents
Tasks and Responsibilities 71
Customer Responsibilities 72
Project Hourly Estimates 72
Anaheim EAMS Deployment – Project Hourly Estimates 72
EAMS Implementation Schedule – GANTT Chart 74

4.9 – Reporting and Dashboard Capabilities 75

4.10 – Support Services 84
Dedicated Support Engineer 85
Continuous Delivery Ecosystem 85
Problem Resolution Metrics 86
Software Upgrades 86
Support Escalation Chart 87
User Conferences 87
5 – Testing Process 88
6 – Training Approach 91
Training Approach and Documentation 92
MaintStar Training Objectives 92
MaintStar EAMS – Administrative Training 93
MaintStar EAMS – User and Field User Training 94
7 – Technology Overview 95
8 – MaintStar EAMS Documentation 100
EAMS Operations Manual Excerpt 101
9 – Pricing (Appendix V) 111
Appendix V: Pricing Summary 112
Itemized Pricing Proposal 113
Annual Recurring Fee 114
Payment Milestones 114
Optional EAMS Integrations 115
10 – MaintStar References (Appendix VI) 117
11 – Contract Performance 123
Acceptance of all RFP Terms and Provisions 124
12 – RFP Exceptions 125
Acceptance of all RFP Terms and Provisions 126
13 – Acceptance of Insurance and Idemnity 127
Acceptance of Standard Language and Terms and Conditions - (Appendix I) 128 Acceptance of Idemnification Provision - (Appendix II) 128 Non Collusion Affidavit - (Appendix III) 129
MaintStar Certificate of Insurance - ACORD Document 130 14 – Vendor Contracts 131
EAMS Enterprise SaaS Site License Agreement 132
EAMS Support and Maintenance Agreement 136
EAMS Hosting Agreement 140
January 29, 2024
Respectfully Submitted,
Eric Sabato
Vice President of Sales
MaintStar
Enterprise Asset and Land Management Products
(800) 255 – 5675 office
(714) 883 – 8851 mobile
[email protected]
Ms. Watson:

On behalf of MaintStar, I am pleased to provide the following response to the City of Anaheim Request of Proposals 412- PW-12/21/2023. MaintStar offers one of the newest, most advanced Enterprise Asset Management System available.

MaintStar EAMS is built on the React.JS platform and offers standard ESRI ArcGIS and MS Exchange 365 integrations at no cost. MaintStar EAMS is a vendor-hosted solution using premier AWS GovCloud Geo-Diverse hosting services.

MaintStar offers thirty-nine (39) years of experience developing, deploying, and supporting Asset Management Solutions.

The company develops and provides complete professional services for a single vendor turnkey solution. Our professional services team brings an average of 14 years of tenure, with data conversion from legacy asset management systems, custom integration, training, and ongoing support services. MaintStar EAMS is our third-generation Enterprise Asset Management System, benefitting from our knowledge and experience.

The City of Anaheim Public Works seeks an comprehensive enterprise asset management software solution will enable Public Works to maintain its standard of excellence while enabling improvements to established workflows and reporting capabilities. The desired contractor shall provide an advanced EAMS solution to minimize lifetime costs and offer the most value against the Total Cost of Ownership.

In addition to high technology solutions, the City of Anaheim desires premium professional services that can execute enterprise integration to ancillary software systems and IT networks. The City seeks a turnkey solution, preferably a single vendor providing the application, implementation, integration, training, and ongoing support services. Our complete proposal meets all technical requirements and provides all services from Project Plan to ongoing support services Our team makes every effort to provide a complete and accurate document, including a detailed responses to each requirement. However, if any questions arise with any part of this response, feel free to contact me directly. MaintStar has no pending litigation and has not defaulted on a contract since its inception (1984).

RFP Documents and Acknowledgements Received Ack/Understood RFP 412-PW-12/21/2023 - Original RFP Notice and Attachments 12/22/2023 √ RFP 412-PW-12/21/2023 - Addenda One - QAs 1/26/2024 √
RFP 412-PW-12/21/2023 - Addenda Two - Deadline Change 1/26/2024 √ RFP 412-PW-12/21/2023 - Addenda Three - Additional QAs 2/2/2024 √ Anaheim Public Works
200 S Anaheim Blvd, #276
Anaheim, California 92805
Attn: Lori Watson, Project Manager
RE: RFP 412-PW-12/21/2023 Computerized Maintenance Management System Software 3510 Turtle Creek Blvd. #17B
Dallas • TX • 75216
800 • 255 • 5675 phone
949 • 458 • 7626 fax
www.maintstar.com
3510 Turtle Creek Blvd. #17B
Dallas • TX • 75216
800 • 255 • 5675 phone
949 • 458 • 7626 fax
www.maintstar.com
3510 Turtle Creek Blvd. #17B
Dallas • TX • 75216
800 • 255 • 5675 phone
949 • 458 • 7626 fax
www.maintstar.com
1 – Executive Summary
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

Project Requirements
The City of Anaheim seeks a new, high-performance Enterprise Asset Management Solution to meet current and future needs. The City desires to leverage the latest technology and functionality of the new solution to reduce manual processing, automate routine tasks, reduce paper, better enterprise integration, engage the community, and increase transparency.

MaintStar EAMS will replace an existing In-House Asset Management System and other software tools. The new system will enhance City operations through a single integrated enterprise asset management system across The City environment.

MaintStar EAMS is intended to minimize lifetime costs and offer the most value against the Total Cost of Ownership.

In addition to comprehensive asset management software, the City of Anaheim desires premium professional services that can execute enterprise integration to ancillary software systems and IT networks. The MaintStar proposal provides a turnkey solution, a single-vendor solution.

Enterprise Asset Management - Functional Requirements
The City of Anaheim requires support for service requests, work orders, asset and inventory management, and preventative maintenance. The successful vendor will configure modules for streets/signs, wastewater/sewer, fleet/ motor pool, and facilities. The City seeks a Commercial-off-the-Shelf solution that offers a dedicated User Interface for Administration personnel to configure and optimize the solution for specific needs and ease of use. MaintStar EAMS meets all these requirements and can offer growth to additional Asset Management workgroups in the future. MaintStar EAMS meets all Anaheim requirements, including advanced asset lifecycle/cost-benefit analysis, project management, and budget management features to enhance leadership decision-making.

Complete Implementation with Live Transition Support
MaintStar retains a highly experience, complete professional services team to provide full professional services. The service proposal includes:
• Project Management with Project Plan and Requirements Traceability Matrix • Discovery and Gap Analysis
• Deploy and Configure all System Paramaters to Meet Anaheim Requirements • Deploy Standard and Custom Integrations
• Continuous Testing and Final Test with Validation
• On Site Training
• Production Transition and Coaching
• On Going Support Services (Web Training Refresh, Hosting, Upgrades, Support) Robust and Secure Technical Solution
MaintStar offers the most respected cloud hosting solution, Amazon Web Services GovCloud. MaintStar hosting includes a premier, Geo-Diverse solution with active-active configuration for mission-critical availability, zero downtime upgrades, and automated disaster recovery. To summarize the AWS GovCloud Solution:
• Geo-Diverse Active Active datacenters in Hayward CA and Ashburn VA • System Availability greater than 99.96% with SLA guarantee • Published SOC V2 and SOC v3
• FedRAMP and NIST 800-53 compliant
• Data Enctped via AES 256 in transit and at rest
• Complaint to PII, PCI and Section 508 and other Government Regulations • FIPS 140-2 Compliant
• Premium Security Measures applied on the Cloud Infrastructure to Maximize Security MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 6 MaintStar Executive Summary
Integration Professional Services
MaintStar retains a dedicated integration engineering team for custom integration work. Our proposal includes standard and custom integration including:
• ESRI ArcGIS (Standard, No cost)
• Microsoft Exchange 365, Office Suite and Active Directory Services (Standard, No cost) • CGI Advantage 4 ERP
• Accela Permitting
• Laserfiche DMS
• Anaheim Anywhere CRM
• CGI Advantage 4 ERP
MaintStar Operations and Maintenance Support
Taking full advantage of contemporary Cloud Hosting Technology, MaintStar’s ongoing support provides Continuous Ecosystem Services. The primary advantage of a single vendor solution is that development, deployment, and support teams operate on the same environment, tools, and procedures. The Continuous Ecosystem Delivery includes a Continuous Improvement Initiative with a Quality Assurance Feedback Loop (ISO) to provide the highest level of quality of service. MaintStar offers premium ITIL v4 Support Metrics:
• Unlimited Services and Issue Reporting
• Dedicated Support Engineer familiar with The City and System Specifics • Response Time and Single Call Resolution Rates in sync with ITIL v4 Standards • 24 x 7 Reporting of Critical Issues vis Dedicated Support Engineer, 8 x 5 Telephone Support • Online, Telephone and Dedicated Service Engineer Issue and Ticketing Methods • Online Knowledge and FAQ Center
• Updates and Upgrades performed with Zero Production Downtime Enterprise Solution and Predictable Lifetime Cost Model City of Anaheim seeks an Enterprise Solution that will provide long lifecycle and offers a firm, predictable Total Cost of Ownership. MaintStar offers a Enterprise/Site SaaS license module which provides unlimited user access which is included in our single annual recurring fee. The MaintStar single annual recurring fee includes all possible services; license, hosting, training refreshes, maintenance, coaching, upgrades and updates.

No Exceptions
Maintstar takes no exception to terms and conditions, indemnification provision, insurance requirements, functional and technical specifications.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 7

2 – CMMS Requirements (Appendix IV)
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING
MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 9 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes

1.00 Service Requests
Service requests are generally submitted with minimum information and not clearly defined. Service requests may also be submitted by Public Works staff to obtain information to assess conditions to assist with planning future projects

1.01 Ability to create unique templates for various service request types with dropdown menus to identify questions to assist with obtaining helpful information from the customer and help with assigning a priority to the reported issue
5 Yes Standard design feature. MaintStar EAMS allows for template design and screen layout configuration via Admin UI.

1.02 Ability to auto generate an email notification to the customer acknowledging the request was received and provide the service request number
5 Yes General default operation, MaintStar notifications engine allows email template and preferred communication method to be configured.

1.03 Ability to assign project numbers to service requests 5 Yes Standard design feature.

1.04 Ability to view open or completed service requests by project number, by Public Works Department, by Public Works Division Unit, by crew leader, by date, by originator, by Neighborhood, by District or other geographic area defined in the City’s ESRI GIS
5 Yes Standard design feature. Display is a list with sort (project number, division, crew, date…), filter and search options simple one click.

1.05 Ability for the supervisor to prioritize/reprioritize open service requests as needed 5 Yes Standard design feature. Priority dropdown provided and can be configured.

1.06 Ability to enter the results of the service request assessment including photos, video, the address or location, email and comments
5 Yes Standard design feature. Attachments and Location information can be added from same user interface for speed and ease

1.07 Ability to combine multiple service requests into one work order 5 Yes Standard design feature. Supports service request into multiple WOs as well.

1.08 Ability to close a service request resulting in:

Closure - no further action will be taken
Create a work order and maintain the service request history Create a work order with a project number with a “future” completion date 5 Yes Standard design, the three listed operations upon close can be configured and the dropdown selected is Admin configured for future changes/updates.

2.00 Work Orders
Work Order Costing - Equipment Rates

2.01 Ability to maintain separate rates for the internal Anaheim fleet and equipment rates and a separate schedule for the same equipment using FEMA rates
5 Yes Supported. MaintStar EAMS can support multiple rate schedules.

2.02 Ability to assign either the internal Anaheim fleet and equipment rates or the FEMA Schedule of Equipment Rates to equipment (FEMA rates will apply when an emergency or disaster declaration is made) 5 Yes Standard design feature.

2.03 Ability to re-calculate the hourly equipment rates from the internal Anaheim rates to the FEMA rate schedule for work orders associated with an event that were generated before the emergency or disaster declaration was made
5 Yes Standard design feature.

2.04 Ability to enter the hourly equipment rate for the use of rental equipment that is required but not available in the City’s fleet
5 Yes Supported.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 10 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes

2.05 Ability to add vehicle mileage to the work order cost (i.e. mileage for management to drive to the work site) 5 Yes Standard design feature. The mileage data field is default in the Fleet Module.

2.06 With appropriate user security, the ability to update the internal hourly Anaheim fleet rates and the FEMA hourly rates 5 Yes Supported. This is performed by Admin User (with privileges) in MaintStar EAMS interface.

Work Order Costing - Labor

2.07 Ability to provide labor costs to each work order in 15 minute increments for crew members including each crew member’s current regular time, overtime and double-time pay rates and upgrade to pay rates for temporary assignments (i.e. acting pay for additional responsibility) using information downloaded from the AMS Advantage ERP system after each payroll processing
5 Yes
Standard design feature. MaintStar EAMS allows for labor costs at 15 minute increments, and support for any configured rate categories (regular, overtime, double-time are default system categories).

Work Order Costing - Materials

2.08 Ability to identify items procured through annual master service agreements including the maximum quantity of each item and the cost 5 Yes Supported.

2.09 Ability to indicate the quantity of materials used and the cost of the materials required to complete the work order for items procured outside of the warehouse inventory (i.e. materials procured using Pcards) 5 Yes Supported.

Work Order Template

2.10 Ability to create work order templates for each Public Works Division or Division service Unit for the type of service provided (i.e. sidewalk repair, traffic sign down, pot hole, plumbing repair, roof repair, elevators, etc.) 5 Yes Standard design feature. MaintStar EAMS allows for WO template design and screen layout configuration via Admin UI and associate to type of service.

2.11 Ability to assign equipment to work order template types indicating the equipment required to complete the work order based on the type of request and pre-assign a crew to each piece of equipment (i.e. sidewalk repair, traffic sign down, pot hole, etc.)
5 Yes Standard design feature, MaintStar EAMS allows for creation of WO templates associated with the type of work for efficiency and accuracy in WO generation.

2.12 Ability to assign a fund and program number to work order types (i.e. alley work, direct bury, conduit and trenching); the information is used to upload the fund and program number to the AMS ERP system (described in Section 5, the System Integration Requirements, in this document) 5 Yes MaintStar EAMS is natively designed for Project Management which allows for straightforward program number and WO types will be set in deployment for integration through MaintStar EAMS API to the AMS ERP .

2.13 Ability to automatically generate an email notification to another party when a work order is scheduled (i.e. notify Tree Maintenance when a work order is scheduled for sidewalk repair in order to allow an inspection of the tree root condition before new concrete is poured)
5 Yes MaintStar EAMS notification engine, offers email templates and can trigger the email when the specific WO is created and scheduled.

2.14 Ability to create a work order template to track the waste tonnage removed by the waste disposal outsource provider from each of the City’s transfer stations
5 Yes Standard design, WO template and required case association is supported.

2.15 Ability to create a work order template to monitor a contractor’s activity over time (i.e. daily documentation of the number of hours worked)
5 Yes Standard design, WO template and required case association is supported.

2.16 Ability to support meeting regulatory compliance standards for grounds, facilities, equipment, inventory, materials, etc.
5 Yes Supported. MaintStar Professional Services team brings years of Southern California regulatory familiarity to assist and accurately meet this requirement. System is in use with Orange County Recreation and Parks.

2.17 Ability to customize an annual system calendar for non-working days and City holidays 5 Yes Standard d design feature. Technicians can set specific work hours as well to accommodate any City flex hours.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 11 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes

2.18 Ability to provide alerts to specific assets 5 Yes Standard design.

2.19 Ability to indicate a work order is not “in kind” and Engineering design review and approval is required 5 Yes
Supported. Workflow Automation, may assist in automated this for the City of Anaheim, notification will be sent to Engineering design review staff/person
Work Order Entry

2.20 If the work order was generated from a service request, the ability to view the details of the service request 5 Yes Standard design feature, user may click to view the work request (WR) used to generated WO. Single screen operation for ease and efficiency.

2.21 Ability to override and reassign the equipment identified in the work order type template or add additional equipment using a drop down menu 5 Yes Standard design, override is provided to users with adequate privileges.

2.22 Ability to override the assigned crew with substitutes using a dropdown menu with staff names and job titles 5 Yes Standard design, override is provided to users with adequate privileges.

2.23 Ability to assign a project number to a work order or to multiple work orders 5 Yes
Supported. MaintStar EAMS also features Project Management module to track Projects and associated WO. Project Management features a Time Line GANTT view and traditional Calendar views.

2.24 Ability to attach documents, photos and video to a work order before, during and after the work is completed 5 Yes Standard design, a dedicated attachments panel for WO is provided as well.

2.25 Using a drop down menu, the ability to assign an event category (i.e. wind, rain, mudslide, traffic collision, vandalism, homeless, etc.) 5 Yes Standard design feature. MaintStar EAMS offers User Defined Lists and Administrators may edit this list for changes over time.

2.26 Ability to assign a priority to the work order (i.e. critical, urgent/safety issues, routine, low) 5 Yes Standard design feature. Priority dropdown provided and can be Administrator configured over time.

2.27 Ability to indicate a work order is billable to another City Department and then prompt for the other Department’s work order number, plan number, general ledger account(s) and required completion date; identify the name and telephone number of the originator, automatically respond with the work order number and allow the originator to request an automated notification when the work order is completed 5 Yes
Supported. Indication of WO billing department is standard, the work flow (process) can be configured or use Work Flow Automation based on complexity or anticipated updates over time.

