Item E-10 Agenda Report — Beverly Hills City Council, October 3, 2023

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AGENDA REPORT
Meeting Date: October 3, 2023
Item Number:

To: Honorable Mayor & City Council
From: Daren Grilley, Assistant Director of Public Works/City Engineer Teresa Revis, Associate Project Manager
Subject: APPROVAL OF AMENDMENT NO. 4 TO AN AGREEMENT

BETWEEN THE CITY OF BEVERLY HILLS AND TRUEPOINT
SOLUTIONS, LLC FOR PHASE 2 UPGRADE OF THE CITY’S

HANSEN (INFOR) WORK ORDER AND ASSET MANAGEMENT
SYSTEM; AND

APPROVAL OF A PURCHASE ORDER IN THE AMOUNT OF
$650,000
Attachments: 1. Amendment No. 4

RECOMMENDATION
Staff recommends that City Council move to approve Amendment No. 4 to the agreement between the City of Beverly Hills and TruePoint Solutions, LLC for the continuation of the Phase 2 upgrade of the City’s Work Order and Asset Management System (Infor) and approve a Purchase Order in the amount of $650,000 to TruePoint Solutions, LLC for a total not-to-exceed contract amount of $1,056,735.

INTRODUCTION
Staff has completed Phase 1 of the implementation, including Wastewater, Stormwater Facilities Maintenance, and Environmental Maintenance. To date, Phase 2 has included Water Operations, Street Maintenance, Street Lights and Traffic Signals, Water Treatment Plant, and Central Stores. The remaining groups to implement are Park Maintenance, Parking Services, Solid Waste, Engineering and Project Administration.

BACKGROUND
The City initially implemented the Hansen work order management system in 1997 primarily for water work order and asset management. In 2007, Hansen was acquired by the enterprise software firm Infor. In 2009, the City upgraded the system and expanded to include water, stormwater, streets, sewers, water treatment plant work order Meeting Date: October 3, 2023

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management, inventory and Geographic Information Systems (GIS). However, the capabilities of the system as a comprehensive work order and asset management system were not fully leveraged at that time.

Over the last several years, staff has been working on the re-implementation of the Public Works work order and asset management system. In 2015, the City released a Request for Proposal (RFP #15-22) for redevelopment and reimplementation of the system. City Council approved the agreement with vendor TruePoint Solutions, LLC for Phase 1 implementation at its April 4, 2017, and subsequently approved the Phase 2 agreement at its October 16, 2018 meeting. Phase 1 included a major system upgrade, modules related to the systems foundation and the initial onboarding of some Public Works divisions. Phase 2 incorporates the remaining divisions within Public Works. These groups will be implemented in FY 2023-24 and FY 2024-25.

DISCUSSION
Infor is a centralized repository of field work records and asset registry; it tracks service levels and offers the ability to retrieve various reports to analyze trends and develop strategies to improve or enhance service levels. The Public Works Department, along with the Information Technology Department, have successfully implemented many divisions within the Department. Implementation of the remaining divisions will be within the scope of this proposed Amendment No. 4, except for Project Administration and Engineering, which are only included in this agreement to determine the extent of their use of Infor and may require additional work. Amendment No. 4 will allow staff to continue to optimize and evolve the asset management system currently in place and support Parks Maintenance, Urban Forestry, Parking Services and the remainder of Public Works.

The Infor system currently contains 71,438 assets, 94,135 completed service requests, 303,796 completed work orders, and 4,238 individual types of parts in 23 stock locations.

Staff is able to input their parts, vehicle and labor hours into work orders so that managers and executives can see the details and cost of the work performed. Work is also tracked by type of maintenance so that managers can determine the amount of work that is preventative versus reactive.

One notable success of the Infor system is the Central Stores division of Public Works.

Implementing Central Stores into the system required coordination with the entire department since all of the individual parts and stock locations had to be identified and input into the system. The Central Stores team took the lead on managing the storage location and implementing a process for the field crews to be able to request parts and have them pulled and ready for the next day. This allows for the field staff to reduce downtime and allows better control of the parts inventory. Since implementation, the Central Stores team has completed two annual inventory audits and has had tremendous success and accuracy compared to prior to their use of Infor. The FY 2021-22 inventory audit revealed a total inventory value of $604,027, which was a difference of close to $400,000 from the previous year. That reduction is attributable to less inventory on-hand, as well as more accurate reporting.

Another success is the Customer Service module which allows more efficient communication between the Customer Service team and the Public Works divisions. The Customer Service team submits service requests straight into Infor. These requests can then be linked to work orders and tracked together providing staff all the information regarding the request. When a supervisor closes a service request, they have the option Meeting Date: October 3, 2023

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to send notification to the requestor. This allows staff to provide the high service level that our community deserves.

FISCAL IMPACT
Funds for this Amendment are available in the approved budget for the Public Works Asset Management System CIP No. 00896 for implementation of the work order and asset management system. The implementation of this system is anticipated to take two to three more years to complete; funding needs have been forecasted in the CIP to align with the implementation of various modules in future years.

In addition to funds set aside in the CIP for the system implementation, there is an annual software licensing fee of approximately $215,000 per year (the actual annual licensing fee is determined by the number of user licenses in a particular year). Funding for additional licenses will be from the CIP and has already been approved by the City Council at the June 6, 2023 meeting. The number of licenses will continue to be evaluated as each module is developed, and information will continue to be provided to City Council in future fiscal year budgets.

Shana Epstein,
Director of Public Works
Approved By
Attachment 1
B0785-0001\2855364v2.doc
AMENDMENT NO. 4 TO AN AGREEMENT BETWEEN THE CITY

OF BEVERLY HILLS AND TRUEPOINT SOLUTIONS, LLC FOR
PHASE 2 UPGRADE OF THE CITY’S HANSEN (INFOR) WORK

ORDER AND ASSET MANAGEMENT SYSTEM
NAME OF CONSULTANT: TruePoint Solutions, LLC
RESPONSIBLE PRINCIPAL OF CONSULTANT: Kent Johnson, Chief Executive Officer CONSULTANT'S ADDRESS: 774 Mays Boulevard, 10-377
Incline Village, NV 89451
Attention: Kent Johnson, Chief Executive
Officer
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: October 17, 2018
TERMINATION DATE: October 17, 2020 (original termination date) June 30, 2021 (amended pursuant to
Amendment No. 1)
June 30, 2022 (amended pursuant to
Amendment No. 2)
June 30, 2023 (amended pursuant to
Amendment No. 3)
June 30, 2024 (extended pursuant to
Section 2 by letter dated March 24, 2023)
June 30, 2025 (amended pursuant to
Amendment No. 4)
CONSIDERATION: Original Agreement: Not to Exceed:
$324,530, as detailed in Exhibits A and B
Amendment No. 1: Additional not to
Exceed $82,205
Amendment No. 2: No Cost Amendment
Amendment No. 3: No Cost Amendment
Amendment No. 4: Additional not to exceed
$650,000.00
Total Not to Exceed $1,056,735.00
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2 AMENDMENT NO. 4 TO AN AGREEMENT BETWEEN THE CITY

OF BEVERLY HILLS AND TRUEPOINT SOLUTIONS, LLC FOR
PHASE 2 UPGRADE OF THE CITY’S HANSEN (INFOR) WORK

ORDER AND ASSET MANAGEMENT SYSTEM
This Amendment No. 4 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY") and TruePoint Solutions, LLC (hereinafter called “CONSULTANT") dated October 16, 2018 and identified as Contract No. 665-18, as amended by Amendment No. 1, dated July 16, 2019, identified as Contract No. 395-19, amended by Amendment No. 2, dated June 28, 2021, and identified as Contract No. 253-21, amended by Amendment No. 3, dated March 15, 2022, and identified as Contract No. 188-22 (“Agreement”).

RECITALS
A. CITY and CONSULTANT entered into an Agreement for the Phase 2 upgrade of CITY’s Hansen (Infor) work order and asset management system, which was previously amended.

B. CITY and CONSULTANT desire to further amend the Agreement to extend the Termination Date, expand the Scope of Work to continue INFOR implementation for the remainder of the Public Works Department, increase the Consideration for the extended term, and amend the Schedule of Payment and Rates to compensate CONSULTANT for its services.

NOW, THEREFORE, the parties agree as follows:

Section 1. The Termination Date shall be amended as set forth on the cover page.

Section 2. Section 2 of the Agreement entitled “Time of Performance” shall be amended to read as follows:

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3 “Section 2. CONSULTANT shall commence its services under this Agreement upon receipt of a duly authorized purchase order issued by CITY. CONSULTANT shall complete the performance of services by the Termination Date set forth on the cover page.

The CITY Manager or her designee may extend the time of performance in writing for two additional one-year terms or such other term not to exceed two years from the date of termination pursuant to the same terms and conditions of this Agreement.” Section 3. The Consideration shall be amended as set forth on the cover page.

Section 4. Exhibit A, “CONSULTANT’S STATEMENT OF WORK”, shall be amended and restated as attached hereto and incorporated herein.

Section 5. Exhibit B, “SCHEDULE OF PAYMENT AND RATES”, shall be amended as attached hereto and incorporated herein.

Section 6. Except as amended by this Amendment and previous amendments, the remaining provisions of this Agreement shall remain in full force and effect.

EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.

CITY OF BEVERLY HILLS
A Municipal Corporation
JULIAN A. GOLD, M.D.

Mayor
ATTEST:
__________________________(SEAL)

HUMA AHMED
City Clerk [Signatures continue]
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4 CONSULTANT: TruePoint Solutions, LLC

KENT JOHNSON
Chief Executive Officer

DON HUNSINGER
Secretary
APPROVED AS TO FORM: APPROVED AS TO CONTENT:

LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
_____________________________
SHANA E. EPSTEIN
Director of Public Works
_____________________________

DAREN GRILLEY
Assistant Director of Public Works/
City Engineer
_____________________________
SHARON L’HEUREUX DRESSEL
Risk Manager
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5 EXHIBIT A
CONSULTANT’S STATEMENT OF WORK
ORIGINAL AGREEMENT:

Scope of Work for Water, Street Maintenance,
Street Lighting and Traffic Signals
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6 Table of Contents
Table of Contents ............................................................................................................................9 Purpose ..........................................................................................................................................10 Implementation Scope ...................................................................................................................11 Products .....................................................................................................................................11 Services In-Scope .......................................................................................................................11 GIS and IT Support ................................................................................................................11 Water .....................................................................................................................................13 Street Maintenance ................................................................................................................15 Street Lighting and Traffic Signals ........................................................................................17 Services and Products Out-of-Scope..........................................................................................19 Expenses.....................................................................................................................................19 Role and Responsibilities ............................................................................................................20 TruePoint Responsibilities......................................................................................................20 CITY Responsibilities .............................................................................................................21 Implementation Approach...............................................................................................................23 Critical Success Factors .............................................................................................................23 Approach .....................................................................................................................................24 Deliverables.................................................................................................................................24 Project Administration.....................................................................................................................26 Project Change Management......................................................................................................26 Quality Assurance .......................................................................................................................27 Decision / Issue Resolution Process...........................................................................................27 Deliverable Acceptance Process.................................................................................................27 Project Team Meetings ...............................................................................................................28 Work Location..............................................................................................................................28 Holidays.......................................................................................................................................28 Facilities, Tools, Equipment Resources ......................................................................................28 Remote Access ...........................................................................................................................29 Signature Page...............................................................................................................................30 Appendix: Change Request Form ..................................................................................................31 Appendix: Deliverable Acceptance Certificate ..............................................................................33 Appendix: Certificate of Acceptance ..............................................................................................34 DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F B0785-0001\2855364v2.doc
7 Purpose
The purpose of this SOW is to document the services to be delivered, the price of the requested services, and the roles and responsibilities of the various parties responsible for their portion of the delivery. These services have been requested by the CITY to help it meet its objectives: re-implementation of the Infor product and training end users, Implementation services for the various Public Works disciplines and Information Technologies.

This document addresses the specific requirements of the CITY as well as the specific requirements of TruePoint Solutions in order to efficiently and feasibly deliver the requested services.

Upon acceptance by both the CITY and TruePoint Solutions, any changes or modifications to the SOW must follow the Change Order or Addendum Process defined later in this SOW. All approved addendums will become attachments to the original agreement, which will then form the new baseline upon which future changes will be measured.

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8 Implementation Scope
Products
This SOW is for professional IT services associated with:
• Infor Public Sector Asset Management
Services In-Scope
GIS and IT Support
Overview
IT will determine when they require GIS or IT support
Project Tasks
 GIS Training agreed to by Beverly Hills and TPS scheduled as needed not to exceed 2 days. Training will be onsite.
 IT support as needed by Beverly Hills not to exceed 3 days. Support will be remote.

Deliverables and Costs
Deliverable Cost
Remote Support (3 Days billed as incurred) $4,500
Onsite Training – Geo-Administrator Training $3,000
Expenses –This is a not to exceed budget for 1 person for no more than 1 onsite trip1. All expenses are billed as incurred. $2,500
Total Project Costs $10,000
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9 Timeline (weeks)
Task W1 W2 W3 W4 W5
Project Initiation
GIS Configuration Document (1) Asset
Types TBD (2 Divisions)
GIS Configuration Document - Address
Onsite Training – Geo-Administrator
Training
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

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10 Water
Overview
For this division, TruePoint recommends that official addresses for both the CITY of Beverly Hills and those of West Hollywood be added to Infor for staff to accurately identify their work location. At minimum, Water mains, laterals, valves, flush outs, hydrants, meters, pump stations and the treatment plant need to be entered in Infor.

The CITY operates from a preventative maintenance perspective so all preventative maintenance schedules should be in Infor. All regulatory requirements related to the maintenance and cleaning of CITY systems should be in Infor with milestones created in the work order if required. Training is recommended for the water works division for the correct use of customer service requests and work order print outs.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 Expire historic activity definitions
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $15,500.00
IPS Configuration Document - Activity Definitions $3,300.00 IPS Configuration - Activity Definitions $3,300.00
IPS Configuration Document - Preventive Maintenance $6,600.00 IPS Configuration - Preventive Maintenance $6,600.00
IPS Configuration Document - Inspections $6,600.00
IPS Configuration - Inspections $6,600.00
Report Specification Document (5) $6,600.00
Dashboard and Ad hoc Items $6,600.00
Reports (5) $6,600.00
IPS Configuration - Activity Definition Expiration $3,960.00 Training - End user training $3,960.00
Testing Support $5,280.00
Go Live Support $5,280.00
Expenses - This is a not to exceed budget for 2 people for no more than 3 onsite trips. All expenses are billed as incurred $10,500.00 Total Project Costs $97,280.00
Timeline (weeks)
Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9 W10
Project Initiation
IPS Configuration Document -
Activity Definitions
IPS Configuration - Activity
Definitions
IPS Configuration Document -
Preventive Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document (5)
Dashboard and Ad hoc Items
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11 Reports (5)
IPS Configuration - Activity
Definition Expiration
Onsite Training - End user training
Onsite Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

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12 Street Maintenance
Overview
A thorough review of the Streets Division discovered that the preventative maintenance schedule is still being manually executed as opposed to being automated in Infor. There is asset data that will need to be resolved within the GIS solution for assets such as signs, sidewalks, trees, alleyways, and wheelchair ramps. Work and business processes can be made by way of reporting and dashboards. The current activity list requires review and redevelopment to match the current work processes. TruePoint recommends improvement of the communication process for special events between the Planning group and the Streets division. And it should also be considered as to whether a mobile solution would improve the field hands’ workflow.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation  Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 Expire historic activity definitions
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $15,500.00
IPS Configuration Document - Activity Definitions $3,300.00 IPS Configuration - Activity Definitions $3,300.00
IPS Configuration Document - Preventive Maintenance $6,600.00 IPS Configuration - Preventive Maintenance $6,600.00
IPS Configuration Document - Inspections $6,600.00
IPS Configuration - Inspections $6,600.00
Report Specification Document $6,600.00
Dashboard and Ad hoc Items $6,600.00
Reports (5) $6,600.00
IPS Configuration - Activity Definition Expiration $3,960.00 Onsite Training - End user training $3,960.00
Onsite Testing Support $5,280.00
Go Live Support $5,280.00
Expenses - This is a not to exceed budget for 2 people for no more than 3 onsite trips. All expenses are billed as incurred $10,500.00 Total Project Costs $97,280.00
Timeline (weeks)
Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9 W10
Project Initiation
IPS Configuration Document -
Activity Definitions
IPS Configuration - Activity
Definitions
IPS Configuration Document -
Preventive Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
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13 IPS Configuration - Activity
Definition Expiration
Onsite Training - End user training
Onsite Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

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14 Street Lighting and Traffic Signals
Overview
The most overarching recommendation here is to load valid addresses into Infor. Intersections, if they exist in GIS need to be added to Infor with agreed upon identification codes. Signals should be installed in the signal schema and lights in the lights schema. All monthly and semi-annual preventative maintenance schedules should be created. FEMA entries require review to determine what needs to be recorded and where.