2.28 Ability to indicate a work order is FEMA reimbursable when the work order is created or after the work order is closed; if after the work order is closed, recalculate the equipment rates using the FEMA rate schedule 5 Yes Supported. Can identify as a banner or text inline on LEM (Labor Equipment Materials) tab.

2.29 Ability to indicate a work order is billable to a third party when the work order is created although the identity of the third party may be unknown, then add the third party when the responsible party is identified 5 Yes Supported. Will Identify on details with checkbox for third party and accompanied text field for party.

2.30 Ability to create one work order from multiple service requests 5 Yes Supported, standard design.

2.31 Ability to attach email correspondence 5 Yes Supported, shown in attachment details tab.

2.32 Ability to attach a map to a work order 5 Yes Supported, can attach map as image or link to location on map viewer in split view.

2.33 Ability to assign a work order to a contractor 5 Yes Standard design feature. Contractor shows in detail panel.

2.34 Ability to view Google Maps street view while creating a work order 5 Yes Standard design feature. Split view Interface is standard.

Work Order Inquiry
MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 12 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes

2.35 Ability to view the status of open work orders by project number, by Division, by Division Unit, by crew leader, by date submitted, by due date, by originator, by geographic area as identified in the City’s ESRI GIS, project number or event category
5 Yes
Standard design feature. Display is a list with sort (division, crew, date…), filter and search options simple one click.

2.36 Ability to view completed work orders by project number, by Unit, by crew leader, by date submitted, by due date, by originator by geographic area of the City, project number or event category 5 Yes Standard design feature. Similar to above, just filter list by completed and the sort on

2.37 Ability to view all open work orders and the priority, reprioritize on demand identifying the user, the priority change and date changed 5 Yes Standard design feature. History of priority changes will be maintained with any comments.

Workflow

2.38 Ability to assign a work order to multiple units (or crews) identifying the sequence of the work; the first Unit will complete their portion of the work order and then route the work order to the next Unit (i.e. the asphalt repair is completed and now the striping and sign crew is required to complete the work order) 5 Yes
Standard design feature. Crew assignment can be sequential or concurrent. Work will subtotal LEM (Labor Equipment Materials) by crew as well.

2.39 Ability to automatically route a work order to Engineering for review and approval before a work order is assigned to a crew to complete if the repair is not “in kind” and Engineering approval is required 5 Yes Standard design feature. MainStar Workflow Automation can perform and provide notification as WO progresses.

Work Order Management

2.40 Ability to override and reassign the equipment identified in the work order or to add additional equipment using a dropdown menu 5 Yes Standard design feature. Dropdown or picklist in the LEM (Labor Equipment Materials) tab.

2.41 Ability to override the crew assigned to equipment with substitutes using a dropdown menu with staff names and job titles 5 Yes
Standard design feature. Allows crew assignment, substitution via dropdown (two column name, title). Changes are tracked n in the WO history tab.

2.42 Ability to assign a priority, and to reprioritize on demand identifying the user, the priority change and the date changed in the work order record 5 Yes Standard design feature. History of priority changes will be maintained with any comments.

2.43 Ability to change the work order status to “Hold” and specify the time period before the status will be changed to “Active” 5 Yes Standard design feature. MaintStar EAMS Workflow can handle and provide visual time period.

2.44 Ability to attach email correspondence to the work order 5 Yes Supported, shown in attachment details tab.

2.45 Ability to add notes to a work order, i.e. the signs have been ordered and delivery is expected in 2 weeks 5 Yes Supported, there is a comment/notes field and tab for more complex tracking of many notes/history.

2.46 Ability to generate an email to everyone who has “touched” a work order 5 Yes Standard design feature. Split view Interface is standard.

Service Level Agreements (SLAs)

2.47 Ability to establish service level agreements on the asset type based on the number of days the work order has been open 5 Yes Standard design feature.

2.48 Ability to establish service level agreements for contractors based on the number of days the work order has been open 5 Yes Standard design feature.

2.49 Ability to automatically escalate work orders that exceed the number of days in the SLA 5 Yes MaintStar EAMS allows for manual or workflow automated escalation when response burden is approaching or exceeded.

2.50 Ability to report service response times that exceed compliance with the number of days to complete SLA 5 Yes Standard MaintStar EAMS report that can be optimized for the City of Anaheim.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 13 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes
Work Order Completion

2.51 Ability to record start work and end time in 15 minute increments; the time will be recorded for each crew member participating in the work and appear by work order number on the payroll timesheet for the payroll pay period (refer to the Systems Integration Section for additional information) 5 Yes Standard design feature. MaintStar EAMS allows for time increments configuration at 15 minute increments, and can be set by each crew member. This data is pushed to MaintStar EAMS budget and work management modules and to payroll system via API interface.

2.52 Ability to attach photos, video, email and documents to a work order 5 Yes Standard design, are viewed or retrieved from attachments tab in WO details panel.

2.53 Ability to display work order comments chronologically 5 Yes Standard default in comments tab.

Preventive Maintenance Work Orders

2.54 Ability to create on-going preventive maintenance work orders associated with an asset or asset class that contains a condition assessment inspection checklist 5 Yes Standard design feature. PM WO can include the asset or asset class inspection checklist.

2.55 Ability to easily document inspection results including the date, time and name of the inspector, attach photos and add comments 5 Yes Standard design feature, the PM results panel can be agency optimized and attachments are easy to attach.

2.56 Ability to generate preventive maintenance work orders based on a repetitive calendar schedule, run time, the manufacturer’s recommendation, equipment classification or condition of the asset 5 Yes MaintStar EAMS PM scheduling is asset or asset class defined. PM scheduling can be based on manufacturer specifications (fixed), previous inspection results, asset use and measurements, etc.

2.57 Ability to modify preventive maintenance work order scheduled by asset or asset class (i.e. to adjust the schedule to better accommodate maintenance requirements) 5 Yes MaintStar EAMS PM scheduling allows for overrides by personnel with granted privileges.

2.58 Ability to establish a different preventive maintenance schedule for assets located within the Anaheim Resort District or other geographic areas of the City defined in the City’s ESRI GIS 5 Yes MaintStar EAMS supports City areas as defined in GIS, and this requirement is an ideal use of MaintStar EAMS city designed areas/ regions.

2.59 Ability to create a new work order from a preventive maintenance work order 5 Yes Standard design feature.

Work Orders Requiring Regulatory Compliance Standards

2.60 Ability to notify the user that a work order may require regulatory compliance standards for grounds, facilities, equipment, inventory, materials, etc. 5 Yes Supported.

2.61 Ability for the user to indicate the work order requires regulatory compliance standards 5 Yes Supported.

2.62 Ability to assign an incident number to a work order requiring regulatory compliance 5 Yes Supported.

2.63 Ability to manage multiple outcomes or consequences as a result of an incident, i.e. injury, environment, fire, etc. 5 Yes Standard design feature.

2.64 Ability to manage regulatory compliance activities calendar, add tasks, add new tasks when current tasks are completed 5 Yes
Standard design feature. MaintStar Professional Services will configure the regulatory compliance calendar, set user access and privileges as defined in this requirement.

2.65 Ability to attach photos, videos and documents 5 Yes Standard design feature.

2.66 Compliance with HIPAA confidentiality 5 Yes Compliant.

2.67 Ability to support regulatory reporting
5 Yes
Standard design feature. MaintStar Professional Services team has average 12 years experience in local Southern California agencies with creation of compliant regulatory reports.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 14 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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3.00 Requirements Unique to the Public Works Department Operations Division Streets Unit Daily Summary Work Order Report

3.01 Ability to generate a report listing a summary of the work orders assigned each day. Present in columns by lead workers and their assigned work orders, work order location(s), material, the equipment numbers and the crew members assigned, and notes
5 Yes
Standard report, MaintStar Professional Services team will optimize this report specifically to City of Anaheim requirements.

3.02 Include the stand-by staff members and the staff members unavailable (vacation, sick, jury duty, IA, LW, Ber) and staff members on modified duty 5 Yes
MaintStar Professional Services will on-board all staff and staff roles (stand-by) including availability, rates. Users or Administrators then update staff availability over time.

3.03 Color code the work order number to identify the originating agency, i.e. blue for City Water Utility, green for City Electric Utility, brown for Public Works sewer unit, orange for Public Works sidewalk unit 5 Yes Supported. Work orders can have a color banner based on City settings (user defined list) and Administrators can update or add over time.

Street Sweeping Unit

3.04 Ability to visually present the driver’s route in the vehicle with navigation 5 Yes MaintStar EAMS/ESRI Integration provides routing (map or point to point) as specified.

3.05 Ability to indicate the location of a variance (i.e. a street closure) received from the Public Works Engineering Division for construction
5 Yes
Supported. MaintStar Professional Services team is very familiar with the requirement, based on previous large scale work with State Department of Transportation (Wyoming and Kansas) and have support to attachment Map image to notifications or messages necessary as well.

3.06 Ability to identify special characteristics on the route to accommodate special requests from a customer, i.e. raise the brooms when passing in front of the property 5 Yes Supported. MaintStar EAMS city areas allow for Geo-Spatial identification of areas and Administrative updates for any future changes/updates.

3.07 Ability to identify special characteristics on the route, i.e. location(s) of election polling places on election day, school graduation events 5 Yes Supported. See Above.

Special Event Work Orders

3.08 Ability to generate work orders to support recurring special events that require participation from multiple Units, i.e. stadium refurbishment before opening day, inspections before the rainy season, holiday decorations, parade preparation, bridge inspections, weed removal, NAMM convention, etc. 5 Yes
Supported. MaintStar Professional Services in conjunction with City will configure the special event Work orders, any necessary templates, including activities (PMs) and downstream reporting/notifications.

3.09 Ability to create work orders for special conditions for street sweeper routes, i.e. an event that will result in cars parked in the area designated street sweeping day and time (i.e. election polling sites, school events) 5 Yes Supported. MaintStar Professional Services will create Special Events WO templates in adherence to this requirement.

Sanitary Sewer Overflow (SSO) Reporting

3.13 Ability to create a template to support Sanitary Sewer Overflow (SSO) reporting including the measurement and flow information in the work order templates 5 Yes
MaintStar Professional Services will develop the SSO reporting as part of the Reports Development phase of deployment.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 15 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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Public Works Operations Division Required Unit Activity Reports Section 3.14 through 3.68 present required Operations Division Unit activity reports. A to/from date range is required for each report. Respond with your solution’s ability to provide the information contained in each line item of the Unit activity report. Describe any associated customization and include the fees in the cost proposal.

Street and Alley Maintenance Unit

3.14 Outcome Effectiveness: Percent of hazardous road repair complaints responded to within 24 hours 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.15 Efficiency: Percentage of citizen requests for pothole repairs completed in one (1) working day 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.16 Number of square feet of deteriorated pavement replaced grind/cap 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.17 Number of square feet of deteriorated pavement for removal 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.18 Number of square feet of deteriorated pavement slurry sealed (streets) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.19 Number of pot holes repaired 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.20 Number of square feet of pavement skinned/repaired (streets) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.21 Number of square feet of pavement skinned/repaired (alleys) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.22 Number of linear feet crack filled 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.23 Number of utility cut locations 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.24 Total square feet of repairs (utility cuts) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

Wastewater Collection and Disposal System Maintenance Unit

3.25 Outcome Effectiveness: Percentage of sewer spill calls responded to within one (1) hour 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.26 Number of storm drain inlets inspected/cleaned 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.27 Weight of debris inlets inspected/cleaned 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.28 Weight of debris removed from catch basins (required for an annual report to the state) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.29 Number of miles of open/closed storm drains cleaned 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.30 Number of miles of sanitary sewer cleaned 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.31 Number of miles of sanitary sewer lines inspected (CCTV) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

Street Cleaning Unit

3.32 Number of street miles swept 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.33 Number of alley ways swept 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.34 Number of tons of debris removed by street sweepers 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.35 Number of commercial curb miles swept 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.36 Number of miles swept by night sweepers 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.37 Number of parking lots swept 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 16 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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Weed and Litter Unit

3.38 Number of tons of debris removed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.39 Number of bulky items reported 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.40 Number of tree pruning requests provided (alley clearance) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.41 Number of pot holes reported 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.42 Number of graffiti reported 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.43 Number of shopping carts reported 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.44 Number of gallons of weed spray used 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.45 Number of bus stops maintained 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.46 Number of bus stops power washed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.47 Number of homeless camps cleaned 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

Street Signs and Safety Devices Maintenance Unit

3.48 Percentage of critical sign repairs completed within four (4) hours 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.49 Number of damaged signs removed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.50 Number of new signs installed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.51 Number of illegal signs removed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.52 Number of signs cleaned and graffiti removed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.53 Number of street name signs replaced 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.54 Linear feet of in-house curb painting 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.55 Number of stop bars and legends repainted 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.56 Number of sign work orders completed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.57 Number of striping work orders completed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.58 Number of permit parking signs installed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

Sidewalk and Curb Maintenance Unit

3.59 Number of square feet of deteriorated sidewalk replaced 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.60 Number of linear feet of damaged curb and gutter replaced 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.61 Number of access ramps installed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.62 Number of sidewalk grinds 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.63 Linear feet of sidewalk grinds 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.64 Number of sidewalk ramps installed 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

3.65 Number of sidewalk inspections related to trees 5 Yes Report supported, can also provide a KPI Dashboard for a real time view.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 17 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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3.66 Number of square feet of sidewalks removed and replaced (in-house) 5 Yes Report supported, can also provide a KPI Dashboard for a real time view

3.67 Number of curb/gutter flow lines ground down 5 Yes Report supported, can also provide a KPI Dashboard for a real time view

3.68 Number of square feet of completed Utility cut sheet projects 5 Yes Report supported, can also provide a KPI Dashboard for a real time view Asset Management

3.69 Ability to create an asset master with unique predefined information based on the asset type, i.e. date acquired, life expectancy, geographic location, consequence or criticality of failure, manufacturer, vendor, contractor, warranty, project number, inspection checklist, asset class or category, maintenance schedule and user defined fields
5 Yes MaintStar EAMS allows for Asset template (master) design including screen layout that is associated to a asset type, class or workgroup.

3.70 Provide a complete life-to-date history, listed in chronological order, of all activities performed on the asset that is sortable and filterable by activity type
5 Yes Standard design, MaintStar Asset view has a History Tab that defaults to a chronological order, along with filter and search option. Users can select asset and view the History with MaintStar’s split screen multi- node UI.

3.71 Describe the tools available to add assets on demand, i.e. to add a bus bench to the asset inventory using mobile access while working in the field
5 Yes Adding assets can be supported on mobile by entry (along with photo if desired). Additionally, adding assets by a file is also supported.

3.72 Ability to define asset master file attributes based on the type of asset 5 Yes Supported.

3.73 Ability to establish parent/child assets where one or many fixed assets are dependent on another fixed asset; where a parent record may have multiple children assets, but a child record can have only one parent; i.e. an asset can be an entire street or segments of streets, allow “parent” assets to be associated with a “child” asset so that an asset representing an entire street could be associated with several “child” assets representing a segment of the street
5 Yes Standard design feature, MaintStar EAMS support four-tier of vertical asset hierarchy. A parent asset can have 3 asset tiers below it. The assets in the tiers below (children) are only associated to the single parent asset.

3.74 Ability to add a new asset when it is put into service and track the work orders, preventive maintenance work orders and the total cost of services to maintain the asset 5 Yes MaintStar EAMS allows asset by entry or a formatted file (CSV).

3.75 Describe the ability to support linear assets 5 Yes MaintStar EAMS offers support for linear assets (streets/roads, waterlines, utilities lines, telecommunications lines, etc.).

3.76 Describe the ability to provide out-of-the box tools to monitor maintenance history, i.e. inspection checklists that can be modified to the City’s requirements
5 Yes MaintStar offers comprehensive checklists. Checklists can be associated to the PM or inspection. Technicians can select a checklist on location based on inspection or evaluation. In addition to checklists, the user defined checklist feature allows configuration of dropdowns that allow for conformed reporting and inspection commenting for reporting or asset evaluation.

3.77 Ability to increase the cost of an asset to include enhancements 5 Yes Standard design feature.

3.78 Ability to identify the condition of an asset and maintain the condition history determined by periodic preventive maintenance inspections
5 Yes Standard design, condition field can be configured (placed on the details screen) for maximum visibility, alternatively a link the latest inspection results is possible, MaintStar can accommodate the City of Anaheim preferred solution.

3.79 Ability to change the condition of an asset to reflect the improvement after a work order is completed 5 Yes Standard design feature.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 18 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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3.80 Ability to attach photos and video of an asset
5 Yes
Standard design feature. Attachments are maintained in a dedicated panel for each asset, and can be viewed in the same screen as asset selection, adding to ease and user efficiency.

3.81 Ability to view asset information using GIS with the ability to drill down into specific work orders 5 Yes Standard design feature. Users may view asset details, GIS View and select asset from list in a single multi-node split screen display.

3.82 Ability to identify assets owned by another agency but maintained through an agreement with Anaheim Public Works (i.e. a nearby City or the County of Orange) 5 Yes Supported. MaintStar EAMS or other systems at Orange County can communicate with Anaheim EAMS. MaintStar GIS viewer may color code the identification of other managed/owned assets.

3.83 Ability to identify assets that are subject to regulatory compliance 5 Yes Standard design feature.

3.84 Allow GPS coordinates to be assigned to each asset 5 Yes Standard design feature.

4.00 Requirements Unique to the Public Works Department Engineering Services Division Traffic and Transportation Unit

4.01 Ability to establish a traffic signal inventory with the attributes identified in Appendix A of this document including detailed information about the location, cabinet, conduit, controller, VID, CCTV and ethernet 5 Yes MaintStar Professional Services we configure the assets with the City Anaheim traffic signal attributes. MaintStar EAMS eases this in deployment through the user defined fields (UDFs) native design.

4.02 Ability to establish a LED inventory for each signal 5 Yes Supported.

4.03 Ability to associate countdown pedestrian indications with a traffic signal 5 Yes Supported. Asset can have dedicated field and screen placement.

4.04 Ability to generate a work order for a traffic signal including the intersection number or location, a drop down menu to identify the problem reported (i.e. flashing red, lamp/LED out, knockdown, signal timing, etc.), assign a priority (i.e. emergency response, response within 8 hours, etc.), and identify the party assigned (i.e. City staff member, contractor); date and time dispatched
5 Yes MaintStar EAMS offers configurable WO screen for each WO template or type. City of Anaheim and MaintStar Professional Services team with configure screen field types to optimize the widgets (e.g., dropdown) to exact Anaheim requirements.

4.05 The ability to complete a check list in the work order to include: 5 Yes MaintStar Professional Services will configure these specific requirement.

4.06 The work start and end date and times 5 Yes Standard design feature.

4.07 The problem found (i.e. flash, black out, nonphasing, detection, timing, signal damage, other, no problem found, time base, lamp out, interconnect, consultation) 5 Yes Supported.

4.08 The status (normal, recall, flashing red, other) 5 Yes Supported. User defined list selection of status.

4.09 Problem found comments 5 Yes Standard design feature.

4.10 Repair action taken comments 5 Yes Standard design feature.

4.11 Inventory functions - actions available (no action taken, repair on site, install equipment, remove equipment, test, preventive maintenance, other action)
5 Yes Supported. User defined list selection of status.

4.12 Unique items - controllers, NEMA monitors, cabinets, detector power supply 5 Yes Supported.

4.13 Inventory items 5 Yes Standard design feature.

4.14 Ability to manage controllers removed from service including the date removed, date delivered for repair, date returned from repair and the controller repair report number 5 Yes Supported.

4.15 Ability to track the installation date, manufacturer and warranty information for illuminated street name signs 5 Yes Standard design feature. MaintStar Asset Management Module has the standard data fields.

4.16 Ability to associate the traffic signal, the controller, pedestrian indications, illuminated street names and CCTV with an intersection
5 Yes Supported a native MaintStar EAMS design.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 19 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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4.17 Ability to inquire and view all open/closed or both open and closed work orders by intersection 5 Yes Supported, viewing map and the work orders at the intersection are viewed in MaintStar’s split screen interface.

4.18 Ability to maintain spare parts inventory in two warehouse locations 5 Yes MaintStar EAMS supports multiple warehouses and multiple storerooms within the warehouse.

4.19 Ability to view the open, closed, or both open and closed work orders associated with an intersection within a date range
5 Yes
Standard design feature, users can see intersection on map and filter view (date) for Work orders (open, closed, all) from same screen for efficiency.

4.20 Ability to assign techs to geographic areas of the City and automatically assign crews to the work orders by the physical location
5 Yes
MaintStar EAMS support City Areas or Regions and technicians can be assigned to the areas. Additionally, Administration users may update or make changes easily with the Administrative Interface.

4.21 Ability to identify the traffic signals with emergency vehicle preemption (EVP) 5 Yes Supported.

5.00 System Integration

5.01 Describe the ability to interface to any database driven system using any or all of the methods available within your software, including at minimum, direct database connections, API calls, web service calls, and file exports/ imports 5 Yes
MaintStar EAMS can interface with modern applications via Web Ser- vices API, database or reporting systems via ODBC, and legacy systems via a traditional API. File batch or file exchange integration is an alter- native to real-time interfaces as well. MaintStar Professional Services and PM will develop an integration specification and City of Anaheim may sign off once approved.

AMS Advantage ERP
The software application must fully integrated with AMS Advantage ERP for payroll timesheet entry and work order costing for labor, inventory, materials and equipment. Work orders completed by Public Works may be billable to another internal Department or to a third party; the general ledger account that applies will be entered into the work order.

5.02 After each payroll is processed in AMS Advantage, the ability to transfer the employee regular time, overtime and double-time pay rates, the employee status (active, jury duty, bereavement, leave of absence, modified duty, etc.), and available benefit accruals (paid time off, comp time, etc.) to software application for use in calculating the current cost of labor and to present on the employee timesheet 5 Yes
MaintStar EAMS and AMS Advantage integration will include this real- time information transfer.

5.03 Present an employee timesheet that populates their hours worked by work order during the pay period and previously approved paid time off requests 5 Yes Supported.

5.04 Ability for staff to enter work hours on the timesheet that are not associated with a work order (i.e. stand by hours or training) and unplanned paid time off 5 Yes MaintStar Professional Services will configure this in accordance with City of Anaheim for easiest entry on customized entry screen.

5.05 When timesheets are approved by management, the ability to upload the timesheets to AMS Advantage in the format required to process payroll 5 Yes Supported.

5.06 Ability to assign a project number to multiple service requests or work orders and inquire or generate a report in AMS Advantage displaying the associated costs for labor, inventory, materials, and equipment and include completed work orders and open work orders 5 Yes
MaintStar EAMS supports project management systemwide, and the Project Management module allows high level viewing of all projects.

This data along with Labor, Equipment, Materials (LEM) and inventory to AMS Advantage.

5.07 The ability to assign a project number to a capital improvement project or grant that will cross multiple fiscal years 5 Yes Standard design feature. Primary intent of MaintStar EAMS Project Management Module.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 20 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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Payroll Time Reporting

5.08 Provide nonexempt staff with an online timesheet that populates with their hours worked each day by work order number during the pay period and include previously approved paid time off 5 Yes Standard design feature.

5.09 Allow the employee to complete the timesheet including work hours that are not associated with a work order, i.e. unplanned paid time off, stand-by hours or training 5 Yes Standard design feature.

5.10 Display the employee’s available benefit accruals (i.e. paid time off, comp time, etc.) as of the last payroll processing 5 Yes Supported.

5.11 Maintain an on-going audit log to identify the user, date and time, change (before/after value) made to each timesheet from initial creation to upload to AMS Advantage and allow the log to be viewed by an Administrator
5 Yes
Supported. MaintStar Professional Services will configure this User Interface to Anaheim preferences and requirements.

5.12 Through workflow, route the completed timesheet to the employee’s supervisor for review and approval 5 Yes
Supported based on complexity, this can be hard configured or run through MaintStar EAMS on board/native workflow automation engine.

5.13 Allow the supervisor to approve the employee timesheet and route it for submission to Payroll or reject entries and route the timesheet back to the employee for correction 5 Yes Standard design feature. This can be configured routing, or can be a workflow automation process if complexity is anticipated.

5.14 Through integration with AMS Advantage ERP , provide the ability to upload the completed and approved timesheets for payroll processing including accurate pay rates established after the last payroll processing 5 Yes Supported and to be documented in the integration requirements spec.

AMS Advantage Work Orders Billable to Another City Department

5.15 Ability to create a file with a predetermined date range using work order data to upload to AMS Advantage including the work order number, completion date, general ledger account number(s) and total cost, project number, and if provided, the work order or plan number from another City Department 5 Yes
MaintStar EAMS can generate file output for import to upload into AMS Advantage.

AMS Advantage Work Orders Billable to A Third Party

5.16 Ability to create a file with a predetermined date range using work order data identified as “billable to a third party” to upload to AMS Advantage including the work order number, completion date and total cost and, if known, the name of the third party
5 Yes
Proposed integration to AMS Advantage will meet the third party requirement.

AMS Advantage Purchasing

5.17 Ability to create a purchase order with general ledger account numbers and upload the purchase order and general ledger account numbers to AMS Advantage 5 Yes Proposed integration to AMS Advantage is proposed, including general ledger account numbers bi-directional communications.

5.18 Ability to complete warehouse receipts 5 Yes Standard design feature. Integration to AMS as proposed.

5.19 Ability to update the inventory costs using the invoice(s) associated with the purchase order 5 Yes Supported.

ESRI GIS

5.20 Provide integration between software application and ESRI GIS to allow the user to view data in GIS, and GIS information in the software 5 Yes MaintStar EAMS offers standard, no charge bi-directional integration to ESRI GIS. ESRI GIS integration is in use by 98% of MaintStar clients.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 21 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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Vendor Notes

5.21 In ESRI GIS, the City is divided geographically into Neighborhoods and Districts (Resort District, Platinum Triangle, Canyon District, City Council District) and these areas are defined in ESRI GIS. Ability to specify a geographic area and view asset information and work orders within the geographic area 5 Yes MaintStar EAMS supports city areas and regions, this can be viewed and edited as shape files (on MaintStar GIS layers) by system administrators to easily support changes or future modifications. Note:

If the City’s has existing shape files and layers in ESRI, this are easily associated in MaintStar Administration.

5.22 Ability to specify a City defined geographic area in ESRI GIS (i.e. City Council District, Neighborhood, Platinum Triangle, Canyon District, etc.) and view open, closed or both open and closed work orders 5 Yes Standard design feature. MaintStar EAMS supports city areas and regions as shape files (whether existing shape files in agencies GIS or via shape files on a dedicated MaintStar GIS layer.

5.23 Validate street names in GIS 5 Yes Standard design feature.

5.24 Ability to use iPads with ArcGIS Field Maps to identify the physical location of maintenance that needs to be completed while inspecting areas of the City; integrate ArcGIS Field Maps with software application 5 Yes Supported. MaintStar Mobile supports split screen operation in the field.

6.15 Ability to query GIS to identify assets by condition code 5 Yes Standard design feature.

5.17 Work order integration with CCTV video sewer inspection 5 Yes MaintStar EAMS supports CCTV video sewer inspections and current agencies using these inspections.

5.18 Ability to update GIS asset attributes from within the software application 5 Yes Standard design feature.

5.19 Ability to query a specific work order type and date range (i.e. potholes in the past 12 months), then view the locations in GIS by polygon or by City defined geographic area of the City (i.e. neighborhood, special district, etc.)
5 Yes
Standard design feature. MaintStar EAMS split-screen allows filter and search while simultaneously viewing the GIS Map.

5.20 Ability to create a work order in software application while viewing a location or asset in GIS 5 Yes Standard design feature. MaintStar multi-node split screen UI is designed specifically for this requirement.

5.21 Ability to select assets in a GIS map and create work orders associated with the selected assets 5 Yes Standard design feature.

5.22 Ability to view open and/or completed work orders near a location or point on GIS and within a user-defined distance buffer zone 5 Yes
Supported as a report, view on GIS or a dedicated GIS Dashboard on a dashboard panel. GIS KPI Dashboards are shown in the Reports/ Dashboards section of this response.

5.23 Ability to view open work orders for geographic areas of the City with the ability to indicate the various work order status that should be included in the selection, i.e. open, in process, reassigned, pending, deferred, not started, etc. with a date range
5 Yes
Supported. MaintStar EAMS supports city areas and regions.

5.24 Ability to view completed work orders for geographic areas of the City with a date range 5 Yes Supported on the GIS viewer, the user can adjust the date range and see the updated GIS in a split screen multi-node User Interface.

5.25 Ability to report assets by asset type and condition assessment by geographic area 5 Yes Geo-spatial reporting in a standard design feature, and GIS based KPI dashboards are available as well.

5.26 Ability to report assets by last inspection date and condition assessment by geographic area 5 Yes See Above.

5.27 Ability to print or export (i.e. PDF format) a map with a legend and notes displaying work order or asset location 5 Yes Standard design feature. Note: Map image with legend of can be placed on a printed form as well.

6.00 Mobile Technology

6.01 Identify the types of devices your system supports for iOS, Android, and Microsoft Windows. Describe the features that are available in each type of device. Define the release versions that are supported and how new release versions are introduced and how support for previous release versions is discontinued 5 Yes
MaintStar Mobile supports Apple iOS, Android devices, and Microsoft Surface. All devices have the same functionality. iOS requires version X, Android required version X, Windows requires Win 10 Version 1803 MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 22 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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6.02 Ability to switch to a mobile screen view when using browser on a mobile device 5 Yes Standard design feature. Field users can use MaintStar Mobile or Enhanced Browser Mode on the mobile device.

6.03 Information entered using a mobile device is uploaded in real time, or automatically synchronized when the network connection is restored 5 Yes
Standard design feature. Off network MaintStar Mobile will update when connected (sync), enhanced browser mode operates in real- time.

6.04 Ability for staff to generate service requests and work orders while working in the field 5 Yes Supported and native design.

6.05 Ability for staff to attach comments and photos to service requests and work orders while working in the field 5 Yes Standard design feature.

6.06 Ability for staff to update service requests and work orders while working in the field 5 Yes Standard design feature.

6.07 Support asset identification using mobile tools to record the physical location, enter the asset type and then prompt for asset information for the type of asset 5 Yes Asset label scanning and asset details (photos, serial number, model, etc.) are all available to the mobile user.

6.08 Ability to generate/print barcodes and support barcode technology 5 Yes MaintStar EAMS supports barcodes technology systemwide including, inventory, barcode creation and all modules.

6.09 Ability to indicate additional approval is required on a work order, and obtained, because the work task will take longer than planned due to special circumstances 5 Yes Supported.

6.10 Store, access and display asset images (PDF, DWG, JPG, XLS, DOC) including moving video (AVI MPEG, MP4, etc.) images 5 Yes
There is no practical limit to the file types attached to an asset details panel. The types listed in this requirement can be viewed/accessed on a mobile device without addition software.

6.11 For work orders requiring work by multiple units (or crews) the ability to automatically route a work order to the next assigned unit when the first unit completes their task 5 Yes Supported. Sequencing work and crews is fully supported, and generally do not require any workflow automation, notifications engine can accommodate.

7.00 Reporting

7.01 Describe the capabilities of data queries and reporting and the skill set required to obtain information (i.e. casual user, IT professional) and the classroom training provided to train the users on how to use the tools 5 Yes
MaintStar EAMS reporting can be performed by trained users without specific IT or SQL training. A dedicated reporting manual (documentation) and training is provided, this generally allows most users to navigate and meet their reporting requirements. MaintStar Professional Services can provide assistance as well or create a report.

7.02 Describe the ability to interface to any database driven system using any or all of the methods available within your software, including direct database connections, API calls, web service calls, and file exports/imports 5 Yes
Generally to maintain and preserve maximum security in the vendor cloud hosting environment, direct connection to the database is not provided, reporting is made through a specifically designed API (every customer is in a dedicated enclave with unique environment and database). An interface to third party reporting tools generally requires a integration fee.

7.03 Describe reporting standards and recommended tools, including City staff access to the application database for custom report development 5 Yes
MaintStar EAMS onboard reporting engine fulfills majority of all reporting requirements supporting, (1) Standard, (2) Custom, (3) Instant and (4) Ad Hoc reporting. Interfacing to third party reporting systems is optional and may encounter an integration fee.

7.04 The ability to print and email reports 5 Yes Standard design feature. Reports can be configured for automated generation and sent to designated routing lists.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 23 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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7.05 The ability to complete an inquiry or generate a report by project number for open and/or closed work orders within a date range 5 Yes Standard design feature.

7.06 The ability to search completed work orders within a date range and report labor, equipment and materials/ inventory costs 5 Yes Standard report can be optimized and saved as a custom report.

7.07 Ability to select information to display on a report, i.e. date acquired, manufacturer, last inspection date, life to date maintenance costs, etc. then specify the asset type or class and the GIS geographic area of the City 5 Yes MaintStar EAMS reports engine allows for users to start from ESRI GIS map (geo-spatial report) and apply other data sets or filters to apply in the report.

7.08 Ability to search and report completed work orders by the source of funding and display the costs for labor, equipment and materials/inventory 5 Yes
A Standard report can serve as a basis to create this report for the City of Anaheim. MaintStar Professional Services can assist in creating as well.

7.09 Ability to report assets sorted by the last inspection date and condition assessment within a GIS geographic area 5 Yes MaintStar EAMS reports engine allows for draw and select from GIS map and generate a report with other data sets or filters applied.

7.10 Ability to display work orders completed by a specific crew 5 Yes Standard report can be optimized and saved as a custom report.

7.11 Provide “out of the box” reports, i.e. open work orders, assigned work orders, completed work orders, assets scheduled for preventive maintenance, etc. Include a list of the report titles in the proposal 5 Yes MaintStar EAMS provides standard reports (popular reports for APWA).

For list see the reports section included in this response.

7.12 Allow “out of the box” reports to be modified 5 Yes Standard design feature.

7.13 Support Microsoft SQL Server Reporting Services (SSRS) 5 Yes Standard default support for SSRS.

7.14 Provide a list of the reporting tools that are included and support industry best practice; identify any costs associated with each reporting tool and include it in the cost proposal 5 Yes MaintStar EAMS offers a native on board reporting engine with (1) Standard, (2) Custom, (3) Instant and (4) Ad Hoc reporting. A Reports and Dashboards section in this response features more details and samples.

7.15 Support ad hoc reporting 5 Yes Standard design feature (see above).

7.16 Ability to save customized reports in a report repository making them available for other users 5 Yes Standard design feature, user saves in Report Manager and publishes.