Communications cabinets, Edison meters, service poles and UPS locations should be entered into GIS and in Infor as assets or equipment. Modify the work order activity codes requires modification to make them more useful and the department should consider task creation. Maintenance type and responsibility codes would be more beneficial with modification. Review inventory for completeness in Infor and eliminate the use of spreadsheets once data has been validated. Cameras should be added as equipment as they are maintenance items for the division. Field laptops would be a very useful tool here. TruePoint recommends that the CITY begin working with MapDrawer. Place any as-built or other documentation in a centralized location where it is retrievable by staff – TruePoint would recommend placing this in GIS.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation  Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 Expire historic activity definitions
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $12,250.00
IPS Configuration Document - Activity Definitions $1,980.00 IPS Configuration - Activity Definitions $1,980.00
IPS Configuration Document - Preventive Maintenance $4,950.00 IPS Configuration - Preventive Maintenance $4,950.00
IPS Configuration Document - Inspections $6,600.00
IPS Configuration - Inspections $6,600.00
Report Specification Document $4,400.00
Dashboard and Ad hoc Items $4,400.00
Reports (5) $4,400.00
IPS Configuration - Activity Definition Expiration $3,960.00 Onsite Training - End User training $2,640.00
Onsite Testing Support $5,280.00
Go Live Support $5,280.00
Expenses - This is a not to exceed budget for 2 people for no more than 3 onsite trips. All expenses are billed as incurred $10,500.00 Total Project Costs $80,170.00
Timeline (weeks)
Task W1 W2 W3 W4 W5 W6 W7 W8
Project Initiation
IPS Configuration Document - Activity
Definitions
IPS Configuration - Activity Definitions
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15 IPS Configuration Document - Preventive
Maintenance
IPS Configuration - Preventive Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
IPS Configuration - Activity Definition
Expiration
Onsite Training - End User training
Onsite Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

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16 Services and Products Out-of-Scope
Work that is not specifically listed in this SOW as being In-Scope is considered Out-of-Scope for this project.

TruePoint Solutions will address alterations to the scope of this SOW using t the Project Change Management Process defined herein. Specific items out-of-scope include:
• Customizations and modifications to the core software • Load Performance testing
• Organizational change management
If mutually agreed upon changes that materially affect the original scope of work, TruePoint Solutions will negotiate the budget, schedule, or scope changes in good faith with the CITY.

Expenses
TruePoint Solutions will do make every attempt to minimize expenses related to travel including, advanced airline bookings, etc. TruePoint Solutions CONSULTANTs will stay at Client preferred rate properties as long as they meet necessary and reasonable safety standards.

Airfare
Preferred provider: Southwest Airlines
• Airfare above $600 has to be approved by Client.
• All domestic flights will be booked in coach class.
• Airline fees for special seating privileges are not chargeable. • Airport/Airline Internet Fees are non-chargeable in less they are being used for billable work and are authorized by Client.
• Airfare needs to be booked no less than seven (7) days prior to departure for domestic reservations and fourteen (14) days prior to departure for international reservations. Unless approved by Client. • Each CONSULTANT is responsible for booking their tickets unless otherwise noted by Client’s travel agency.
• Excess baggage charges should be avoided whenever possible. • Airline standby fees to catch an earlier flight are not reimbursable.

Ground Transportation
Preferred Sites: Enterprise/Avis
• Standard class of rental is midsize.
• Decline any car insurance through the rental agency.
• Refueling charges from the rental company will not be reimbursed. • CONSULTANTs may accept car rental upgrades only if there is no additional cost to Client. • Reasonable parking and toll expenses are reimbursable. • Airport or hotel shuttles should be used versus renting vehicles wherever possible. • Taxis are reimbursable where shuttle service is not readily available or for short distances where practical. Taxis may also be used when other public transportation is not available, where the cost of a taxi is more cost efficient, and when a rental vehicle and/or the cost of parking exceeds the cost of a taxi.
• Client will be charged for mileage driven on consultant’s personal automobile when used for a valid Client business purpose. A valid business purpose does not include your normal commute to and from airport or office. Mileage rate: As effected by IRS on its website. For 2016 the rate is 54 cents per mile. • On business trips of 150 miles or more, the least expensive alternative should be used which may include rail or rental car.

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17 • If a situation arises that a choice must be made between an overnight stay and an additional automobile trip, the safest / most fiscally prudent decision is required consistent with local working time regulations. • Mileage will not be reimbursed if a rental car is used on a Client business trip.

Hotel
Preferred Sites: Hilton/Holiday Inn Express
• Hotel rates above $150 per night require Client’s approval. • The hotel folio is required for reimbursement. Only amounts related to hotel room costs (including applicable taxes) should be reported as "Lodging".
• Entertainment-related expenses (e.g., in-room movies, alcohol, snacks, etc.), are not billable and considered personal and not reimbursable by Client.
• Weekend stay must be pre-approved by Client.

Role and Responsibilities
TruePoint Responsibilities
TruePoint Solutions Project
Team Member
Responsibilities
Project Manager and Lead TruePoint Solutions’ Project Manager is responsible for the overall project management and works directly with the CITY throughout all aspects of the TruePoint Solutions implementation—from the initial scoping, planning, staffing, to delivery. The Project Manager undertakes the project administration tasks:
 Project plan management
 Change order management
 Issue log management and escalation
 Status reporting
 Project workspace management
 Resources management
 Work plan management
 Meeting management
In addition the Project Manager will have significant experience in the business process as well as the product functionality and is responsible for:
 Business Process Analysis activities—Mapping the CITY’s business processes and requirements to the functionality of Infor Asset Management and the creation of the To-Be Analysis Documentation
 Leading system configuration activities
 Ensures continuity of all implementation tasks with CITY goals/processes
 Facilitating meetings with CITY business and IT staff  Day to day management of overall work plan tasks
 Involved in overall concept design of Conversion and Report DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F B0785-0001\2855364v2.doc
18 TruePoint Solutions Project
Team Member
Responsibilities
analysis as it relates to the known CITY business requirements Business CONSULTANTs Implementation CONSULTANT resources have significant Infor Public Works and business experience. Each CONSULTANT will be responsible for one or more of the following:
 Lead and conduct To-Be Analysis sessions
 System Configuration based on analysis documentation
 Data migration specification mapping
 Report Configuration Mapping
 Providing training/mentoring to CITY staff
Technical CONSULTANTs The Technical CONSULTANTs will provide expertise in their areas of assignment. The Technical CONSULTANTs work with the PM to ensure that solution design meets the CITY’s overall goals/process requirements. Tasks for a technical consultant could include:
 Data Migration Development
 Infor VB Configuration Development
 Report Development
 GIS Configuration and support
 Installation and support
CITY Responsibilities
CITY Resources Responsibilities
Project Sponsor  Ultimate responsibility for the success of the project  Creating an environment that promotes project buy-in
 Driving the project through all levels of the CITY
 High-level oversight throughout the duration of the project  Serving as the primary escalation point to address project issues in a timely manner
Project Manager  Overall administration, coordination, communication, and decisionmaking associated with the implementation  Planning, scheduling, coordinating and tracking the
implementation with TruePoint Solutions and within the CITY  Ensuring that the project team stays focused, tasks are completed on schedule, and that the project stays on track
Division/Departmental
Business Leads
A user representative for each affected department must be appointed to facilitate analysis and configuration and serve as a decision-making entity for that group. These critical appointments may well determine the success of the implementation for their respective areas.

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19 CITY Resources Responsibilities
Responsibilities include:
 Attending requirements workshop sessions
 Willing and able to gather data and make decisions about business processes
 Assist in the creation of specifications for reports & conversions  Review and test the system configuration, reports, & conversion  Participating in the implementation of the Infor PUBLIC WORKS solution
Division/Departmental Subject
Matter Expert (SME)
Responsibilities include:
 Being trained on Infor Public Sector at a System Administration level
 Being fully engaged in the Business Analysis and system configuration activities
 Assist internal efforts towards the creation of reports & conversions
 Assist in the review and testing of the system
 Actively participate in the full implementation of Infor Public Sector Technical Lead Responsibilities include:
 Primary responsibility for the technical environment during the software implementation
 Ensure that servers, databases, network, desktops, printers, are available for system implementation and meet minimum standards  Work with TruePoint Solutions technical personnel during implementation
 Maintain test and production databases
 Perform day-to-day maintenance of the system and install maintenance releases
 Act as the primary technical resource for troubleshooting problems  Establish and maintain backup, archival, and other customary maintenance and housekeeping activities
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20 Implementation Approach
System implementation is a critical activity that sets the tone for the CITY’s ongoing use of Infor Public Sector Suite. An onsite TruePoint Solutions implementation team will lead all project management, working in partnership with CITY staff to confirm that this project is delivered on time and within budget. The TruePoint Solutions Implementation Strategy requires customers to play an active role in the implementation to ensure the solution ultimately meets their needs, as all TruePoint Solutions project tasks require participation with input, prerequisite tasks, and extensive reviews from the customer.

Critical Success Factors
Project implementation will be a collaborative effort between the CITY and TruePoint Solutions. Significant time will be spent to ensure CITY goals are met, as defined in the Statement of Work. TruePoint Solutions implementation projects range in duration from six months to several years based upon a variety of factors.

Similar to implementation costs, implementation timeframes can vary widely based upon size, scope, and complexity of the solution. The following list identifies the critical factors that typically have a significant impact on Infor Public Sector implementations:
• Dedicated CITY Participation – TruePoint Solutions fully understands that CITY staff members have daily responsibilities that will compete with the amount of time that can be dedicated to the Infor Public Works implementation project. However, it is critical that the CITY acknowledges that its staff must be actively involved throughout the entire duration of services as defined in the Project Plan. TruePoint will communicate lack of sufficient participation of CITY staff and resources through Project Status Reports with both real and potential impacts to the project timeline. TruePoint will work with the project sponsors and project manager to help determine appropriate team member involvement. This could range from full-time involvement during early analysis meetings to part-time requirements during the technical implementation phase.
• Best Practice Templates – TruePoint Solutions’ Best Practice Templates, or pre-built business processes, are based on direct experience with hundreds of existing customers and domain experts.

These templates are complete packages of working business processes including workflows, data structures, business logic, form and standard reports. These will be utilized as the baseline for the Solution Foundation phase of the implementation, which will decrease risk, expedite deployment and ensure a superior utilization of the Infor Public Sector solution. • Knowledge Transfer – While TruePoint Solutions cannot guarantee specific expertise for Agency staff participating in the project, we will make all reasonable efforts to transfer knowledge to the CITY. It is critical that CITY personnel participate in the analysis, configuration, testing and deployment of Infor Public Sector to transfer knowledge to the CITY. Once Post Production assistance tasks are completed by TruePoint Solutions Services, the CITY assumes all day-to-day operations of Infor Public Sector outside of the Support and Maintenance Agreement. The Service and Maintenance Agreement does not cover any CITY manipulation of implemented configuration, reports, interfaces and adapters. • Deliverable Acceptance Process – Upon completion of each deliverable according to the acceptance criteria defined herein, TruePoint Solutions will provide the CITY with a Deliverable Acceptance Form to formalize acceptance and completion of the task. This form is subsequently signed by the appropriate CITY contact, as defined in the Project Charter, and faxed/scanned/emailed or hand delivered to TruePoint Solutions. It is critical that reviews and approvals for each project deliverable are completed in a timely fashion to confirm that TruePoint Solutions is meeting expectations. Upon completion of each Deliverables Acceptance Form, TruePoint Solutions will proceed toward the next milestone. Deliverable review cycles, if extensive or not prioritized by the CITY can extend the length of a project significantly. • TruePoint Solutions’ Implementation Strategy – TruePoint Solutions’ successful, proven, implementation Strategy is crucial to the project success. TruePoint Solutions’ software and customer base is a niche market and, as such, the implementation Strategy may differ from other consulting firms and software packages. It is imperative to the project’s success that the Agency is willing to adhere/adopt to our implementation Strategy.
• Documentation of Current Processes and Systems – The level of available documentation can impact a project schedule considerably. Proper documentation can expedite the learning process for DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F B0785-0001\2855364v2.doc
21 consultants, while limited documentation can result in additional phases (i.e., as-Is documentation, requirements validation and review).
• Complexity of Scope and Requirements including:
 Number of departments, divisions, user groups and/or agencies to which the software is deployed.  Level of automation required and degree to which clients rely on inherent COTS configuration that maximizes out of the box functionality thereby reducing ongoing maintenance and support efforts.  Conversion requirements – number and complexity of sources systems for data migration. System factors that lead to additional complexity include data cleansing requirements (if any) and/or converting legacy systems with limited and/or no documentation, or historical data integrity issues.  Interfaces requirements – number and complexity of interfaces and specification of such, including but not limited to the frequency and type of data to be exchanged.  Training requirements – including the number of business users that will require training and the schedule to do so in a manner that minimizes impact to operations.  Testing requirements – including the time and effort available of CITY staff to define and accurately and adequately test the new functionality and data migrated.

While some or all of these factors influence the overall project schedule, it is critical to understand the business reasons for implementation, including the overall goals and objectives of our clients. Often our clients are working to implement mandated requirements within specified timeframes; while other clients seek to increase efficiency, extend transparency and/or reduce overall spending on custom development efforts. The goals and objectives of our clients need to be considered in the development of an overall project schedule that reduces risk, maximizes benefit and works within the constraints of the agency.

Approach
TruePoint Solutions will develop a project management plan that provides details of our approach, Strategy, organization, communication strategy, risk mitigation strategy, staffing plan, training plan, development, transition and implementation plan, and collaboration between the CITY and the design team for program success. TruePoint will include each task, as specified in a subsequent Scope of Work, within the project management plan to support its execution. At the program level, TruePoint will integrate the individual tasks and activities to form an overall project management plan and an integrated master schedule.

Deliverables
The following is a list of deliverables that will be delivered to the CITY. All of these will require a signoff and acceptance by the CITY.

Deliverable Description
Project Initiation First milestone of the project. It is upon project signature.

IPS Configuration
Documents
This document outlines how the Infor Public Sector will be developed for the CITY’s business needs. Best practices will be used to maximize the product functionality. These documents will need to be signed off by the CITY before development on the product begins.

IPS Configuration This is the configuration of the Infor Public Sector solely based on the signed off IPS Configuration Documents.

Report Specification
Documents
A report is a document, email or other formatted way of exporting data from the system. Each report is then mapped via a report design document outlining the report layout and data mapping.

Each design document will need to be signed off by the CITY before development on the report is started.

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22 Deliverable Description
Reports This is the report based on each report Specification document.

Dashboard and Ad Hoc
Items
Dashboard or Ad Hoc report items identified during the report specification process rather than custom reports. These are the developed items.

Interface Upgrade Support An interface that was written by Infor or another entity (not TPS) that needs to continue to function after an Infor upgrade. TPS will support the customer during the Infor software upgrade to ensure that the interface is tested and follows all upgrade protocols.

However, since TPS did not write the interface, if code changes are required, the customer will have to return to the original vendor for code changes. TPS will help target breaks in the interface to communicate properly to the vendor what to fix as best as we are able based on how it is defined by that vendor.

Infor Installation Support The customer is responsible for the Infor installation. TPS will provide guidance and help with troubleshooting if any issues arise during the installation.

Onsite Training End User/Admin Training: This is training to teach the end users the IPS 8.3 product features and/or configuration
Interface Design Document This is the document that outlines how each interface will interact with the Infor product. This document will need to be signed off by the County before development on interface begins.

Go Live Support This is onsite support for the Go Live week.

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23 Project Administration
Project Change Management
The purpose of Project Change Management is to define the process that will be utilized by the project to manage and account for changes to project scope, cost, and schedule. All project tasks must be approached with an understanding of the project and critically examined within the context of project scope, cost, and schedule management.

The purpose of Project Change Management is not to eliminate change, but rather to define a process allowing the proposed changes to be properly identified, evaluated, escalated, and approved as appropriate. The Change Order Process encompasses anything that changes the Statement of Work, duration of the project, or contract values. The Change Order Processes will follow the steps outlined below.

A Change Order Request Form must be completed for all changes requested by either TruePoint Solutions or the Client. It will further clarify impact or identify a deviation from the approved SOW or MSA. The TruePoint Solutions Project Manager will be responsible for managing all Change Order requests submitted on the project in accordance with the following process:
• All requests must be submitted in writing to the TruePoint Solutions Project Manager either by e-mail or hard copy to be recognized as a formal request. Verbal requests or voice mails will not be considered formal change order requests. The Change Order Request Form, shown in an Appendix of this SOW, should be used to document in detail the change and provide justification for why it is needed. The initial submission must also document the estimated work effort and cost specifically for investigating what it would take to implement the change if approved. Based on the impact analysis and the estimated work effort and cost, representatives from both TruePoint Solutions and the CITY will jointly determine whether to proceed with the investigation.
• If the investigation is rejected, then the Change Order request is considered rejected and no further action is required. If it is accepted, then the requester (or its assignees) will then determine the impact of implementing the change on the project. The CITY is responsible for completing any additional paperwork required as a result of this change (i.e. internal contract change documents). • In investigating the impact of the Change Order on the project, the requester (or its assignees) will determine the impact and change on the cost, schedule, and manpower originally estimated for the project. The requester will also determine the impact on the SOW and any revisions to the language that may be required, as well as the estimated work effort and cost to implement the Change Order.