7.17 Ability for user to create and share reports 5 Yes Users may publish a report.

7.18 Ability easily delete and categorize reports 5 Yes Standard design feature.

7.19 Ability to view or report either open or completed work orders that are billed to an outside entity (i.e. FEMA, insurance companies for repair to property damage) within a date range 5 Yes Standard report that may be optimized or customized by the City of Anaheim users.

7.20 Ability to view or report either open or completed work orders by event category (i.e. wind, rain, mudslide, traffic collision, vandalism, homeless, etc.) 5 Yes
Standard report, with a filter applied. User may save the report with a new name and the filter applied (customized) in their reports manager.

7.21 Ability to selectively download information into Microsoft Excel 5 Yes Export of queries to XLS, CVS, DOC and PDF supported.

7.22 Ability to query that allows the use to sort and filter on essentially all data 5 Yes Search and query on any data field user has access to is supported.

7.23 Ability to easily print out desired information pertaining to just the records that are queried 5 Yes MaintStar EAMS offers Instant Reporting to print (with or without chart) from any query or search results.

8.00 Dashboards

8.01 Describe available templates to build KPIs and “out of the box” features 5 Yes Standard design feature, users may create KPI dashboards and create panels for their workspace.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 24 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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8.02 Describe the tools and features available to support creating dashboards 5 Yes
MaintStar EAMS has a dedicated dashboard creation panel, here users may create widgets (type, color, datasets, etc.). These widgets are then added to the users dashboard panel, panels can be set into workspaces.

8.03 Ability to use tools such as Power BI or Crystal Reports 5 Yes MaintStar EAMS can support Microsoft SSRS by default Power BI and Crystal Reports requires a small integration fee.

8.04 Ability to establish key performance indicators that are calculated using maintenance data and asset attribute information to define the operating effectiveness and efficiency 5 Yes Standard design and feature of MaintStar KPI Dashboards. A Reports and Dashboards section in this response features more details and examples.

8.05 Ability to view large scale neighborhood improvements in dashboard format by geographic area with drill down ability to identify historic and current activity and costs, first by work orders associated with a project and then by open and completed work orders, i.e. when work was completed, what was done and the total value of the project
5 Yes
ESRI dashboard widgets performs this requirements. Users can view summaries and click to get specific City area or region details. Please see the Dashboards section for visual examples.

8.06 Ability to display the quantity of work orders that exceed service level agreements (SLAs) and drill down to view the work orders 5 Yes Standard report, the KPI dashboard is straightforward for user to create. MaintStar Professional Services will train users accordingly.

8.07 Ability to drill down to view “active” work orders associated with a geographic area and view work orders scheduled to be completed at a future date 5 Yes
MaintStar EAMS KPI dashboards feature ESRI widgets and this can be configured and users can see counts by area. Samples in the Dashboards section in this response features more details and examples.

9.00 Data Conversion Requirements

9.01 Conversion of active and historic work orders from our in-house application (include in the cost proposal) 5 Yes
MaintStar Professional Services will provide data extract, transform and load of the in-house asset management system. Details and flow chart is provided in the Implementation Section of this response.

10.00 System Administration

10.01 Web-based information system
5 Yes
MaintStar EAMS is browser based and requires not local device dependencies. Mobile user may use the Mobile application. There are two web interfaces, user interface and administration interface.

10.02 Provide upgrades, patches and other application maintenance; describe any associated costs and include the costs in the cost proposal 5 Yes MaintStar’s single annual support fee includes hosting, licensing, support, updates, upgrades and web training as required.

10.03 Ability to easily add/delete users from Admin console pulling from Active Directory 5 Yes
MaintStar EAMS offers standard no charge Microsoft Active Directory and Exchange 365 integration. On and Off boarding can be performed via Active Directory.

11.00 User Interface

11.01 Provides at least three months in advance any software/interface upgrades or changes 5 Yes
MaintStar complies. Every customer is offered independent servers, applications and databases. As such all customers may opt in or out of updates, and perform them on their schedule.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 25 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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11.02 User interface must be easy to navigate using intuitive menus structures tailored to the efficient entry of data 5 Yes
MaintStar Professional Services maintains a dedicated user experience team to optimize the interface for ease, all screen flow for every module is similar for a shorter learning curve. With screen customization the layout can agency optimized as well for ease and user familiarity.

11.03 Use auto-complete to help users quickly enter values (i.e. street names) 5 Yes MaintStar EAMS use auto-complete, and select lists as users enter data.

11.04 Interface must be fluid and responsive on desktop and mobile platforms 5 Yes
MaintStar is optimized Micro Services architecture and is proven to scale efficiently. Orange and Alameda County use MaintStar with speed and efficiently well as several state agencies.

11.05 Design should minimize number of clicks and screens needed to enter required information 5 Yes MaintStar EAMS uses multi-node screens to allow users to operate from less screens. See the EAMS section for details.

11.06 System includes dropdown menus and radio buttons to allow for swift entry of data. 5 Yes
MaintStar EAMS screen customization and User Experience team will assure screens allows fast operation. Calendar and Time widgets are used as well.

11.07 The user interface should follow a set of rules consistent with web-based applications, e.g. “F1” for help, “Ctrl-P” for print, “Ctrl-S” for save, (*) or (%) for wild card searches, etc. 5 Yes All ISO standards are adhered to. Our teams follow and adhere to UI standards set by Apple and Microsoft development guides as well.

11.08 System validates mandatory fields before allowing user to progress to the next screen and/or save the record 5 Yes Standard design feature.

11.09 System provides field validation (e.g. date validation, and input values to be validated against tables) 5 Yes
Standard design feature. Date and time widgets are used and error checking is applied, complete date for example must not be on a date in future, or time before start time, etc.

11.10 System prompts user before taking irreversible action 5 Yes Supported. Note: MaintStar allows customer warning banners for agency administrators to deploy as well.

11.11 System supports basic word processing features, i.e. word-wrap, spell check, cut, copy and paste 5 Yes MaintStar EAMS complies, text entry uses designated word processing features.

11.12 Provide a toolbar with graphical buttons to perform common functions 5 Yes MaintStar EAMS offers a Tab bar for this.

11.13 Provide search functionality, with the ability to search and filter on any comination of fields within the work order 5 Yes Standard design feature.

11.14 Visually distinguish between fields that are required and fields that are optional 5 Yes Required fields uses the ISO standard red asterisk on label.

11.15 Support user defined fields to store and track information as needed 5 Yes
MaintStar EAMS supports user defined fields (UDFs) and user defined lists (UDLs). Picklists for color coding (such as APWA color coding) and standardized comment are supported.

12.00 System Security

12.01 Robust security capabilities with the ability to integrate with Microsoft Active Directory including Single Sign On (SSO) 5 Yes
MaintStar EAMS offers password rules to match agency standards, and option 2FA. AD integration is standard, and AWS hosting offers premier security measures applied (see Cloud Hosting Section for details).

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 26 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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12.02 Provide an Administrator module that allows the administrator to set user-level security access 5 Yes
MaintStar EAMS offers a dedicated Administration User Interface with features, menus and panels optimized for Administrative functions and full gap separation of user functions/operations.

12.03 Role based user security profiles
5 Yes
MaintStar EAMS uses traditional user, user role and user group hierarchy to ease both AD integration and to define user security privileges.

12.04 Security vulnerabilities are remediated at regular intervals via updates or patches 5 Yes
Standard professional service offering. Please see Continuous Delivery Ecosystem for support. Along with a Dedicated Support Engineer, MaintStar offers the highest Quality of Service (QoS). All support services are based on ITIL v4 baseline delivery metrics of high customer QoS.

12.05 All identified security vulnerabilities have been addressed in the current version of the software 5 Yes Yes, Continuous Delivery Ecosystem for support assures this.

12.06 System logs all security related events, including logon, logoff, data modification (old value/new value), data deletion, change in rights/permissions levels, and the addition of data/information to the software 5 Yes Supported in the MaintStar EAMS system log. Details see below.

12.07 Logs include User ID and time of the transaction, type of action (old value/new value), etc. 5 Yes
MaintStar EAMS offers record log and system log to assist with problem tracking. Both logs offer administrators search, filter and sort to locate and review operational history. A access panel allows administrators to track log-on and off and current users signed on.

12.08 Maintain an on-going audit log to identify the user, date and time, change (before/after value) made to each timesheet from initial creation to upload to AMS Advantage and allow the log to be viewed by an Administrator
5 Yes
MaintStar EAMS can support this via on board Workflow automation.

Notifications to administration can be automated for optimal notification (email, SMS, MaintStar Alert or any combination thereof ).

12.09 Audit logging to allow authorized staff to easily determine the source of each transaction to include user ID, date and time, and before and after values whenever changes are made to the database 5 Yes
MaintStar EAMS system log meets this requirement, if the Administrator wishes to view this for a system record, a log for this smaller dataset may be more efficient. In either case, User ID, date/ time stamp and changes values is provided. Search, filter, sort and report from logs is provided.

12.10 System meets or exceeds industry standard for security protocols 5 Yes
MaintStar EAMS complies with industry and governmental regulations for security. For Cloud hosting all AWS premier security measures are applied and Cloud Infrastructure Engineers can advise of any identified potential security or realized security issue as a Tier I Emergency event.

13.00 System Documentation and Training

13.01 Provide online context-sensitive help selection that can be accessed from any screen and displays help related to the screen in use 5 Yes MaintStar EAMS screen customization allows for customization of help and rollover assistance.

13.02 Provide a comprehensive and detailed user manual documenting all functions and operations of the applications 5 Yes MaintStar will provide a User Operations Manual and a Reports Development Manual.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements General and Mandatory Requirements page 27 City of Anaheim Public Works Department CMMS System: General & Mandatory Funtional Requirements Requirement Description Vendor Response
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13.03 Offers a number of free trainings (virtual/in person) per year 5 Yes
MaintStar Professional Service will provide on-site training for end users, supervisors and administrators prior to Go Live. Additional web training courses may be scheduled at no charge in the future. Online videos and FAQ is provided as well to customer users.

13.04 Implementation includes on-site user training 5 Yes Standard Professional Service.

13.05 Refresher training available at regular intervals based on the City’s requirements 5 Yes Standard Professional Service included in the annual recurring support fee.

13.06 Ability to search online help to assist with specific topics 5 Yes MaintStar’s Redmine online support tool offers comprehensive FAQ and search.

13.07 Ability to customize the online help files 5 Yes Supported, through the screen customization tool in MaintStar EAMS Administration.

14.00 Help Desk Support

14.01 Specific Customer support Liason or account liasion is assigned to our account 5 Yes MaintStar assigns a Dedicated Support Engineer (DSE) to each customer as a standard Professional Service

14.02 Help desk answers calls, records, tracks, and monitors requests and triages unresolved issues 5 Yes Standard service offering, with ITIL v4 baseline metrics for high QoS (Quality of Service).

14.03 Help desk service requests can be made via e-mail or web interface 5 Yes Web via MaintStar Redmine Help Desk application, email to the customers DSE.

14.04 The call center is located in the United States 5 Yes Irvine CA USA

14.05 Help desk has an Anaheim area code (714 or 657), or provides a toll free number 5 Yes 800-255-5675 Toll Free

14.06 Call are answered by a live technician during regular business hours (06:30am-05:00pm PST, Mon-Fri) and on- call support is available during non-business hours and holidays 5 Yes MaintStar calls are live 6:00 AM to 5:00 PM PST and emergency (tier 1 issue) text message to customer’s DSE is standard.

14.07 All support requests are logged through the vendor’s Help Desk application 5 Yes MaintStar user Redmine Web Help Desk Application

14.08 Service request reports can be queried by date range, incident types, as well as other filtered values 5 Yes Supported. Users can search for FAQ as well.

14.09 Provide a help desk request escalation process and identify who in the organization is notified when SLAs are not met 5 Yes MaintStar Support Services section chart is provided in the Support Services of this response.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements Additional Functional Areas page 28 City of Anaheim Public Works Department CMMS System: Additional Functional Requirements Requirement Description Vendor Response
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15.00 Requirements Unique to the Public Works Department Fleet and Facility Services Division Fleet Management

15.01 Track all vehicle life cycle costs, i.e. purchase price, depreciation, operating expense, maintenance costs, salvage value and replacement cost 5 Yes Standard design feature. MaintStar EAMS also can perform cost benefit analysis on fleet asset.

15.02 Maintain information on each piece of equipment including: 5 Yes Standard default system data field/sets.

15.03 Equipment number 5 Yes Supported. Default design data field.

15.04 Year 5 Yes Supported. Default design data field.

15.05 Make 5 Yes Supported. Default design data field.

15.06 Model 5 Yes Supported. Default design data field.

15.07 VIN/Serial number 5 Yes Supported. Default design data field.

15.08 License plate 5 Yes Supported. Default design data field.

15.09 Color 5 Yes Supported. Default design data field.

15.10 Date acquired 5 Yes Supported. Default design data field.

15.11 Warranty 5 Yes Supported. Default design data field.

15.12 Name of the dealership or seller where the vehicle was obtained 5 Yes Supported. Default design data set.

15.13 Cost at acquisition 5 Yes Supported. Default design data field.

15.14 Mileage at acquisition 5 Yes Supported. Default design data field.

15.15 In service date 5 Yes Supported. Default design data field.

15.16 Life expectancy 5 Yes Supported. Default design data field.

15.17 Out of service date 5 Yes Supported. Default design data field.

15.18 Disposal date 5 Yes Supported. Default design data field.

15.19 Disposal cost 5 Yes Supported. Default design data field.

15.20 Fuel type and maximum fuel capacity (if applicable) 5 Yes Supported. Default design data set.

15.21 Ability to add additional equipment or features added to a vehicle including the acquisition date and cost 5 Yes Standard design feature. MaintStar EAMS tracks in the Asset History as well.

15.22 Ability to track maintenance on equipment that is associated with a vehicle (i.e. lightbar on a public safety vehicle) 5 Yes Standard design feature. MaintStar EAMS tracks asset with four tiers vertically asset - sub-asset - assemblies - parts.

15.23 Ability to assign a vehicle to a Department and to a driver 5 Yes Supported. Default design data set.

Preventive Maintenance

15.24 Track preventive maintenance schedules for each piece of equipment in any combination of time, mileage, fuel consumption 5 Yes Standard design feature. A standard report provides this as well and can be optimized.

15.25 Create a shop schedule with a list of PMs due 5 Yes Standard design feature. MaintStar EAMS offers a Calendar interface for ease in visualization.

15.26 Ability to automatically generate an email notification to the Department and to the assigned driver (if applicable) that a PM is due 5 Yes
Standard design feature. MaintStar EAMS Notifications allows a preferred and multiple notifications methods (email and SMS message).

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements Additional Functional Areas page 29 City of Anaheim Public Works Department CMMS System: Additional Functional Requirements Requirement Description Vendor Response
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15.27 For scheduling, set time slots based on operating hours and technician availability 5 Yes Standard design feature.

15.28 Provide a report listing equipment that is past due for PM 5 Yes Standard report that can be agency or user optimized.

Maintain historical information for each piece of equipment including:

15.29 Fuel quantity and costs (transferred from the Fuel Management application) 5 Yes Standard design feature.

15.30 Parts 5 Yes Standard design feature.

15.31 Labor 5 Yes Standard design feature.

15.32 Work contracted out 5 Yes Standard design feature.

15.33 Accident or damage, date of incident, repair cost 5 Yes Standard design feature.

15.34 Warranty from initial claim to reimbursement received 5 Yes Standard design feature.

15.35 Ability to inquire and view all costs associated with a piece of equipment 5 Yes Standard design feature.

Work Order

15.36 Ability to assign multiple mechanics on one work order 5 Yes Standard design feature.

15.37 Ability to enter a vehicle number and display all previous work orders associated with the vehicle 5 Yes
Standard design, MaintStar EAMS allows this from a single user inter- face, the vehicles list and select and the details and history can display in three panels (nodes).

15.38 Alert the user when a part is covered under warranty 5 Yes Standard design feature.

15.39 Ability to identify non-scheduled work orders 5 Yes Standard design feature. Sort on as well in the list display.

Reporting

15.40 Ability to identify vehicles with mileage exceptions, i.e. low or high mileage within a date range 5 Yes Standard Report, can be optimized or customized at deployment by MaintStar.

15.41 Ability to generate a report listing PMs completed on time and the compliance percentage 5 Yes Standard Report.

15.42 Ability to generate a report listing all equipment currently with an “open” work order 5 Yes Report can be created to spec during deployment.

15.43 Generate vehicle replacement schedules based on lifecycle data 5 Yes Standard Report. Report can include the Replacement Cost Analysis value.

15.44 Ability to generate a report listing all vehicles within a mileage range 5 Yes Standard Report

15.45 Ability to generate a completed work order report by mechanic 5 Yes Standard Report Motor Pool Management

15.46 Ability to identify customers eligible to drive a pool car 5 Yes Standard design feature.

15.47 Support customer vehicle reservation scheduling and cancellation 5 Yes Standard design feature.

15.48 Record vehicle check-out and vehicle return 5 Yes Standard design feature.

Fuel Management

15.49 Support multiple fueling disbursement sites that provide unleaded, gas, diesel and liquified natural gas (LNG) 5 Yes Standard design feature.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements Additional Functional Areas page 30 City of Anaheim Public Works Department CMMS System: Additional Functional Requirements Requirement Description Vendor Response
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15.50 Support standard and alternative fuel inventory 5 Yes Standard design feature. MaintStar EAMS is developed and prepared for Alternative Fuel or Electric vehicles currently without modification.

15.51 Support fuel keys with either active or inactive status and record the employee and the department 5 Yes Standard design feature. Key management and tracking is provided.

Keys can be assigned to a employee or department.

15.52 Ability to assign a fuel key to a specific vehicle 5 Yes Standard design feature.

15.53 Ability to assign parameters to a fuel key, i.e. ability to assign the fuel type for a vehicle, the fuel tank capacity 5 Yes Supported.

15.54 Support automated fueling and mileage collection from vehicles (passive fueling) 5 Yes Supported.

15.55 Create a record and report of fuel consumption by employee 5 Yes Supported.

15.56 Create a record and report of consumption by vehicle number 5 Yes Supported.

15.57 Ability to export fuel consumption data to the fleet management asset record 5 Yes Standard design feature.

15.58 Ability to capture vehicle onboard diagnostics information (OBD-11) when refueling 5 Yes Supported.

15.59 Ability to maintain a perpetual inventory of fuel and other operational fluids 5 Yes Standard design feature.

15.60 Ability to reconcile calculated fuel usage with the inventory in underground tanks 5 Yes Standard design feature.

15.61 Ability to capture data including date and time of refueling; fuel site location; vehicle ID; driver ID; odometer reading; miles driven since last refueling 5 Yes Standard design feature.

Facility Management

15.62 Ability to add a facility, i.e. property and building/structure names, address 5 Yes Standard design feature.

15.63 Ability to add the number of floors to a facility and the square footage 5 Yes Supported. Default Data set.

15.64 Ability to add floor plans
5 Yes
Standard design feature. Plan are on dedicated attachments tab.

Full description so many with many drawings sets can be identified quickly.

15.65 Lease administration including lease term, tenant, cost 5 Yes Supported. MaintStar EAMS offers Tenant Management Module, Including tracking and billing (lease).

15.66 Ability to identify tenant improvements 5 Yes Standard design feature.

15.67 Ability to attach AutoCAD drawings, pictures, maps and documents to a facility 5 Yes Standard design feature. MaintStar EAMS has no practical limit to the number and type of documents/files attached to the Facility Asset.

15.68 Ability to associate assets with a property including date acquired, cost, warranty and work order history 5 Yes
Standard design feature. These are usually contained in the asset details panel. Can view details while scrolling or investigating other facilities (multi-node User Interface).

15.69 Provide a standard framework and set of tools for facility condition assessments. The application should be scalable to include conditions ratings for equipment, heating (boilers, furnaces), air conditioning (cooling towers, chillers), roofing (materials, age), electrical (transformers, emergency generators, main distribution panels), plumbing (hot water, sanitary sewer, backflow preventer), elevators, building exterior (walls, doors, windows, stairways), parking (pavement, curbs, drains, sidewalks), kitchen (freezer, refrigerator, ovens) 5 Yes
Standard design feature. MaintStar EAMS allows framework and condition assessments to be assigned by asset type or asset class.

15.70 Provide space usage, i.e. how many square feet are assigned to a department 5 Yes Supported. Available Data set.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements Additional Functional Areas page 31 City of Anaheim Public Works Department CMMS System: Additional Functional Requirements Requirement Description Vendor Response
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(Yes/No)
Vendor Notes

15.71 Track and provide reports on furniture and equipment assigned to a space, person, or department 5 Yes
Standard design feature. Facility Management module tracks 4 tiers of vertical asset, which allows tracking to furniture and equipment including assignments.

15.72 Provide key management, i.e. assign keys to specific doors; assign keys to employees including the employee name, Department, position and date the key was assigned; track key ID numbers 5 Yes Standard design feature. MaintStar EAMS Facility and Fleet modules support key management.

15.73 Ability to track vendors including subcontractors and suppliers associated with a facility, the service they provide, contact information, and any applicable agreement information (term of the agreement, cost) 5 Yes Standard design feature. MaintStar EAMS tracks subcontractors and supplies all modules systemwide (including Facilities).

15.74 Visitor management for short-stay individuals including name and company, who they are visiting and how long they spent on site 5 Yes Supported. MaintStar EAMS Facility and Tenant management can track short term visitors.

15.75 Space management to support visibility to space and occupancy by type, use, and allocation 5 Yes
Supported. MaintStar EAMS allows for management to the room level.

A future release of MaintStar EAMS will include GIS indoors and 3D GIS (z value) for height or floor positioning.

15.76 Identify access control points within the facility 5 Yes Standard design feature.

Work Order Costing - Inventory Management

15.77 Ability to maintain inventory items in multiple warehouses 5 Yes Standard design feature. Inventory can be in multiple warehouses and support for storerooms within each warehouse as well.

15.78 Support inventory shelf and bin tracking 5 Yes Standard design feature.

15.79 Create, Print & Support bar code and QR codes 5 Yes Standard design feature. Barcodes and QR Codes supported systemwide.

15.80 Support commodity codes 5 Yes Standard design feature.

15.81 Ability to establish minimum/maximum quantities for each item 5 Yes Standard design feature.

15.82 Ability to generate low inventory alerts 5 Yes Standard design feature.

15.83 Ability to generate a report listing low inventory that includes stock on hand and consumption within a specified date range 5 Yes Standard report. Fast moving inventory report is available as well.

15.84 Ability to indicate the quantities of inventory used and calculate the cost of the inventory used on each work order 5 Yes Standard design feature. MaintStar EAMS can push inventory costs into budgeting module for forecasting future costs.

15.85 Ability to include serial numbers in the inventory item master 5 Yes Supported. Default design data field.

15.86 Ability to track warranty information in the inventory item master 5 Yes Supported. Default design data field.

15.87 Ability to identify items that are subject to regulatory compliance 5 Yes Supported. Default design data field.

15.88 Ability to conduct periodic physical inventories for all or portions of the warehouse(s) and ability to generate a “true up” item adjustment transaction record 5 Yes Standard design feature. MaintStar Mobile supports mobile device inventory.

15.89 Support inventory costing methods LIFO/FIFO/Average 5 Yes Standard design feature.

15.90 Ability to generate a warehouse requisition for inventory items and then sort the items requested by physical location in the warehouse 5 Yes Standard design feature.

15.91 Ability to issue inventory by work order number, vehicle number and employee number 5 Yes Standard design feature.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com Appendix IV Computerized Maintenance Management System Requirements Additional Functional Areas page 32 City of Anaheim Public Works Department CMMS System: Additional Functional Requirements Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes

15.92 Ability to maintain inventory items located in service vehicles 5 Yes Supported.

15.93 Ability to assign small tools to a vehicle (i.e. drive posts, brooms, rakes, blowers, etc.) 5 Yes Standard design feature. Tools, equipment and expendables can be assigned to vehicle.

16.00 Data Conversion Requirements

16.01 Inventory items obtained through Master Service Agreements (item number, description, item cost, total item quantity) 5 Yes
MaintStar Professional Services includes in scope and within the FFP pricing complete Data Extract, Transform and Load (ETL).

16.02 Warehouse inventory including item number, description, cost, quantity on hand, shelf and bin location, reorder point 5 Yes
MaintStar Professional Services includes this is Scope of Work and FFP pricing for Data ETL.

16.03 Fleet vehicle master file information including work order history 5 Yes
MaintStar Professional Services includes this is Scope of Work and FFP pricing for Data ETL.
3 – Experience and Company Background
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 34 History and Profile
MaintStar Vendor Profile
Years in Business Since 1984, 39 Years - Servicing State/Local Governments Corporate Ownership Domestic Corporation
Number of Employs 38 Employs - 100% Dedicated to LMS and EAMS Location
Support Center
MaintStar - Corporate Office
3510 Turtle Creek Blvd., Unit 17B
Dallas, TX 75219
Local Officer &
Point of Contact
Eric Sabato, Vice President of Sales
800-255-5675 o.
714-883-8851 c.
[email protected]
Company Background 39 years - Servicing State/Local government in Asset and Land Management Product Ownership 100 % - No Licensed Technology
100 % - In House Developed
Company Performance No Product End of Life Notices - Supporting all products sold No Default on Contractor RFP Response
No Pending Litigation, Investigation or Administrative Proceedings Company Focus
Industries Served
Nationwide - Local City and County Government
Utilities and Water Districts
Port Authorities
Unique Entity ID (UEI) P3VCXP2MZ4W5
DUNS 18-6024766
Fed Tax ID (EIN) 33-0151817
Total Clients/Retention > 200 with a greater than 98% Retention Rate Key Development Partners Microsoft® - Business Applications ESRI® - GIS Location Mapping
MaintStar enjoys 39 years as a premier supplier of Asset and Land Management solutions to state and local government.

MaintStar developed the first Public Works Asset Management system in 1984 for the City of Thousand Oaks, CA. MaintStar extended the product line to include Land Management in 2016. More than 200 agencies rely on MaintStar products today.

MaintStar is the sole creator and owner of it’s Intellectual Property - as developer, implementer, training and support vendor for all proposals - no experience is ever lost to a third party. MaintStar’s sole business model is to provide software solutions for State and Local Government - we are Domain Experts. To maximize revenues and grow, MaintStar strives to gain knowledge of the inter-workings of Government, excel on all technical requirements, and exceed expectations on deployment of each contract.

During these 39 years MaintStar has supplied software solutions specifically for Public Works and Community Development.

Many of these clients started with MaintStar EAMS for Public Works then adding MaintStar LMS Land Management System later based on their satisfaction with MaintStar.

MaintStar employs an experienced and talented team of professionals. The average tenure is 14 years with Public Works and Community Development teams. Our customers know that when they communicate with MaintStar they are talking to someone that is familiar with their environment and operations. This experience also goes a long way to accelerate deployment and integration, since environmental familiarity eliminates timely learning curves.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 35 MaintStar products and support is evenly distributed in throughout the United States. Product sales are currently 3 to 1 in favor of Public Works Infrastructure Asset Management to Community Development and Land Management clientele. 72+28
Enterprise Asset Management (72%)
Land Management (28%)
By Product
44+20+36
West (44%)
Mid (20%)
East (36%)
By Location
Customer Demographics
Premier Projects – Asset Management and Land Management Leader MaintStar – EAMS and LMS Leader
Local Agencies Population Serve General Description
City of Orange CA 137,000 Enterprise Asset Management and Land Management Orange County CA « 3.1 MIllion Enterprise Asset Management – Parks and Recreation Ventura County CA « 839,000 Enterprise Asset Management San Mateo County CA 735,000 Enterprise Asset Management – Roads and Streets Alameda County CA « 1.6 Million Enterprise Asset Management and Land Management Santa Clara County CA 1.8 Million Enterprise Asset Management – Transit/Fleet City of La Mesa CA 59,000 Land Management
Cities Size/Population General Description
Village of Palm Springs FL 31,000 Land Management
Plant City FL 35,000 Land Management
City of Winter Garden FL 47,000 Enterprise Asset Management – Full Infrastructure City of New Elm MN 15,000 Enterprise Asset Management – Water Utilities City of Waukegan IL 80,000 Land Management
Counties Size/Population General Description
Mesa County CO 157,000 Land Management
Seminole County FL 875,000 Enterprise Asset Management – Public Works Hillsborough County FL « 1.1 Million Enterprise Asset Management – Public Works Hawaii County HI « 203,000 Enterprise Asset Management – Public Works States Size/Population General Description
State of Wyoming WY 575,000 Permitting - Encroachments, ROW and Utilities State of Kansas KS 1.9 Million Permitting - Encroachments, ROW and Utilities « = Returning Customer - Multiple Generation Client
MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 36 Qualifications Statement
Established in 1984, MaintStar enjoys more than thirty-nine (39) years of supplying and supporting state and local government software systems, specifically for Community Development/Land and Public Works/Asset Management.

MaintStar has deployed and supports over 200 similar agencies to the City of Anaheim in the United States. • Experts - MaintStar is one of the most senior and experienced developers of Enterprise Asset Management solutions for State/Local Governments. Maintstar takes advantage of our background and longevity to build and optimize our three principal business units’ development, professional services, and on-going support into an optimized customer ecosystem (details on the next page). • Domain Knowledge - MaintStar applications have years of providing the exact same solutions, features, and requirements detailed in this solicitation - and the company has the necessary previous experience. • References - MaintStar is including five (5) references with two letters of recommendation in a dedicated section to demonstrate company and system performance and services satisfaction. • Technical Competency - MaintStar’s team has the previous integration and configuration experience to meet agency objectives and expectations. Integration to prime ESRI GIS and Microsoft AD and Exchange 365 are native to our system based on universal customer acceptance (greater than 97%) and offered at no charge. • Highly Experienced Staffing/Personnel - The MaintStar team brings 12 years of average company tenure and 15 years of average domain experience to this project. MaintStar is an EEO employer and adheres to all Fair Wage practices.
• Government Friendly Pricing Model - MaintStar EAMS is offered as a SasS enterprise site license. Our license provides unlimited user access with a single fee annually.. Government agencies may add as many users without purchasing any additional user licenses.

Common integrations used by most customers ESRI ArcGIS and Microsoft Business and Security Integrations are standard, built-in and NO COST. All ongoing services - hosting, online training, support, and upgrades are all incorporated into a single predictable annual fee. No surprise fees from MaintStar. • Premier AWS GovCloud Hosting Solution - Full Geo-Diverse, Multi-Data Center replicated hosting.

This is the same hosting services used by Federal Government agencies such as the FBI, DoD, and CIA. This solution is one of the few cloud service providers that is FedRAMP certified. AWS has a seven year historical availability track record of 99.9996%, and zero loss of customer data. If Data Center A is unavailable, operation continues via Data Center B, and Data Center B is capable to recreate Data Center A for full replicated recovery. AWS hosting offers sub-second RPOs and RTOs of minutes.

MaintStar offers every customer dedicated test and production environments in dedicated secure enclaves. All premier AWS security and cybersecurity measures are applied. • Modern Architecture - React JS, MS SQL 2019, RESTful Web Services API MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 37 Customer Driven Development
MaintStar EAMS performs development in a DevSecOps environment with a Continuous Integration/Continuous Development (CI/CD) Methodology and disciplined Agile 2-week Sprints (illustrated below). The development platform is React.JS and optimization for Cloud Hosting Application deployment. By leveraging this development model, MaintStar products maximize software sustainability and minimize lifecycle costs.

The MaintStar development model starts with continuous exploration of Asset Management requirements and solutions, an approach that is the leading method to design and architect user-focussed solutions. Exploration includes user group recommendations, interviews, support team feedback, and customer feedback via our online support portal. Combining comprehensive exploration with Agile CI/CD development methods, we optimize products for their purpose and natural fit for vendor-hosted Government applications.

Standards-Based Professional Services
MaintStar Professional Services team follows the time-proven PMI/ISO approach to program/project management. Project success and on-schedule delivery require continuous cooperation between contractor business units and the customer’s project team. Our six-touchpoint project management process (detailed on page 60) allows our project managers to ensure adequate company resources are available and applied to the project at all times. Through a Continuous Improvement Program, risks are identified and solved or mitigated quickly, complete with traceable documentation necessary to obtain progressively higher quality control standards.

Continuous Ecosystem Support Services
MaintStar Development, Professional, and Support Services operate as a single ecosystem to provide responsive operations and maintenance (O&M) support. The complex nature of today’s cloud-hosted applications requires a disciplined, process- oriented management approach. Our team brings the skills, tools, and technologies necessary to monitor platforms, infrastructure, and performance, automate configuration data, streamline process execution, and manage workflows.

Sustaining Development and O&M within the same corporate environment allows us to operate real-time continuously - Continuous Ecosystem Support. The DevSecOps approach establishes a continuous delivery ecosystem for the highest quality, lowest risk service support, building a quality feedback process. See the Support Services section for details (page 84).

CONTINUOUS

EXPLORATION

CONTINUOUS

INTEGRATION

CONTINUOUS

DEPLOYMENT

RELEASE ON
DEMAND

AGILE DEVELOPMENT
Moving ideas and requirements through to the end
of software development
DEVSECOPS DEVELOPMENT – RELEASE PROCESS
From value creation through delivery to the client

CONTINUOUS INTEGRATION / CONTINUOUS DEPLOYMENT

PIPELINE
• Develop
• Build
• End-to-End Testing
• Staging
• Deploy
• Verify
• Monitor
• Respond
• Release
• Stablize
• Operate
• Measure
• Hypothesize
• Research
• Collaborate
• Architect
• Synthesize
MaintStar CI/CD Development Environment

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING
4 – EAMS Software Technical Description
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 39 MaintStar EAMS core has four common engines that are designed to optimize work order efficiencies and response. • Comprehensive onboard workflow automation. Allows agencies to automate previously manual processes and move data more efficiently through the work order process. Automation includes rapid task assignments and To-Do-Lists.
• Asset Management through GIS empowerment. With split-screen interfaces, data confidence increases, and data can be more easily understood visually on a map.
• Onboard notifications engine. 100% real-time communications through enhanced messaging and alerts - regardless of where the staff works - is now a possibility. • Resident engagement. With both mobile applications and web portals, MaintStar EAMS engages the community. Residents report issues, and requests are grouped and given adequate priority. Work backlogs generate work orders more efficiently, and work completes faster.

MaintStar EAMS is more than repairing and replacing assets - it’s central to improving community infrastructure - with a forward-looking asset management strategy. Local government, public works, and utilities too often find themselves in a reactive maintenance mode, overwhelmed with backlogs, legacy systems, and strained budgets. Valuable data goes unnoticed and is ultimately unused. MaintStar EAMS addresses both of these concerns.