Once the investigation has been completed, the requester will complete the Change Order Request Form with the information gathered in this step and resubmit it to the project manager for coordinating the review and approval.
• Based on the estimated work effort and cost, representatives from both TruePoint Solutions and the Client will jointly determine whether to proceed with implementing the Change Order. If the implementation is rejected, then the Change Order request is considered rejected, and no further action is required. If the Change Order is accepted, the Change Order request is considered approved. Once all appropriate signatures have been obtained for the Change Order, the approved Change Order will become part of the overall agreement and an amendment to the SOW. The amended SOW will become the new baseline document upon which any new changes will be based.

Hourly rates defined in the Rate Card section of this SOW will apply.

Quality Assurance
The TruePoint Solutions Project Manager will ensure that the Project objectives are being met and that the approach is refined whenever necessary. The following tools will be utilized for this purpose:

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24 • Weekly status meetings and project reviews
• Steering committee meetings
• The project plan, developed in Microsoft Project
• A clearly defined organizational structure
Project risks will be jointly monitored and mitigated by the project management team.

Decision / Issue Resolution Process
The TruePoint Solutions and CITY Project Managers are responsible for tracking Decisions that need to be made throughout the project. Decisions may include, but are not limited to, business process changes, team management changes, and regulatory or legislative changes. The Project Manager will regularly review the list of required decisions, and develop a plan for resolution including assigning the appropriate resource(s) for ownership and resolution. The appropriate resource and escalation path will be outlined in the agreed upon Governance Plan if applicable.

The Project Managers are also responsible for tracking project issues. Any stakeholder / end-user may raise a project issue. The Project Managers will regularly review and evaluate the list of issues, and for those mutually agreed to require resolution, develop a plan for resolution including assigning the appropriate resource(s) for ownership and resolution. The appropriate resource and escalation path will be outlined in the agreed upon Governance Plan if applicable.

Should the decision or issue not be resolved within three (3) business days, either party may escalate the issue by contacting, in the case of CONSULTANT, the Project Manager, or in the case of Client, the Business Sponsor or Steering Committee, in writing. These parties shall attempt to resolve the issue by mutual agreement. If the issue is not resolved by the Project Manager and Steering Committee within two (2) business days from the date of escalation, either party may escalate the issue by contacting, in the case of CONSULTANT, the Vice President of Services, or in the case of The Client, the client Sponsor in writing. These parties shall attempt to resolve the issue by mutual agreement prior to the terms set forth in the MSA.

Deliverable Acceptance Process
As part of the project, a number of deliverables, as described in the SOW, will be produced. All project deliverables are to be developed and delivered in compliance within the Project Charter.

First, a draft deliverable document is prepared by the responsible party. The review audience is determined by project management. The draft is emailed to the audience with an invitation to attend the Kickoff meeting to review the deliverable. Revisions to the deliverable are recorded and made and the revised deliverable is distributed again. A second review meeting may or may not be necessary. Once the revisions have been finalized the deliverable is presented for signoff by the TruePoint Solutions Project Manager and the Client Project Manager. Upon receipt of a completed deliverable from TruePoint Solutions, Client will have five business days to accept or reject the deliverable. Additional details are found in the Project Charter.

A Certificate of Acceptance is attached as a cover to the deliverable document. The TruePoint Solutions Project Manager signs the original submission as being compliant to the contract specification. The Client Project Manager reviews and signs the certificate indicating that it has been reviewed by the Client. The TruePoint Solutions Project Manager may make final revisions. The Client Project Manager signs the revised deliverable as “Recommended for Approval.” If the Client notifies TruePoint Solutions that it has rejected the deliverable, the Client will provide TruePoint Solutions with written notice specifying the basis of the deficiency. TruePoint Solutions will have a reasonable period to cure any deficiency in the deliverable and resubmit it for acceptance.

When resubmitted, the Client will have another five-day period to accept or reject the deliverable.

Following acceptance of the deliverable, any further changes or subsequent revisions to the deliverable will need to be addressed between TruePoint Solutions and the Client and may require a mutually acceptable change order request.

Project Team Meetings
Included in the Project Charter deliverable will be the plans and procedures for project management meetings.

This will include the following:

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25 • Project Steering Committee Meetings - The Project Steering Committee will meet on a monthly basis, and will include the Project Steering Committee as well as the individual project area project managers.

The TruePoint Solutions Project Manager will review the PMO Status Report. Issues and/or decisions escalated to the Project Steering Committee will be addressed. • Project Team Meetings - Each Project Team will meet on a weekly basis. The CITY Project Managers will review the Team Status Report. Issues and or decisions that require the collaboration of the meeting attendees will be addressed. Issues and/or decisions requiring input from the Project Steering Committee will be escalated. Project status reports will be generated weekly. • Individual Meetings - Individual project team members will meet with fellow team members throughout the project as dictated in the project plan and on an as-needed basis.

Work Location
The work described in this SOW will take place at the CITY’s main location. TruePoint Solutions consultants will additionally perform work remotely that will be considered part of the billable services under the terms of this SOW.

Holidays
TruePoint Solutions recognizes the following holidays:
• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving Day
• Christmas Day
Facilities, Tools, Equipment Resources
The following are the minimum facility requirements TruePoint Solutions needs to deliver the services identified in this SOW properly. CITY will be responsible for ensuring that these facilities are provided to TruePoint Solutions prior to work being initiated and that the facilities will be at least equivalent to those provided to CITY’s own employees. CITY will also be responsible for all costs associated with acquisition and use of the facilities, including all charges for the installation and use of phones, VPN, and modem lines.

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26 Facilities provided to TruePoint Solutions will only be accessible to its employees and authorized CITY personnel. To validate the confidentiality of the information collected, the office areas provided will be fitted with locks, card key entry, and/or electronic security pads for security purposes. CITY will also provide TruePoint Solutions with access to conference rooms, cafeterias, parking, and other similar facilities at no charge or at a charge commensurate with that charged to CITY’s own employees. No specific tools are required for the work.

TruePoint Solutions requires the following facilities and equipment throughout the project:

FACILITY/TOOL/EQUIPMENT DESCRIPTION
Project Team Space Co-located team space for TruePoint Solutions and CITY. Preferably a working desk with Virtual Machines & access per on-site resource.

Conference Rooms At least one conference room made available to conduct meetings.

Each room to include, at a minimum, a desk or table and 4 chairs.

Network Access Minimum of one network line for each enclosed office and cubicle provided Wireless internet connectivity is preferred.

Printers Access to laser jet printer (or equivalent).

Copy Machines Access to copy machine.

Remote Access
TruePoint Solutions will be provided with remote VPN access so that functional and technical work can be done remotely.

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27 Appendix: Change Request Form
Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: High Medium Low
Project Name and Control NUMBER:

Requestor:

Organization:

Date of Request:

Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: High Medium Low
Description of Change
Impact of Change(s):

Impact on Resources:

Impact on Schedule:

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28 Impact on Requirements:

Impact on Cost:

Assumptions / Risks
Alternatives to Proposed Change(s) (if any)
SUMMARY of Total Impact of Change
Resources:

Schedule:

Requirements:

Cost:

Required Approvals:

Reviewer Name Department Decision Date
Approved Rejected
Approved Rejected
Approved Rejected
Approved Rejected
__________________________________________ Date _________ TruePoint Solutions Approval
__________________________________________ Date _________ CITY of Beverly Hills Approval
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29 Appendix: Deliverable Acceptance Certificate
Deliverable Information
Client:

Project:

Initiated by:

Date Initiated:

Date Requested For Response:

Deliverable Name:

Deliverable Description:

File Name and Location:
 Accepted  Rejected
The above deliverable work product has been reviewed by CITY and meets the objectives and passes the acceptance criteria agreed by CITY and TruePoint Solutions for this deliverable / work product.

To Be Completed By Client
If Rejected, Indicated Reason Supporting documents are incomplete Project Management Team disagrees with information
provided
More information is needed (see below)
Other (see below)
If Rejected, Other Comments
Other Comments, if any
Documents Attached :

Nonconformance List
Reviewers
Printed Name Title Signature Date
Approval
Printed Name Title Signature Date
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30 Appendix: Certificate of Acceptance
I certify that this deliverable has been prepared in accordance with the relevant terms and conditions of the contract identified above.

TruePoint Solutions Sign-off: Date:

TruePoint Solutions Project Manager
The above referenced deliverable(s) has/have been approved and completed in accordance with the Contract.

Approved By: Date:

CITY of Beverly Hills Project Manager
Attachment(s):

Contract ID:

Client Name: CITY of Beverly Hills, California
Modules:

Deliverable ID:

Deliverable Name:

This CERTIFICATE OF ACCEPTANCE certifies that the above referenced deliverable(s) has/have been delivered for the above referenced Contract ID.