PUBLIC PORTAL

WORK REQUESTS

WORK MANAGEMENT

SCHEDULING

PREVENTATIVE

MAINTENANCE

PARKS AND

RECREATION

STREETS, ROADS, AND

SIDEWALKS

FISCAL FORECASTING

FISCAL BUDGETING

TIME TRACKING

KPI DASHBOARDS

MODULES OPERATIONS AND TASKS ANALYTICS

EAMS DB
Inventory
Assets
WRs
WOs
Service Record

ESRI GIS
Asset History
Parts/Assembly
Multi-Layer, Multi-Services GIS
Class A - Asset Management

WATERSHED AND
STORM

MOBILE APPLICATIONS

WORK ORDERS

REPORTS AND

ANALYTICS

INVENTORY AND

PROCUREMENT

MAINTSTAR EAMS FOUNDATION
MaintStar EAMS Block Architecture

EAMS WFA
Full Workflow Automation
WATER
Asset Management Strategy
Core Engine Architecture and High-Level Modules

FLEET AND

MOTOR POOL

FACILITIES AND

BUILDINGS
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 40 Forward Looking Asset Management
Single Solution for Every Asset
MaintStar EAMS system has an unlimited capacity to store and link the inventory of all Infrastructure, Facilities and Fleet needs. Both Vertical and Horizontal assets including, but not limited to: water lines, hydrants, vehicles, buildings, streets and trees, etc. MaintStar EAMS will help in the reporting of asset information required for conformance with the Governmental Accounting Standards Board Statement 34 (GASB 34) including but not limited to: description, location, condition, construction/installation/maintenance history and value. MaintStar EAMS shall:
• Standard user-defined fields (UDFs) and user defined lists (UDLs) to accommodate any environment • Inventory, parts and materials management is integrated to all asset classes and workgroups • Full support of GASB 34 accounting for appropriate costing/fiscal management • Support the use of assets for CIP budgeting and planning, rehabilitation and replacement and Preventative Maintenance using fields such as condition, acquisition date, initial cost, expected life, residual value, salvage value, depreciation rate, type, amount, etc., to allow for a complete description of the infrastructure asset • Data collected from work orders and field inspections are part of the historical asset record, simultaneously available for lifecycle analysis, risk exposure and renewal decision making. • Complete fiscal and project management modules enable capital improvement planning (CIP). Default data fields such as condition, acquisition date, initial cost, expected life, residual value, salvage value, depreciation rate, type, amount support this with any configuration efforts.

MaintStar EAMS architecture offers comprehensive capabilities to help organizations manage public assets and their associated data, work activities, and business processes. Designed with extensive vertical and linear asset capabilities, EAMS is ready to accept unique asset IDs, asset name, asset hierarchy, condition, criticality, estimated useful life, among many others. Associated documentation and photos support is available for any asset and visible on user desktop and mobile devices.

Horizontal asset data is easy to collect, including scanning, image capture, condition reporting, use and status. With GIS integrated into the user experience, horizontal asset location is always visible.

MaintStar Professional Services brings extensive experience uploading and converting legacy client data into EAMS.

Vertical and stratified data converts directly into MaintStar EAMS four-tier hierarchy.

With onboard templates and workflow automation, agency’s find it simple to streamline operations and manage work, track costs, and make enterprise improvements.

MaintStar EAMS helps agencies use and take advantage of large amounts of data and put that data to work - allowing agencies to build forward-looking fiscal, operational, and maintenance strategies. • Lifecycle Asset Management (LAM). MaintStar EAMS allows agencies to collect the correct data. Collecting appropriate information starts a complete maintenance strategy in MaintStar EAMS. • Predictability of Failure (POF) scoring. MaintStar EAMS allows agencies to build POF models for critical assets. POF allows invaluable forward decision-making regarding costs, risks, and replacement. • Failures have consequences with environmental, social, and fiscal costs. MaintStar EAMS allows for Consequence of Failure (COF) scoring. COF analytics starts meaningful risk analysis. • Plotting POF against COF is the basis for determining Organization Risk Exposure (ORE). With MaintStar’s comprehensive reporting and data analysis, your agency is now in a position for a complete Maintenance Strategy that incorporates risk mitigation..

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 42 MaintStar EAMS features a vastly improved Work Request System with a redesigned work request module and community web portal. New work orders are initiated through customer requests, emergency response requests, manager directions, and crew observations. In concert with MaintStar EAMS architecture, the Work Request Module, and the Community Portal can be optimized to meet agency needs through customization admin panels. Default system data fields include status, issues, assigned supervisor, request sources, and organizational groups. When more data options are required, MaintStar EAMS offers user-defined fields (UDFs), and user-defined lists (UDLs), for comprehensive optimization.

MaintStar processes work requests through various methods to eliminate duplicates and provide an accurate and reliable push from request to work order. MaintStar EAMS can route unconfirmed duplicates to a staff queue for review.

In addition to the Community Portal, MaintStar offers MaintStar Mobile Citizen Application for mobile devices. Mobile Citizen allows residents to report issues with a photo in a few clicks from their smartphone. MaintStar Mobile Citizen is a free app.

Preventative Maintenance and Inspections
Work Requests and Citizen Portal
MaintStar EAMS is capable of defining all features maintained in its asset inventory as collected, inspected or periodically modified including site location, feature description, condition assessment, etc. The System allows for the development of routine cyclical planning of maintenance work and inspections, and gives staff a guide to use in the scheduling and establishment of routine programs to pro-actively perform maintenance.

Preventative Maintenance scheduling is fully integrated with all aspects of the System including, but not limited to, the asset inventory, job costing for budget prediction and is able to pro-actively issue Work Orders based on time or usage (meter). MaintStar EAMS can automate the scheduling process inclusive of all work to be accomplished in each time period and further provides the ability to review the anticipated activities by any time period. Reports and information are easily retrieved and accessible by both administrative and line staff having the appropriate rights and privileges.

Corrective Maintenance when something needs to be fixed, and Preventive Maintenance when useful life needs to be prolonged or maximized. Much of the Preventive Maintenance operations are handled via templates in the MaintStar EAMS System. It is easy to define a template regarding what needs to be done, even to the point of pre-determining who will be doing it and what will be used to do it, if such specificity is desired. These templates can be assigned to an individual asset or piece of equipment, or to a group of assets. Scheduling of the Preventive Maintenance can be accomplished via calendar or meter, e.g., three months or 3000 miles, whichever comes first. Scheduling is tracked by the system, and at the proper time Preventive Maintenance templates will automatically generate the appropriate Work Order with all the information entered by MaintStar. Thus, a Preventive Maintenance program can be easily designed for all the Agency’s assets.

Inspections are an important part of the Agency’s operations, and MaintStar EAMS makes it easy to define them and schedule them. Many User Definable Fields (UDFs) will enable the agency to ensure the desired data is defined and collected and reported. Inspections can be assigned to individual assets or pieces of equipment, or to groups of assets.

An Inspection is simply an observation of conditions; however, if a problem is identified the Inspection can be turned into a Work Order with just one mouse click. Then the Inspection and the Work Order will be linked together. As mentioned, Preventive Maintenance tasks can be assigned by run time or set frequency.

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 47 Streets, Traffic and Transportation Management
MaintStar EAMS allows agency to manage a complex network of roadways, streets, waterways and boundary-based assets. For more than 39 years, MaintStar develops the leading GIS-centric enterprise system to manage highways, streets, traffic, railroads, transit, airports, and more. Through our integrated infrastructure software allows a single source solution to management of all community assets. You need to be able to track the full lifecycle of each asset within your community. Maintstar EAMS provides full lifecycle costing and management for all assets, including life-cycle status, preventive maintenance and inspections, labor costs, equipment usage, and vendor/contractor work, all in one system.

Agency assets require unique preventive maintenance and inspection schedules, but determining the best cadence can be challenging. MaintStar EAMS automates PM and inspections, allowing your teams to focus on the work at hand. • GIS-Centric managing transportation assets, modeling linear features, and accessing the vast array of data associated with road segments, bridges, signs, signals, rail, runways, and more. • Integrated Interface Map Tools User-friendly applications with integrated map tools help you visualize scheduled work, ongoing activities, recurring maintenance problems, high-risk areas, and historical information. • Risk Management Using data from MaintStar EAMS and ArcGIS, Operational Insights helps build risk model strategies for asset management. This system of insight allows cities and utilities to determine how to prioritize maintenance dollars and capital expenditures.

WO List, Filter, Select WO Detail and History
GIS and Geo-Spatial View
Single Multi-Node Screen
User Operation and Drill Down
MaintStar Menu
Work Order
Search and Find
Asset Image(s) and ID
GIS or KPI Dashboards
ESRI Data Details
Work Order Details

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 48 Parks and Recreation Management
Parks and urban forestry play a crucial role in enhancing quality of life and community health. MaintStar’s GIS integrated interface can help your organization move from reactive maintenance to proactive asset management, saving time and money while improving operations and planning.

Increased Efficiency - By eliminating paperwork and automating workflow through onboard workflow automation your maintenance teams will work faster, report field work in real-time, keep the office notified at all times on progress. In general, your field crews will make better use of time, make informed decisions, and be more productive.

Gone are the days of spreadsheets, with hand-held access to all asset data on a mobile device information, including map and GIS location there is no second guessing and the complete elimination of confusion and delays.

MaintStar EAMS provides data, tools, and even procedural advice that help facilitate preventative maintenance activities such as tree trimming. MaintStar EAMS automates the preventative maintenance cycle, teams can prioritize tasks and plan these activities more efficiently.

All preventative tasks can be set into cycles including trimming, disease and pest infestations/inspections. Activities that end the life of the trees, ensure public safety and reduce maintenance and legal costs. • Create an inventory of all your assets, from benches and trees to buildings and trails. • Empower field crews with mobile tools and real-time work updates. • Gain insights into seasonal shifts in labor, costs, and materials • Leverage data analysis tools to prioritize repairs, renovation, and replacement • Mobility including field inspections, measurements, and maintenance • ESRI GIS Hot Spot Dashboard Widgets
• KPI Dashboards and Reporting
The Parks and Recreation Module leverages the advantages of MaintStar EAMS four-tier asset management structure (see previous page).
• Tier 01 – Parks and Buildings
• Tier 02 – Bathrooms/Lockers, Landscaping, Playgrounds • Tier 03 – Fixtures, Devices, Construction, Lighting
• Tier 04 – Sub-Assemblies and Parts
MaintStar Four-Tier Vertical
Parks and Recreation Module
TIER 04
Components
Sub-Assemblies and Parts
Equivilencies and Replacement Information
Inventory and Warranty Status
TIER 03
Individual Elements
Fixtures, Devices, Lighting, Plumbing,
Electrical, Communications
LEM - Labor, Equipment, Materials Management
TIER 02
Group Elements
Bathrooms/Lockers, Landscaping, Playgrounds
Benches, Sidewalks
LEM - Labor, Equipment, Materials Management
TIER 01
Parks and Buildings
Details, Documents, History
Tenants, Job Site, History
LEM - Labor, Equipment, Materials Management
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 51 MaintStar is an ESRI development partner, offering ESRI integration for over ten years. With over 97% of our customers standardized on ESRI, Maintstar elected to include the integration standard. EAMS integrates with the agency’s existing ArcGIS database, using GIS data as master records.

MaintStar takes GIS-centric to the next level by building the GIS view into the user experience via a multi-node interface that allows users to view asset lists, details, and GIS map all in a single interface three-node view. This feature applies to MaintStar Mobile and desktop users.

With MaintStar EAMS, the agency will enjoy a suitable, accurate, and less labor-intensive solution since all asset management exists in a geo-database environment.

MaintStar EAMS is built on a microservices architecture, with contemporary RESTful services interface that is specifically designed interface/integrate with other systems within the agency for a comprehensive enterprise wide solution. Just a few examples of the interfaces required and fulfilled: financial systems, SCADA, fuel systems, GPS and CCTV.

Maintstar EAMS is designed GIS Centric and integration with ESRI and other GIS map services is standard.

MaintStar Mobile for Field Crews
Maintstar Mobile can operate on-network
or off-network. MaintStar Mobile on Apple
iPad Pro, Split Screen GIS and WO Summary
panels.

MaintStar Mobile supports all Mobile Feature
enhancements such as GPS auto-location,
Data update by speed of movement, and
capture of media (photos, audio, video, and
barcode/label reading to the Work Order
record. Note: Asset and Technician are visible
on the Map Display.

GIS Empowered Asset Management
Advanced Technology
MaintStar EAMS is mobile-enabled for real-time updates to asset management by field crews. MaintStar Mobile is a powerful application for Apple, Android, and Microsoft Surface devices. It allows field crews to manage and complete Inspections, Preventative Maintenance, Work Requests, and Work Orders. The application interface offers a powerful dual-node display where records and GIS are available in a split-screen viewing. The application allows full access to asset details, and attachments, including the ability to create new Work Orders and Requests in the field. Full functionality includes:
• Viewing maps (i.e., GIS) and data.
• Viewing inventory information.
• Ability to work offline. Connectivity to network is not required to complete field activities. • Adding assets to the inventory and revising/adding attribute information. • Receiving, executing, and closing work orders.
• Filling out forms and reports when applicable.

Project Selection
GANTT Chart
GANTT Scale
Work Progress and
Work Plans

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

4.2 and 4.3 – Hosting Infrastructure and Security
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 53 DATA CENTER TARGET A – HAYWARD CA

DYNAMO DBDYNAMO DB BU
DATA CENTER TARGET B – ASHBURN VA

DYNAMO DBDYNAMO DB BU
AWS GovCloud architecture offers the highest availability, data replication, and disaster contingency. All data is replicated to two data center targets which are located in distant locations. Should target A become unavailable, operations continue on target B without interruption or any loss of data. Target B will start creating a rebuilding target A automatically at another designated target location.

This architecture provides historical availability of 99.99996% and offers data resiliency not possible in a single data center in a single geographical location. This solution is FedRAMP certified and is currently the chosen solution by the CIA, FBI, DHS, and DoD.

INTERNET GATEWAY

INTERNET GATEWAYCELLULAR PROVIDER

AGENCY NETWORK
ROUTE 53

ACTIVE-ACTIVE
S3 BUCKET RDS SERVER ELASTICACHE

INTERNET GATEWAY

MAINTSTAR NETWORK

SUPPORT TEAM
AWS GovCloud Active-Active
WWW
AGENCY

MAINTSTAR

DEPLOYMENT TEAM
HAYWARD – CA
ASHBURN – VA

MAINTSTAR CLIENT
• No Single Point Failure
• Geo-Diverse - No Locale Vulnerability
• Unique Database
• Unique Server Instances
• NIST 800-171 Compliance
• CNSS 1253 Compliance
• FedRAMP Certified
• 99.9995% Availability
• Faster Network Speed - Less GeoIP Complexity
MaintStar AWS Hosting – Active-Active Network
Redundant and Geo-Diverse Facilities
AUTO

REPLICATION

FRONT END SERVER B

APPLICATION SERVER B

ELASTIC LOAD BALANCER

FRONT END SERVER A

APPLICATION SERVER A

ELASTIC LOAD BALANCER

FRONT END SERVER B

APPLICATION SERVER B

ELASTIC LOAD BALANCER

FRONT END SERVER A

APPLICATION SERVER A

ELASTIC LOAD BALANCER
S3 HOSTING
ZONE
AWS

CLOUDFRONT
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 54 MaintStar offers the Premier Hosted Cloud Solution.

Not all Cloud Hosting solutions are the same. Cloud Hosting allows many vendors to take ‘shortcuts’ to increase revenue at considerable sacrifice to the customer. The first shortcut is to house many customers on the same enclave, server, operating system, and database. Housing multiple customers on the same software is known as multi-tenancy.

Multi-tenancy allows vendors to save considerable costs and increase revenues with a significant loss to customer system performance. Not only does this compromise security, but it also forces customers to update in unison. Multi-tenancy also impacts scalability and complicates support. Since each customer has unique application customizations, user-defined data fields, and lists, the number of individual customer parameters burden the system, and scalability and support ease are lost.

MaintStar does not multi-tenant customers. Every client has unique servers, dedicated environments, databases, and pipes. Lesser vendors ask clients to share databases (less optimized and secure), share servers (less reliable), and share customization (less optimized and unique). MaintStar cloud servers are in Geo-diverse locations in Virginia and Northern California, offering resiliency otherwise too costly for agencies with a single location data center.

MaintStar SLA guarantees 99.95% uptime/availability. If the customer experiences less than 99.95%, a table of credit is applied based on the uptime delivered.

Our AWS GovCloud solution’s historical performance far exceeds the SLA guarantee. MaintStar customers have experienced

99.9995% availability over the last eight years. Total downtime for the recent eight years is less than 17 minutes, which occurred in 2017.

The latest SOC v3 is available on request by clicking below. https://d1.awsstatic.com/whitepapers/compliance/AWS_SOC3.pdf MaintStar Premier Cloud Hosting Platform
AWS GovCloud Hosting Technology
active-passive active-active

RPO / RTO
Hours

RPO / RTO
10s of Minutes

RPO / RTO
Minutes

RPO / RTO
Real-time
• Low Priority Apps
• After Event Restore
• After Restore Backup
• Cost $
• Data Live Apps
• Services Idle
• Provision After Event
• Cost $$
• Business Critical Apps
• Time to Scale
• Provision After Event
• Cost $$$
• Mission Critical Apps
• Near Zero Data Loss
• Zero Downtime
• Cost $$$$
Mission Critical Availability
The best approach to disasters is to plan for them in advance. MaintStar has addressed disaster recovery by using a premier AWS GovCloud geo-diverse active-active two-target data center solution. We enhance this with a third database backup sent to the customer on a regular basis. The advantages of our active-active strategy is shown below.