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31 Scope of Work for Infor Field Inspector
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32 Table of Contents
Table of Contents ..........................................................................................................................36 Purpose ..........................................................................................................................................36 Implementation Scope ...................................................................................................................38 Products .....................................................................................................................................38 Services In-Scope .......................................................................................................................38 Infor Field Inspector ...............................................................................................................38 Role and Responsibilities ............................................................................................................40 TruePoint Responsibilities......................................................................................................40 CITY Responsibilities .............................................................................................................41 Implementation Approach...............................................................................................................43 Critical Success Factors .............................................................................................................43 Approach .....................................................................................................................................44 Deliverables.................................................................................................................................44 Project Administration.....................................................................................................................46 Project Change Management......................................................................................................46 Quality Assurance .......................................................................................................................47 Decision / Issue Resolution Process...........................................................................................47 Deliverable Acceptance Process.................................................................................................47 Project Team Meetings ...............................................................................................................48 Work Location..............................................................................................................................48 Holidays.......................................................................................................................................48 Facilities, Tools, Equipment Resources ......................................................................................48 Remote Access ...........................................................................................................................49 Signature Page...............................................................................................................................50 Appendix: Change Request Form ..................................................................................................53 Appendix: Deliverable Acceptance Certificate ..............................................................................54 Appendix: Certificate of Acceptance ..............................................................................................54 Purpose
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33 The purpose of this SOW is to document the services to be delivered, the price of the requested services, and the roles and responsibilities of the various parties responsible for their portion of the delivery. These services have been requested by the CITY to help it meet its objectives: implementation of the Infor Field Inspector and training end users for the Wastewater and Facility Public Works disciplines in Infor Field Inspector.

This document addresses the specific requirements of the CITY as well as the specific requirements of TruePoint Solutions in order to efficiently and feasibly deliver the requested services.

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34 Implementation Scope
Products
This SOW is for professional IT services associated with:
• Infor Field Inspector
Services In-Scope
Infor Field Inspector
Overview
Requirements prior to project initiation
 Purchase Licenses from Infor
 Latest patch Version of V11
 Latest patch Version of V11 REST Services
 Get corresponding version of Field Inspection from REST Services Project Tasks
 Install REST Services on DEV Server
 Install REST Services on PROD Server
 Install Field Inspector on Tablets
 Configure User Access for Field Inspector
 Build 2 Custom Queries for Field Inspector
 Configure GIS for Field Inspector
 Test Field Inspection
 Training
 Go Live with Field Inspector
Deliverables and Costs
Initial Setup
No travel is expected for the server configuration
Deliverable Cost
Project Initiation $6,000.00
Install REST Services on DEV Server $6,000.00
Install REST Services on PROD Server $6,000.00
Configure GIS for Field Inspector $8,000.00
Total Project Costs $26,000.00
Development and Training for One Selected Division
Deliverable Cost
Support for Installing/Configuration Field Inspector on tablets $1,200.00 Configure User Access for Field Inspector $3,000.00
Build 1 Custom Query for Field Inspector $1,200.00
End User Training $2,400.00
Testing/Go Live Support $3,000.00
Expenses –This is a not to exceed budget. All expenses are billed as incurred $3,000.00 Total Project Costs $13,800.00
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35 Timeline (weeks)
Initial Setup
Task W1 W2 W3 W4 W5
Project Initiation
Install REST Services on DEV
Server
Install REST Services on PROD
Server
Configure GIS for Field Inspector
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

Development and Training for One Selected Division
Task W1 W2 W3 W4 W5
Support for
Installing/Configuration Field
Inspector on tablets
Configure User Access for Field
Inspector
Build 1 Custom Query for Field
Inspector
End User Training
Testing/Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

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36 Role and Responsibilities
TruePoint Responsibilities
TruePoint Solutions Project
Team Member
Responsibilities
Project Manager and Lead TruePoint Solutions’ Project Manager is responsible for the overall project management and works directly with the CITY throughout all aspects of the TruePoint Solutions implementation—from the initial scoping, planning, staffing, to delivery. The Project Manager undertakes the project administration tasks:
 Project plan management
 Change order management
 Issue log management and escalation
 Status reporting
 Project workspace management
 Resources management
 Work plan management
 Meeting management
In addition the Project Manager will have significant experience in the business process as well as the product functionality and is responsible for:
 Business Process Analysis activities—Mapping the CITY’s business processes and requirements to the functionality of Infor Asset Management and the creation of the To-Be Analysis Documentation
 Leading system configuration activities
 Ensures continuity of all implementation tasks with CITY goals/processes
 Facilitating meetings with CITY business and IT staff  Day to day management of overall work plan tasks
 Involved in overall concept design of Conversion and Report analysis as it relates to the known CITY business requirements Business CONSULTANTs Implementation CONSULTANT resources have significant Infor Public Works and business experience. Each CONSULTANT will be responsible for one or more of the following:
 Lead and conduct To-Be Analysis sessions
 System Configuration based on analysis documentation
 Data migration specification mapping
 Report Configuration Mapping
 Providing training/mentoring to CITY staff
Technical CONSULTANTs The Technical CONSULTANTs will provide expertise in their areas of assignment. The Technical CONSULTANTs work with the PM to ensure that solution design meets the CITY’s overall goals/process requirements. Tasks for a technical consultant could include:

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37 TruePoint Solutions Project
Team Member
Responsibilities
 Data Migration Development
 Infor VB Configuration Development
 Report Development
 GIS Configuration and support
 Installation and support
CITY Responsibilities
CITY Resources Responsibilities
Project Sponsor  Ultimate responsibility for the success of the project  Creating an environment that promotes project buy-in
 Driving the project through all levels of the CITY
 High-level oversight throughout the duration of the project  Serving as the primary escalation point to address project issues in a timely manner
Project Manager  Overall administration, coordination, communication, and decisionmaking associated with the implementation  Planning, scheduling, coordinating and tracking the
implementation with TruePoint Solutions and within the CITY  Ensuring that the project team stays focused, tasks are completed on schedule, and that the project stays on track
Division/Departmental
Business Leads
A user representative for each affected department must be appointed to facilitate analysis and configuration and serve as a decision-making entity for that group. These critical appointments may well determine the success of the implementation for their respective areas.

Responsibilities include:
 Attending requirements workshop sessions
 Willing and able to gather data and make decisions about business processes
 Assist in the creation of specifications for reports & conversions  Review and test the system configuration, reports, & conversion  Participating in the implementation of the Infor PUBLIC WORKS solution
Division/Departmental Subject
Matter Expert (SME)
Responsibilities include:
 Being trained on Infor Public Sector at a System Administration level
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38 CITY Resources Responsibilities
configuration activities
 Assist internal efforts towards the creation of reports & conversions
 Assist in the review and testing of the system
 Actively participate in the full implementation of Infor Public Sector Technical Lead Responsibilities include:
 Primary responsibility for the technical environment during the software implementation
 Ensure that servers, databases, network, desktops, printers, are available for system implementation and meet minimum standards  Work with TruePoint Solutions technical personnel during implementation
 Maintain test and production databases
 Perform day-to-day maintenance of the system and install maintenance releases
 Act as the primary technical resource for troubleshooting problems  Establish and maintain backup, archival, and other customary maintenance and housekeeping activities
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39 Implementation Approach
System implementation is a critical activity that sets the tone for the CITY’s ongoing use of Infor Public Sector Suite. An onsite TruePoint Solutions implementation team will lead all project management, working in partnership with CITY staff to confirm that this project is delivered on time and within budget. The TruePoint Solutions Implementation Strategy requires customers to play an active role in the implementation to ensure the solution ultimately meets their needs, as all TruePoint Solutions project tasks require participation with input, prerequisite tasks, and extensive reviews from the customer.