Backup and
Restore
Pilot
Light
Warm
Standby
Geo-Diverse
Two-Data Targets
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 55 MaintStar has selected Amazon Web Services as its primary provider based on providing the utmost reliability, availability, and scalability. Maintstar/AWS hosting performance has resulted in zero data loss and a total downtime of less than twenty minutes in the last eight years.

Key Security Metrics
Security Measures Applied
MaintStar has selected Amazon Web Services as its primary provider for Cloud IT Infrastructure. The same solution is selected by thousands of private companies globally to host its secure data, as well as the United States Government, including agencies containing data of the highest national security.

Amazon routinely provides a security audit by a third independent party, and the results of those audits are made publicly available on their website. MaintStar maintains the latest AWS SOC on file at all times and can be available to customers on request.

MaintStar uses the following security services/measures:

AWS CloudHSM
AWS CloudHSM is a service that allows customers to use dedicated hardware security module (HSM) appliances within the AWS cloud. AWS CloudHSM allows customers to store and use encryption keys within HSM appliances in AWS data centers.

AWS Identity and Access Management (IAM)
The AWS Identity and Access Management service enables customers to securely control access to AWS services and resources for their users. Using AWS IAM, customers can create and manage AWS users and groups and use permissions to allow and deny their access to AWS resources.

AWS Key Management Service (KMS)
AWS Key Management Service allows customers to create and control the encryption keys used to encrypt their data, and uses hardware security modules (HSMs) to protect the security of their keys.

AWS Shield
AWS Shield is a managed Distributed Denial of Service (DDoS) protection service that safeguards web applications running on AWS. AWS Shield provides constant detection and automatic in-line mitigations that minimize application downtime and latency.

AWS Web Application Firewall (WAF)
AWS Web Application Firewall is a web application firewall that helps protect customer web applications from common web exploits that could affect application availability, compromise security, or consume excessive resources.

MaintStar SLA Provisions
Data Ownership
The Customer owns their data - standard language assures the return of customer data within 30 days of contract termination.

Regular Data Backups Sent to Customer
MaintStar Maintenance SLA provides industry-leading availability in addition to regular database backups and data reports sent to customers for additional local storage on their own IT facilities.

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 56 While Amazon Web Services is our primary partner, we can offer Microsoft Azure and RackSpace solutions alternatively.

In all cases, agencies will have multiple, enclaved environments - a test environment (sandbox) and a production environment. The sandbox allows for the testing of upgrades, and ongoing training, and administrators can test configuration changes without impacting production operations or data.

MaintStar Hosted Solutions
Plan Amazon Web Services Microsoft Azure RackSpace
Silver 2 Virtual CPUs
8 GB memory
1 TB Storage
SQL Server 2019
AWS Shield Standard
2 Virtual CPUs
8 GB memory
1 TB Storage
SQL Server 2019
2 Virtual CPUs
8 GB memory
1 TB Storage
SQL Server 2019
Gold 8 Virtual CPUs
32 GB memory
2 TB Storage
SQL Server 2019
AWS Shield Standard
8 Virtual CPUs
32 GB memory
2 TB Storage
SQL Server 2019
8 Virtual CPUs
32 GB memory
2 TB Storage
SQL Server 2019
Platinum 40 Virtual CPUs
160 GB memory
4 TB Storage
SQL Server 2019
AWS Shield Standard
40 Virtual CPUs
96 GB memory
4 TB Storage
SQL Server 2019
40 Virtual CPUs
160 GB memory
4 TB Storage
SQL Server 2019
As Proposed for
City of Anaheim x 2 (sandbox, production environments)
MaintStar Hosted Options
Item Amazon Web Services Microsoft Azure RackSpace
Storage
2 TB Storage Upgrade 2 TB Storage Upgrade 2 TB Storage Upgrade Memory
32 GB Memory Upgrade 32 GB Memory Upgrade 32 GB Memory Upgrade Network
1,000 Mbps Dedicated Pipe 1,000 Mbps Dedicated Pipe 1,000 Mbps Dedicated Pipe Hosting Services and Provisioning

4.4 – Data Extract, Transform, Load (ETL)
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 58 Data Extract, Transform and Load (ETL)
Data ETL Process
Schema Crosswalk
Iterative Processing
Legacy LMS
DB(s)
MaintStar
Sandbox DB
MaintStar
Production DB
Target
Schema DB
Data Mapping
.CSV
• SQL
• Scripts
• Functional Test
• User Feedback
• Transform Test
• Validation
• Final
Acceptance
Data ETL
MaintStar Professional Services assigns a Senior Database Engineer (DBE) with twenty-five (25) years experience to every project implementation. The DBE ensures a documented, smooth, and accurate data movement from the legacy platform to the new MaintStar EAMS.

Our team documents, defines, and populates into the source side of the Data Mapping Document. Source Data is mapping routes to Receive Slots in the MaintStar EAMS Database. Orphans (unmapped source fields) are identified and UDFs are created in MaintStar EAMS to accept these orphans.

A full field Authentication Data Set is added to the source side to validate migration processing. Data is then loaded into the MaintStar EAMS sandbox environment. From the MaintStar EAMS sandbox, the data transformation is tested against system operation. It is likely that changes need to be made to the mapping document to optimize the migration and system operation.

The second generation mapping document is created after the first iteration testing. The first iteration is truncated and a second iteration is migrated and tested in the sandbox environment. This iterative process is repeated to achieve optimal success. All mapping document versions are retained and archived. The ETL process is illustrated below.

Attachment Conversion
Documents and their associated metadata are identified and associated in the Data Mapping Document. MaintStar stores a complete project record of document attachment transition in the PMT.

Retain All Legacy Data
Generally MaintStar recommends to retain all data. This means pushing all legacy data into MaintStar EAMS. Data may be migrated but remain ‘hidden’ from production activities, or purged from the system if the Agency Legal Authorities determine historical data becomes a uneccessary liability.

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

4.5 – Project Management and Teaming
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 60 Program Management Organization (PMO)
MaintStar engages all programs with a proven six-touchpoint approach for project success. The firm maintains multiple Project Management Professionals (PMP) for projects while continuously monitoring six core business areas. Continuous oversight allows the PMPs to ensure adequate MaintStar resources are always available during the project. This approach has proven to yield better-than-expected results (illustrated below).

In addition, the PMPs will enlist MaintStar corporate business units - Resources Manager, Director of Engineering, Transition and Go-Live Manager, Director of Training/Documentation, and ready to deploy additional resources as required.

Strategic Planning
Strategic planning and successful execution is the primary role of Project Management (PM). Effective management of all projects requires communication and action across six touchpoints. PMP will engage with program stakeholders and the MaintStar business units along each touch point. MaintStar Resource Manager, in collaboration with the PMP , will ensure adequate resources (tools, staffing, recruiting, finance, development) are available at each point in the program’s master schedule.

Governance will include a proper organizational structure and the proper tools to maintain a repository and system of record for the program. All MaintStar programs incorporate a collaborative Project Management Tool (project master schedule) to track schedules, deliverables, and milestones.

Fiscal management starts with securing adequate financial resources from initial deployment through system transition activities. Fiscal management continues through the application of cost controls throughout the program duration.

PMP is responsible for risk management and risk response. Risk Management integrates with Governance to document and record all risk responses and Quality Controls to improve the process and eliminate risk appearance. Application of a Continuous Improvement Initiative through proper PM documentation and monitoring of KPIs provides comprehensive quality controls (audited checks and balances).

Project Management - Compliant to PMI and ISO Standards MaintStar PMO
Project Management Based on Proven
ISO and PMI Standards and Structure

MANAGEMENT

ORGANIZATION
01 06
05 02
03 04
Governance
Schedule
Management
Fiscal
Management
Risk/Issue
Management
Quality
Management
Resource
Management

PROGRAM
MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 61 Implementation Approach

PROJECT PLAN AND WEEKLY REVIEW

USER DEFINED FIELDS/LISTS

MODULES AND CORE DATA

ASSET TYPES/STRUCTURES

BUSINESS WORKFLOWS

EAMS IMPLEMENTATION
Milestone 1

PROJECT PLAN DISCOVERY
EST. TEST ENVIRONMENT
Milestone 2
Milestone 3
Milestone 5

USER TRAINING
FINAL TEST - PUSH TO PROD.

USER EXPERIENCE
Milestone 4

GO-LIVE/COACHING
GIS and MS INTEGRATION

DATA ETL

CUSTOM INTEGRATION

RISKS/IMPACTS/RECORD
ISSUES/CHANGE MGT.

PROGRESS MONITOR
Project Mgt
Portal
City of Anaheim
Testing Sandbox

VALIDATION

PROJECT GOVERNANCE
MaintStar EAMS Project Roadmap
MaintStar EAMS deployment follows a well-structured methodology. MaintStar approach to the Enterprise Asset Management deployment projects follows ten (10) phases with concurrent operations for integrations (custom and default) and data ETL. The Project Roadmap below illustrates the project from a high-level - including all components.

MaintStar project management includes project governance (schedule, function, and quality responsibility).

Project Management - Governance
It is important that proper expectations are set from the beginning. Both teams have definitive time (response burden) and management responsibilities during the project implementation, training, and testing. MaintStar works closely with the customer team members during the entire process. Managing projects for over thirty years we discover the most important key to success is consistent team participation and communications.

MaintStar, Inc. | 3510 Turtle Creek Blvd., Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 62 Unified Team Mindset and Project Team
Proposed Project Professional Services Team
Sales Manager
Contracting
Eric Sabato, National Sales Director - Asset and Land Management (800) 255 – 5675 o.
(714) 883 – 8851 c.
[email protected]
Project Manager Tony Sheppard, Project Manager EAMS / LMS (800) 255 – 5675 x203 o.
[email protected]
Configuration
Deployment
Integration Tier I, III
Vladimir Buskin, Chief Engineer LMS / EAMS
(949) 426 – 5618 c.
[email protected]
Maria Dolgareva, Integration Engineering Tier I
Anel Begildayeva, Integration Engineering Tier II
Lead and GIS Engineer
Data Base Administrator
Victor Reinhart, Director GIS Development, LMS / EAMS
(714) 309 – 7362 c.
[email protected]
Mobile/Field Apps
Engineer
Brett Kolve, Mobile and Field Applications Engineer EAMS (800) 255 – 5675 x203 o.
[email protected]
Training Manager
Go-Live Coaching
David McElroy, Director of Training LMS / EAMS
(714) 585 – 0712 c.
[email protected]
Dedicated Support
Engineer
Kadrick Everson, Senior Technical Support LMS / EAMS
(800) 255 – 5675 x205 o.
[email protected]
Escalation
Resource Management
Dimitry Poretsky, President
(800) 255 – 5675 x202 o.
[email protected]
Please find the two tables illustrating the qualifications and experience of the MaintStar Team and our Unified Mindset Approach to Project Teaming. The Team Table below identifies primary roles, MaintStar tenure, and contact/escalation.

The Staff Skills Assessment Table illustrates our team’s breadth of experience. Significant skills overlapping imparts cost control, enables surge capacity and risk management, and builds a team that comes together to provide maximum value to the project and customer, not one for discrete functional success. Staff substitution will be mutually agreed to by City of Anaheim and MaintStar.
« «« ««
16 YEARS
« «« ««
25 YEARS
« «« ««
6 YEARS
« «« ««
20 YEARS
« «« ««
6 YEARS
« «« ««
6 YEARS
« «« ««
37 YEARS
« «« ««
25 YEARS
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com MaintStar Project Team - Skills Assessment Table page 63 MaintStar Skill Assessment and Unified Team Mindset
Personnel Name Role Education
Certifications
Years with
MaintStar
Years
Career
Experience
2022 Projects
EAMS and LMS
Project
Management
Development
Custom
Integration
Standard
Integration
(ESRI and E365)
Configuration
Optimization
Data ETL
User Defined Data
and Lists
Cloud
Infrastructure
Training
Testing and
Go Live
Tony
Sheppard
Project
Manager
B.S.,
American Military University
Charles Town
6 20+ 7 √ √ √ √
Vladimir
Buskin
Workflow and
Configuration Engineering
M.S.,
Informatics and
Computer Engineering
16 15+ 11 √ √ √ √ √ √
Maria
Dolgareva
Tier I
Integration
Engineer
M.S.,
Moscow Institute of
Physics and Technology
6 7+ 8 √ √ √ √ √ √ √
Anel
Begildayeva
Tier I
Integration
Engineer
B.S.,
M. Kh. Dulati Taraz State
University
5 7+ 8 √ √ √ √ √ √
Victor
Reinhart
GIS Engineer
Data ETL
B.S.,
University of California,
Los Angeles
25 25+ 11 √ √ √ √ √ √ √
Brett
Kolve
Mobile and
UI Configuration
B.S.,
Oregon State University,
Corvallis
20 15+ 10 √ √ √ √
David
McElroy
Training and
Transition Manager
M.B.A.,
University of California,
Santa Barbara
25 25+ 7 √ √ √ √ √
Kadrick
Everson
Dedicated Support
Engineer (DSE)
B.S.,
Fullerton College,
Fullerton
6 5+ 6 √ √ √ √ √ √ √ √
MaintStar Team
Cumulative Totals and
Skill Resource Count
109 > 119 68 2 3 6 6 8 5 7 4 3 3

4.6 – Software Licensing
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 65 EAMS Licensing
MaintStar offers EAMS as an enterprise SaaS site license. Our enterprise license offers Government agencies unlimited user access for a single annual subscription cost. A sample of our EAMS Enterprise SaaS Site License Agreement is provided for review.

4.7 – Software Integration
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 67 Integration Experience
MaintStar Technical Experience
Sub-Contracting None. All work is performed in-house with dedicated engineers.

Third Party Software None.

Team Competence Software Development (14) - In House
Database Engineering and Optimization (2) - In House
Project Management (2) - In House
Supporting Documentation Development (1) - In House
Technical Writer (2) - In House
Business Analyst (1) - In House
Standard EAMS Integrations
Experience Highlights
ESRI - GIS (MaintStar uses Open GIS Consortium Standards) Microsoft Office and Exchange 365 Integration
Microsoft Active Directory Integrated Security
MS SSRS Reporting
CardConnect PCI Credit Card, ACH and PayPal Payment Processing Various Electronic Plan Review (LMS)
Previous Client Integration
Experience
Tyler Eden Cashiering
Tyler Technologies - EPR
Oracle Fusion Cloud - EPR
Laserfiche - Document Management
Sungard HTE
Microsoft CRM Dynamics®
Selectron Automated ACD
Paymentech (now JPM Chase) Credit Card and ACH Fees Processing Previous
Database Conversions
Hanson Infor - Asset Management
Access and Agency Created SQL Database Conversion
Tidemark - Land Management
Accela - Land Management
Tyler Eden - Land Management
MaintStar Professional Services retains three highly experienced integration engineers for custom integration. The firm enjoys a well-respected list of integration experience and ongoing support. All integration (standard and custom) development occurs in the MaintStar DevSecOps CI/CD development environment - including test scripts written before development starts. All integrations are subject to DevSecOps continuous testing and improvement, removing burdens on deployment and the final test process. The designated Integration engineer inserts user cases from the test specification into the Requirements Traceability Matrix (RTM) with an associated test case. All integration follows identical traceability from specification to final test.

An Overview of MaintStar Technical Experience is detailed below.

4.8 – MaintStar Implementation Services
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 69 Professional Services
MaintStar delivers a complete Continuous Delivery Ecosystem. Development, deployment, and maintenance teams operate in synchronization, and delivery of of service is more predictable and faster, generating a higher Quality of Service (QoS) standard for the agency.

MaintStar uses a DevSecOps Continuous Integration/Continuous Development Environment across the corporation, taking advantage of a central platform, tools and processes. Our environment forms na ISO feedback loop to maximize Development to Maintenance workflow, and maximize maintenance to development feedback. Shown below.

DevTest
Agile Scrum Team
Production Environment(s)
DevSecOps Shared Services Team
Deployment
AWS Publishing Team
Maintenance
Support Team
Left to Right Maximizes Develop to Maintenance
Workflow
Right to Left Maximizes Maintenance to Development
Feedback
• Central Development platform and tooling services
• Create and deploy production like DevTest environments • Manage automated tool chains, applications operation, IoC Automated Build g Integration g Test g Infrastructure Configuration g Deploy MaintStar Professional Services Teams
Development (14)
All MaintStar products are developed in-house in a DevSecOps environment that maximizes software lifecycle, minimizes costs, and reduces risks and issues.

Custom Integration Engineers (3)
Maintstar develops all custom integration in-house in the same environment used for development. A process that allows development to set design standards and architecture, and support to provide feedback in an identical manner to the product’s standard code.

Project Management and Deployment (14)
The MaintStar deployment team publishes to the Cloud Infrastructure in full synchronization of development/security standards taking complete advantage of continuous testing and feedback.

Operations and Maintenance Support (5)
MaintStar operations (cloud infrastructure) and support (customer help) operate with the same environment, platform, and tools used by DevTest and Deployment, which optimizes communications and feedback to all issues or risks faced in cloud or customer environments (continuously).

MaintStar Continuous Delivery Ecosystem
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 70 MaintStar uses a collaborative Project Management Tool to enhance communications, deliverables, and the productivity of the weekly conference calls. The Project Management system is a web-based collaborative Project Management System.