These templates are complete packages of working business processes including workflows, data structures, business logic, form and standard reports. These will be utilized as the baseline for the Solution Foundation phase of the implementation, which will decrease risk, expedite deployment and ensure a superior utilization of the Infor Public Sector solution. • Knowledge Transfer – While TruePoint Solutions cannot guarantee specific expertise for Agency staff participating in the project, we will make all reasonable efforts to transfer knowledge to the CITY. It is critical that CITY personnel participate in the analysis, configuration, testing and deployment of Infor Public Sector to transfer knowledge to the CITY. Once Post Production assistance tasks are completed by TruePoint Solutions Services, the CITY assumes all day-to-day operations of Infor Public Sector outside of the Support and Maintenance Agreement. The Service and Maintenance Agreement does not cover any CITY manipulation of implemented configuration, reports, interfaces and adapters. • Deliverable Acceptance Process – Upon completion of each deliverable according to the acceptance criteria defined herein, TruePoint Solutions will provide the CITY with a Deliverable Acceptance Form to formalize acceptance and completion of the task. This form is subsequently signed by the appropriate CITY contact, as defined in the Project Charter, and faxed/scanned/emailed or hand delivered to TruePoint Solutions. It is critical that reviews and approvals for each project deliverable are completed in a timely fashion to confirm that TruePoint Solutions is meeting expectations. Upon completion of each Deliverables Acceptance Form, TruePoint Solutions will proceed toward the next milestone. Deliverable review cycles, if extensive or not prioritized by the CITY can extend the length of a project significantly. • TruePoint Solutions’ Implementation Strategy – TruePoint Solutions’ successful, proven, implementation Strategy is crucial to the project success. TruePoint Solutions’ software and customer base is a niche market and, as such, the implementation Strategy may differ from other consulting firms and software packages. It is imperative to the project’s success that the Agency is willing to adhere/adopt to our implementation Strategy.
• Documentation of Current Processes and Systems – The level of available documentation can impact a project schedule considerably. Proper documentation can expedite the learning process for DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F B0785-0001\2855364v2.doc
40 consultants, while limited documentation can result in additional phases (i.e., as-Is documentation, requirements validation and review).
• Complexity of Scope and Requirements including:
 Number of departments, divisions, user groups and/or agencies to which the software is deployed.  Level of automation required and degree to which clients rely on inherent COTS configuration that maximizes out of the box functionality thereby reducing ongoing maintenance and support efforts.  Conversion requirements – number and complexity of sources systems for data migration. System factors that lead to additional complexity include data cleansing requirements (if any) and/or converting legacy systems with limited and/or no documentation, or historical data integrity issues.  Interfaces requirements – number and complexity of interfaces and specification of such, including but not limited to the frequency and type of data to be exchanged.  Training requirements – including the number of business users that will require training and the schedule to do so in a manner that minimizes impact to operations.  Testing requirements – including the time and effort available of CITY staff to define and accurately and adequately test the new functionality and data migrated.

Deliverables
The following is a list of deliverables that will be delivered to the CITY. All of these will require a signoff and acceptance by the CITY.

Deliverable Description
Project Initiation First milestone of the project. It is upon project signature.

REST Service Installation Installation of the necessary components for Field Inspector to communicate with IPS.

Field Inspector
Configuration
This is the basic configuration required to implement Field Inspector Field Inspector Query This is queries that can be custom built in Field Inspector Field Inspector Training End User/Admin Training: This is training to teach the end users the IPS 8.3 product features and/or configuration
Testing/Go Live Support This is support for the testing Go Live periods.

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41 Project Administration
Project Change Management
The purpose of Project Change Management is to define the process that will be utilized by the project to manage and account for changes to project scope, cost, and schedule. All project tasks must be approached with an understanding of the project and critically examined within the context of project scope, cost, and schedule management.

Hourly rates defined in the Rate Card section of this SOW will apply.

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42 • Weekly status meetings and project reviews
• Steering committee meetings
• The project plan, developed in Microsoft Project
• A clearly defined organizational structure
Project risks will be jointly monitored and mitigated by the project management team.

When resubmitted, the Client will have another five-day period to accept or reject the deliverable.

Project Team Meetings
Included in the Project Charter deliverable will be the plans and procedures for project management meetings.

This will include the following:

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43 • Project Steering Committee Meetings - The Project Steering Committee will meet on a monthly basis, and will include the Project Steering Committee as well as the individual project area project managers.

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44 Facilities provided to TruePoint Solutions will only be accessible to its employees and authorized CITY personnel. To validate the confidentiality of the information collected, the office areas provided will be fitted with locks, card key entry, and/or electronic security pads for security purposes. CITY will also provide TruePoint Solutions with access to conference rooms, cafeterias, parking, and other similar facilities at no charge or at a charge commensurate with that charged to CITY’s own employees. No specific tools are required for the work.

TruePoint Solutions requires the following facilities and equipment throughout the project:

FACILITY/TOOL/EQUIPMENT DESCRIPTION
Project Team Space Co-located team space for TruePoint Solutions and CITY. Preferably a working desk with Virtual Machines & access per on-site resource.

Conference Rooms At least one conference room made available to conduct meetings.

Each room to include, at a minimum, a desk or table and 4 chairs.

Network Access Minimum of one network line for each enclosed office and cubicle provided Wireless internet connectivity is preferred.

Printers Access to laser jet printer (or equivalent).

Copy Machines Access to copy machine.

Remote Access
TruePoint Solutions will be provided with remote VPN access so that functional and technical work can be done remotely.

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45 Appendix: Change Request Form
Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: High Medium Low
Project Name and Control NUMBER:

Requestor:

Organization:

Date of Request:

Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: High Medium Low
Description of Change
Impact of Change(s):

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46 Impact on Resources:

Impact on Schedule:

Impact on Requirements:

Impact on Cost:

Assumptions / Risks
Alternatives to Proposed Change(s) (if any)
SUMMARY of Total Impact of Change
Resources:

Schedule:

Requirements:

Cost:

Required Approvals:

Reviewer Name Department Decision Date
Approved Rejected
Approved Rejected
Approved Rejected
Approved Rejected
__________________________________________ Date _________ TruePoint Solutions Approval
__________________________________________ Date _________ CITY of Beverly Hills Approval
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47 Appendix: Deliverable Acceptance Certificate
Deliverable Information
Client:

Project:

Initiated by:

Date Initiated:

Date Requested For Response:

Deliverable Name:

Deliverable Description:

Nonconformance List
Reviewers
Printed Name Title Signature Date
Approval
Printed Name Title Signature Date
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48 Appendix: Certificate of Acceptance
I certify that this deliverable has been prepared in accordance with the relevant terms and conditions of the contract identified above.

TruePoint Solutions Sign-off: Date:

TruePoint Solutions Project Manager
The above referenced deliverable(s) has/have been approved and completed in accordance with the Contract.

Approved By: Date:

CITY of Beverly Hills Project Manager
Attachment(s):

Contract ID:

Client Name: CITY of Beverly Hills, California
Modules:

Deliverable ID:

Deliverable Name:

This CERTIFICATE OF ACCEPTANCE certifies that the above referenced deliverable(s) has/have been delivered for the above referenced Contract ID.

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49 AMENDMENT NO. 1
Environmental Maintenance Operations
Overview
TruePoint recommends that CITY commit to capturing Environmental Maintenance related activities in Infor – e.g., hazmat related incidents attended to, street sweeping, power washing, damages to assets (walls, fences, private vehicles, etc.), chemical weed abatement, contracted alley tree trimming, the holding of homeless personal belongings, etc. This will provide for the ability to accurately report on these Solid Waste activities for internal CITY use, reporting to the County and complying with State requirements. User licenses will need to be either purchased or a license reallocation devised with Infor.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation  Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 Expire historic activity definitions
 End User Training
Deliverables and Costs
Not to
Exceed
Deliverables Cost
Project Initiation $ 6,125.00
IPS Configuration Document - Activity Definitions $ 3,300.00 IPS Configuration - Activity Definitions $ 3,300.00
IPS Configuration Document - Preventive Maintenance $ 6,600.00 IPS Configuration - Preventive Maintenance $ 6,600.00
Report Specification Document $ 6,600.00
Dashboard and Ad hoc Items $ 6,600.00
Reports $ 6,600.00
IPS Configuration - Activity Definition Expiration $ 3,960.00 Onsite Training - End User training $ 3,960.00
Onsite Testing Support $ 5,280.00
Go Live Support $ 5,280.00
Expenses - as incurred, not to exceed $18,000.00
Total Project Costs $82,205.00
Timeline (weeks)
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50 Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9 W10
Project Initiation
IPS Configuration Document -
Activity Definitions
IPS Configuration - Activity
Definitions
IPS Configuration Document -
Preventive Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
IPS Configuration - Activity
Definition Expiration
Onsite Training - End user
training
Onsite Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented and all other contributing factors to the timeline.

AMENDMENT NO. 2:

No cost amendment
AMENDMENT NO. 3:

No cost amendment
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51 AMENDMENT NO. 4:

The City of Beverly Hills, CA
Business Assessment and Resulting
Statement of Work
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1. Introductory Note
TruePoint Solutions is currently under contract with the City of Beverly Hills for Infor System Implementation and Optimization Support.

As a result, TruePoint has been successfully working with the City to bring new divisions on-line in Public Sector and enhance existing needs. Through a number of discussions and scoping sessions, a preliminary SOW for future efforts has been developed. Bear in mind, the SOWs and costs are preliminary and will need refinements prior to executing final documentation.

Each departmental SOW was created as a standalone project effort. This was primarily due to the total expenditure required by the City if it is determined that each recommendation should be undertaken. It seems likely that the City will want to ‘pick and choose’ some of the various implementation efforts which best match operational needs and budget constraints.