Both teams will have access to the project folders, file exchange, contribute comments, upload deliverables, and visibility into the project at any time of the day.

The Project Management Tool maintains a real-time Project Timeline with milestones that all team members see upon logging in. Additionally, the portal provides, Full Project Governance, System of Record, including auditing of any Organization Change Management (OCM) downstream.

Collaborative Project Management Tool
Discovery and Gap Analysis
Our Project Plan includes a Requirements Traceability Matrix (RTM) that establishes the baseline for acceptance validation and testing. The RTM is a project plan document maintained in the Project Management tool for governance and system of record. Any change to the RTM over the course of deployment and implementation is subject to change management and approval.

Deployment follow iterative methodology (note: iterative methodology reduces project risks and is crucial to maintain deployment cadence and schedule), so testing is continuous and refinement follows. Most issues are identified and addressed in deployment.

Requirements Traceability Matrix
Discovery
MaintStar starts with a comprehensive discovery and planning process. Our Project Manager will visit the City of Anaheim for an on-site operational assessment. The objectives of this assessment are to understand the details of the operation and identify software requirements against the day-to-day operations. Mutually working with the customer, MaintStar will identify the primary needs of deployment to maximize system functionality, minimize manual processing, and identify any gaps that need to be closed in MaintStar implementation.

Gap Analysis - Project Plan
Maintstar approach to GAP analysis follows the traditional four-step process to achieve ideal results. The analysis will finish with a Gap Close Plan to document and include in the Project Plan.

1. Assessment of the City of Anaheim Operations, Business Structure, Automation/Workflow, and Objectives (this includes changes to business processes and planned enhancements). To adequately determine corrections, the analysis structure identifies data, usage, and process gaps using qualitative and quantitative assessments.

2. Identify and document all gaps

3. Data and usage gaps are analyzed, along with identification and documentation of any product optimization or unusual configurations required in MaintStar LMS necessary to close or correct any gaps identified in step two.

4. Process gaps are analyzed, along with identification and documentation of any business rules, workflows, automation, or procedures required to close or correct any remaining process gaps or to incorporate business enhancements. This step may include mutual agreement on enhancements a organization workflow adjustments.

Once the Gap Analysis is complete, our team will summarize recommendations and create a Gap Close Plan to bridge gaps. Review of the Gap Close Plan continues with City of Anaheim Stakeholders and the MaintStar Project Team until reaching a mutual agreement. To maintain appropriate project governance and a system of record, the Gap Analysis becomes a permanent record/file in the Project Management System. The document is available throughout the entire implementation project
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 71 City of Anaheim – EAMS Tasks and Responsibilities
Task Team Member
Project Kick-Off
- Coordinate Conferences
David McElroy, Project Sponsor
Project Plan
- Discovery and Operation Assessment
- Gap Analysis
- Requirements Traceability Matrix
• Organizational Change Management
Tony Sheppard, Program/Project Manager
Standard Integrations (Connect)
- ESRI ArcGIS
- MS Integrated Security AD SSO
- MS Exchange 365 Business Apps
Victor Reinhart, GIS Development
Deployment EAMS
- Milestone 1 - Modules and Core Data
- Milestone 2 - Asset Types and Structures
- Milestone 3 - User Defined Fields/Lists
- MIlestone 4 - User Experience
- Milestone 5 - Business Work Flows
Vladimir Buskin, Deployment Engineer
David McElroy, Project Sponsor
Tony Sheppard, Project Manager
Database EAMS ETL - Anaheim CMMS Victor Reinhart, GIS Development Custom Integrations
- CGI Advantage 4 ERP
- Anaheim Anywhere (CRM)
- Laserfiche
- Accela
- Other (Fuel Management)
Maria Dolgareva, Integration Engineering I
Anel Begildayeva, Integration Engineering II
Training and Go-Live Planning David McElroy, Director of Training Go-Live and Ongoing Support Kadrick Everson, Senior Technical Support and DSE Anaheim EAMS Deployment – Tasks and Responsibilities
Full Project Schedule and GANTT Chart on Page 74
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 72 Customer Responsibilities
Anaheim EAMS Deployment – Project Hourly Estimates
City of Anaheim – Estimated Project Hours
Item Anaheim - Project Hours MaintStar - Project Hours
Project Management 140 Hours 300 Hours
Configuration/Customization 60 Hours 240 Hours
General Implementation 80 Hours 320 Hours
Historical Data Conversion 40 Hours (Anaheim CMMS Extract/Map) 80 Hours Training/Administration 60 Hours 80 Hours
Go Live Support/Testing 40 Hours 60 Hours
Total Estimated 420 hours 1080 hours
Specific responsibility of the customer related to the implementation and data ETL efforts include the following:
• Researching and compiling electronic data from your existing sources. • City of Anaheim to assign or dedicate a Project Manager/Lead for the customer-side for the Project. • City of Anaheim to assign a dedicated IT resource for the project to expedite establishment of the testing environments and connections to third party systems.

The IT resource will also assist with the extraction of the legacy database for transformation and loading into the MaintStar environments.
• Providing this data in electronic to MaintStar Project team or post on PM Tool. • Scheduling staff time for review of transformed data. • Be available for telephonic or text support for MaintStar regarding data transformation via PM Tool, email or tele- phone.

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 73 MaintStar – Change Management Workflow
CHANGE

IDENTIFIED

APPLY CHANGE

MODEL TO PMT
CHANGE

APPROVAL

APPLY CHANGE TO

PROJECT
• Run Change Model
• CIR
• Submit to PM Teams
• Request Approval
• Obtain Approvals
• Apply Change
• Update Project Tasks
• Generate New GANTT
• Notification
• Send Summary Report
• Save Acks
• Document
• Why Statement
• Specification
• Task Lists
• Metrics List
• Impact Analysis

MAINTSTAR - PROJECT MANAGEMENT

PROJECT CHANGE MANAGEMENT
MaintStar Change Management Workflow
Managing Changes
MaintStar welcomes changes as the deployment project proceeds. By welcoming changes, the company can focus on accommodating change with an accurately measured response. Our project team will document the change request, including specification(s), Level of Effort (LOE), task lists, and tasks assignment.

Using an effective Project Management Tool (PMT) the team will run the change in a Project Model and generate a Change Impact Report (CIR). The CIR is sent to stakeholders on both PM teams for approval.

Once approved, a new Project Summary Report (PSR) is sent to PM teams, and all acknowledgements and documents are archived.

The following steps and workflow sumamrize the manage project changes:

1. Create Why Statement

2. Create Specification

3. Establish Task List and Assignments

4. Create Impact Analysis

5. Run Revised Project Model in the PMT

6. Generate a Change Impact Report

7. Request and Obtain Approvals

8. Apply Change after Approval

9. Update Project Tasks

10. Generate New Timeline and Milestones

11. Send Notifications
12 Send New Project Summary Report
13 Save Acknowledgements and Document in the PMT
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com EAMS Implementation Project Time Line Estimate page 74 This schedule and chart is an estimate based on schduled May 2024 start date. The estimated completion with Training and Go Live estimates for early December 2024. MaintStar establishes timelines based on the requirements, scope of work, and over 30 years of similar project experience. These may change with scope of work changes, final project plan definitions, and prompt receipt of deliverables and direction from the City of Anaheim.

This scope includes two data conversion processes (for accuracy and high validation), along with requested system Integrations. MaintStar will assign an eight person deployment team (see team resumes), this allows for concurrent work operations (data ETL, configuration, and integration overlap).

System Environments Proposed to the City of Anaheim – (1) Sandbox + (1) Production.

Project Schedule and GANTT Chart
Schedule
City of Anaheim CA
Enterprise Asset Management System
May 2024 Jun 2024 Jul 2024 Aug 2024 Sep 2024 Oct 2024 Nov 2024 Dec 2024 Jan 2025 Enterprise Asset Management System
Planning Phase •
Establish Asana Project Management Portal
Document Workflows, Users, Security Rights
Complete Project Plan, Integration APIs and Test Plans
Setup Initial MaintStar LMS Installation (Sandbox)
Walk Through MaintStar LMS Setup (Iterative)
Practice, Test, Use MaintStar LMS Outside of Meetings
Database Create and Data ETL •
Test Environment Database Create
Data ETL
Configuration and Validation •
MIlestone 1 - Application and Record Types
MIlestone 2 - User Defined Fields and Lists
MIlestone 3 - User Experience and Customization
MIlestone 4 - Workflow Automation
System Interfaces •
ESRI GIS Interface (MaintStar Standard Integration)
MS Exchange/Office (MaintStar Standard Integration)
Custom Optional Integrations CGI Advantage 4, Laserfiche (Tier I) Custom Optional Integrations Accela, Anaheim Anywhere (Tier I) Training •
Preliminary Admin/Supervisor Training
End User and Go Live Training
Go Live •
Push Sandbox Data to Production
Production Goes Live
Post Production Assistance
Go LivePlanning Database ETL Deployment Integration Integration Opt.TrainingPhase Duration GANTT Legend

INVENTORY MANAGEMENT
WORK ORDER • WORK REQUESTS

ADVANCED ASSET MANAGEMENT

WORK PLANNING

4.9 – Reporting and Dashboard Capabilities
City of Anaheim CA
RFP #412-PW-12/21/2023 – CMMS

MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 76 MaintStar EAMS offers a comprehensive user-centric reporting solution MaintStar EAMS features a powerful onboard reports engine founded on the latest technology. MaintStar reporting engine is based on 2019 technology, including databases. Software libraries, and software development kits. The solution is web based, and a hosted cloud based solution, will reduce your IT resource costs.

MaintStar EAMS features a powerful onboard reports engine. For realtime reporting and department observation the system offers KPI Dashboards. Users may set up and configure dashboards widgets the provide insight to Community Development activity in real time. For digital and paper reports the system has four reporting modes; (1) Standard Reports - common CD reports MaintStar loads into all systems, (2) Custom Reports - standard reports that users edit and save, (3) Instant Reports search reports created from map or list search and queries users create and save, and (4) Ad Hoc full custom reports using an exclusive four step wizard interface.

In today’s fast paced world, real time reporting of key performance indicators is valuable to optimize business operations.

Receiving this information visually, and to quickly adjust parameters to identify under and over performing areas, has created the need for Visual Dashboards. MaintStar recognizes the importance of Dashboards as vital part of business decision making. We elected to engineer and build our own dedicated Dashboard product which connects to all our management software products.

MaintStar Dashboard’s are engineered and manufactured by MaintStar, not licensed from a third party. This brings many advantages to our customers:
• Reduced per seat costs
• Dashboards talk to our databases natively - for faster product operation - better mobile performance • Uniform software versions and simultaneously software upgrade and features releases • Most intimate product understanding with a faster time to resolution support

KPI DASHBOARDS

STANDARD REPORTS

CUSTOM REPORTS

INSTANT REPORTS

AD HOC REPORTS

REPORTS MANAGER
Users Edit and Save
Users Create and
Edit and Save
Users Create and
Edit and Save
Users Create and
Edit and Save
MaintStar Created

1. Report Select from Manager

2. Select Chart and Chart Type

3. Preview Report

4. Output (Printer, PDF, XLS, DOC)
Print Export
MaintStar Dashboards
Comprehensive Reporting Solutions
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | 800-255-5675 | www.maintstar.com page 77 Bar Graph Widgets
Line/Time Graphs
Running Totals Indicators
MaintStar EAMS features a full complement of widgets, maps, and meters. Our most popular cluster maps, widgets, and meters are illustrated below. Users may configure and set widget color and datalinks optimizing real-time information for their specific needs.

Work Request Clusters
Map
Pie Graph Widgets
Customizable KPI Dashboards – Widgets
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 78 MaintStar EAMS offers power visibility into Public Works Operations with onboard KPI Dashboards. Users can configure a customized dashboards panel with the widgets displayed on the previous page.

MaintStar EAMS makes running reports easy. From the user Interface and the Reports Manager; Reports can be found by ID, Category, Name or Description. Reports can be generated Real-Time as a Background Task or Emailed to another user.

MaintStar EAMS – Dashboards Module
MaintStar EAMS – Reports Manager
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | 800-255-5675 | www.maintstar.com page 79 Sample of Standard Reports - EAMS
Asset Reports Asset List Printout
Asset Management Rating Report
Asset Downtime
Preventative Maintenance PM Schedules
PM Due Soon Report
Overdue PM WO Report
Work Order Reports WO Printout
Work Order List by Asset
Overdue WO Report
Inventory Controlled Picklist
Slow Moving Parts
Planning Work Details
Actual Work Report
Planned Use Summary
Division Reports 3 Year Planned Use Summary
Work Status Report
Work Request Report Survey
Detail Report
MaintStar EAMS has hundreds of standard reports. Below is a listing of the most popular reports. Remember, these reports may be easily customized, saved with a new name and used as often as desired. Reports may be automatically distributed and scheduled by time of day and day of week. Scheduled reports are easily identified by clock icon next to the report.

Reports have an ID, Name, Description, and Category for easy identification.

Reporting Module - Report Types
Instant Report Users can create and perform queries and filters on any list. They can save these querires for futre recall an use as well. They can generate ‘Instant Report’ from the query with or without a selected chart type.

Standard Report MaintStar EAMS is loaded with universally used popular reports called ‘Standard Reports’ . A short list of Standard Reports is listed below.

Custom Reports A Standard Report may be close but not exactly what a user is looking for. These Standard Reports may be modified and saved by users. These are called ‘Custom Reports’ . Users can organize Custom Reports in categories for ease of recall in their Reports Module.

Ad Hoc Reporting For Agencies that need a unique report, MaintStar can generate complete Ad Hoc Reports from scratch. The user will not need to be familiar with SQL or Database Language. A four step wizards is used to generate an Ad Hoc Report. After their training courds from MaintStar, Ad Hoc reports can be easily created and saved.

MaintStar EAMS has a Comprehensive Reporting Module Reports. Reporting output falls into four types below. Any of the reports may be automatically distributed and scheduled by time of day and day of week. Scheduled reports in MaintStar are easily identified by the clock icon next to the report. Reports include an ID, Name, Description, and Category for easy identification.

Comprehensive Reporting Options
Popular Standard Reports
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | (800) 255-5675 | www.maintstar.com page 80 MaintStar EAMS features many standard reports, each can be adjusted by setting criteria or filtering to meet a particular need - see next three sample reports. The standard Inventory Summary by Warehouse Report is shown below.

Warehouse Stock Number Part Description Min Total Rsvd Avail Avg Cost Total Cost CUST 001 30 weight oil 5.00 101.00 42.00 59.00 3.45 $348.45 14 40 weight oil 5.00 8.00 0.00 8.00 15.00 $120.00
345 30 weight oil 5.00 12.00 8.00 4.00 3.45 $41.40
450 Oil filter 20.00 44.00 33.00 11.00 5.95 $261.80
4567 Signal Bulb 0.00 5.00 1.00 4.00 .00 $0.00
900-1 2 PLY BATH TISSUE 0.00 4.00 3.00 1.00 0.707 $2.83 900-10 ARMOR ALL 0.00 40.00 0.00 40.00 7.611 $304.44
900-100 POW FLAG 0.00 10.00 0.00 10.00 61.58 $615.80
900-101 PUMIE SCOURING STICKS 0.00 14.00 0.00 14.00 2.43 $34.02 900-102 PURELL HAND SANITIZER 0.00 1.00 0.00 1.00 8.95 $8.95 900-103 PURELL HAND SANITIZER 4 0.00 12.00 0.00 12.00 2.62 $31.44 900-104 PUSH BROOM 0.00 3.00 0.00 3.00 19.80 $59.40
900-105 RAID INSECT KILLER 0.00 9.00 0.00 9.00 11.33 $101.97 900-107 REGULAR COFFEE 0.00 3.00 0.00 3.00 39.07 $117.21 900-108 RESTROOM CLEANER 0.00 18.00 1.00 17.00 27.448 $494.07 900-109 RIG BRUSHES WITH HANDLE 0.00 19.00 0.00 19.00 21.50 $408.50 900-11 BACTINATOR 0.00 14.00 0.00 14.00 21.99 $307.86
900-110 ROLLED PAPER HAND
TOWELS

0.00 304.00 2.00 302.00 2.702 $821.41
900-111 SCOTCH BRITE PADS 0.00 452.00 0.00 452.00 0.70 $316.40 900-112 SCRUBBER SPONGES 0.00 109.00 0.00 109.00 2.59 $282.31 900-113 SHEILA SHINE 0.00 37.00 0.00 37.00 9.101 $330.74 900-114 SHOWER BRUSHES 0.00 75.00 0.00 75.00 17.768 $1,332.57 900-116 SIMPLE GREEN 0.00 3.00 0.00 3.00 17.331 $51.99
900-118 SPONGES LARGE 0.00 59.00 0.00 59.00 1.00 $59.00 900-119 SPRAY BOTTLE & TRIGGER 0.00 109.00 0.00 109.00 3.914 $426.59 900-12 BLACK MAGIC TIRE CLEANER 0.00 57.00 0.00 57.00 5.007 $285.39 900-120 SQUEEGEES 0.00 9.00 0.00 9.00 19.61 $176.49
900-121 STAINLESS STEEL POTS 0.00 11.00 0.00 11.00 28.31 $311.41 MaintStar, Inc.

Warehouse :

Run
Run
06/14/2021
03:02 PM
Inventory Summary by Warehouse Report