TruePoint is pleased to provide this proposed SOW document for the City’s consideration and we expect it to provide a basis for additional dialogue and planning purposes.

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2. Purpose
The purpose of this SOW is to document the services to be delivered, the price of the requested services, and the roles and responsibilities of the various parties responsible for their portion of the delivery.

This document addresses the specific requirements of the City as well as the specific requirements of TruePoint Solutions in order to efficiently and feasibly deliver the requested services.

Upon acceptance by both the City and TruePoint Solutions, any changes or modifications to the SOW must follow the Change Order or Addendum Process defined later in this SOW. All approved addendums will become attachments to the original agreement, which will then form the new baseline upon which future changes will be measured.

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3. Implementation Scope

3.1 Products
This SOW is for professional IT services associated with:
• Infor Public Sector Asset Management

3.2 Services In-Scope

3.2.1 Parking Services
Overview
Parking Services maintains and operates 19 parking structures around the City. Critical to Parking Maintenance asset inventory and work management including parking control and gate systems found in city-maintained parking garages. TruePoint recommends a review of the codes for customer service requests and work orders for Parking, in addition to a review of meter failures and the identification of a preventative maintenance program.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation  Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $18,500.00
IPS Configuration Document - Activity Definitions $3,500.00 IPS Configuration - Activity Definitions $3,500.00
IPS Configuration Document - Preventive Maintenance $7,000.00 IPS Configuration - Preventive Maintenance $7,000.00
IPS Configuration - GIS $7,000.00
Report Specification Document $7,000.00
Dashboard and Ad hoc Items $7,000.00
Reports $7,000.00
Training - End user training $5,250.00
Testing Support $5,250.00
Go Live Support $5,250.00
Total Project Costs $83,250.00
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Statement of Work
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Timeline (weeks)
Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9
Project Initiation
IPS Configuration Document - Activity
Definitions
IPS Configuration - Activity Definitions
IPS Configuration Document - Preventive
Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
Training - End user training
Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline

3.2.2 Park Maintenance
Overview
The Park Maintenance Bureau is responsible for the standardized maintenance of 101 acres of landscaped areas, plus multi-use athletic fields. The team will achieve operational efficiencies through development of sub-locations and inventory of plant material at each park. Daily, weekly, and monthly inspections are utilized and would need to be in the IPS system. TruePoint recommends a review and update of the codes for customer service requests and work orders.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation  Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $18,500.00
IPS Configuration Document - Activity Definitions $3,500.00 IPS Configuration - Activity Definitions $3,500.00
IPS Configuration Document - Preventive Maintenance $7,000.00 IPS Configuration - Preventive Maintenance $7,000.00
IPS Configuration Document - Inspections $7,000.00
IPS Configuration - Inspections $7,000.00
IPS Configuration Document - Inspections $7,000.00
IPS Configuration - Inspections $7,000.00
IPS Configuration - GIS $7,000.00
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Deliverables Cost
Report Specification Document $7,000.00
Dashboard and Ad hoc Items $7,000.00
Reports $7,000.00
Training - End user training $5,250.00
Testing Support $5,250.00
Go Live Support $5,250.00
Total Project Costs $111,250.00
Timeline (weeks)
Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9
Project Initiation
IPS Configuration Document - Activity
Definitions
IPS Configuration - Activity Definitions
IPS Configuration Document - Preventive
Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
Training - End user training
Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline

3.2.3 Solid Waste (Sanitation)
Overview
TruePoint recommends that Solid Waste utilize the Customer Service Request module to account for citizens requests and staff resource usage. Existing or new service request definitions shall be utilized by Solid Waste customer service representatives and assigned appropriately. Additionally, Asset and Work Management to account for route pick up resource usage.

Requirements prior to project initiation
 Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new service request definitions  Document and develop proper dashboards and reporting
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $9,250.00
IPS Configuration Document - CSR Type Definitions $3,500.00 IPS Configuration - CSR Type Definitions $3,500.00
IPS Configuration Document - Preventive Maintenance $7,000.00 DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F City of Beverly Hills
Statement of Work
57 B0785-0001\2855364v2.doc
Deliverables Cost
Report Specification Document $7,000.00
Dashboard and Ad hoc Items $7,000.00
Reports $7,000.00
Training - End user training $5,250.00
Testing Support $5,250.00
Go Live Support $5,250.00
Total Project Costs $60,000.00
Timeline (weeks)
Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9 W10
Project Initiation
IPS Configuration Document -
Activity Definitions
IPS Configuration - Activity
Definitions
IPS Configuration Document -
Preventive Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
IPS Configuration - Activity
Definition Expiration
Training - End user training
Testing Support
Go Live Support
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This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline.

3.2.4 Urban Forestry
Overview
The City desires to utilize the Customer Service Module in conjunction with the Asset and Work Management modules to track the trees that fall under City maintenance.

Resource usage and GIS location is critical. The assets must be mapped in GIS and synched into Infor with the Infor Public Sector GIS Data Synchronization Tool. It is important that the information in GIS and Public Sector remain current in the case of replacements or changes. TruePoint recommends a review of the codes for customer service requests and work orders for Urban Forestry. Also, it must be determined if there’s any types of scheduled maintenance that Public Sector can be utilized for thus reducing the amount of work currently performed that is of an overly reactive nature.

Requirements prior to project initiation
 Identify potential data sources for Enterprise GIS asset implementation  Identify potential address, owner and other Enterprise data sources Project Tasks
 Document and configure new activity definitions
 Document and configure preventive schedules
 Document and develop proper dashboards and reporting
 End User Training
Deliverables and Costs
Deliverables Cost
Project Initiation/Project Management $18,500.00
IPS Configuration Document - Activity Definitions $3,500.00 IPS Configuration - Activity Definitions $3,500.00
IPS Configuration Document - Preventive Maintenance $7,000.00 IPS Configuration - Preventive Maintenance $7,000.00
IPS Configuration Document - Inspections $7,000.00
IPS Configuration - Inspections $7,000.00
IPS Configuration - GIS $7,000.00
Report Specification Document $7,000.00
Dashboard and Ad hoc Items $7,000.00
Reports $7,000.00
Training - End user training $5,250.00
Testing Support $5,250.00
Go Live Support $5,250.00
Total Project Costs $97,250.00
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Timeline (weeks)
Tasks W1 W2 W3 W4 W5 W6 W7 W8 W9
Project Initiation
IPS Configuration Document - Activity
Definitions
IPS Configuration - Activity Definitions
IPS Configuration Document - Preventive
Maintenance
IPS Configuration - Preventive
Maintenance
Report Specification Document
Dashboard and Ad hoc Items
Reports
Training - End user training
Testing Support
Go Live Support
This timeline only represents effort and an actual project plan will be developed on initiation based on all parties’ schedules, other projects that may be implemented, and all other contributing factors to the timeline

3.2.5 Real Estate / Property Management and Project Administration (Capital Assets)
Overview
The City has yet to determine the precise use of INFOR Public Sector with this division.

This section services as a place holder for the future. Additional analysis must be done to determine requirements. The City understands that should the requirements to incorporate this division exceed the estimate below, additional funds must be added.

Project Tasks
 Project tasks for this division are yet to be determined.

Deliverables and Costs
Deliverables Cost
Project to be determined $18,500.00
Total Project Costs $18,500.00

3.2.6 Engineering Capital Assets
Overview
The City has yet to determine the precise use of INFOR Public Sector with this division.

Project Tasks
 Project tasks for this division are yet to be determined.

Deliverables and Costs
Deliverables Cost
Project to be determined $18,500.00
Total Project Costs $18,500.00
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3.2.7 Unforeseen/Unplanned Contingencies
 TruePoint Solutions strongly recommends that the City allows for a contingency budget for unforeseen and unplanned issues (Please refer to Section 3.3 for examples).

3.3 Services and Products Out-of-Scope
Work that is not specifically listed in this SOW as being In-Scope is considered Out-ofScope for this project. TruePoint Solutions will address alterations to the scope of this SOW using t the Project Change Management Process defined herein. Specific items out-of-scope include:
• INFOR Public Sector Software Environment upgrade
• Customizations and modifications to the core software • Performance testing
• Organizational change management
If, during the execution of this engagement, unforeseen conditions are discovered that materially affect the original scope of work, TruePoint Solutions will negotiate the budget, schedule, or scope changes in good faith with the City.

3.4 Expenses
Should the City request on-site visits, TruePoint Solutions will do make every attempt to minimize expenses related to travel including advanced airline bookings, etc. TruePoint Solutions Consultants will stay at Client preferred rate properties as long as they meet necessary and reasonable safety standards.

Airfare
• Airfare above $600 has to be approved by Client.
• All domestic flights will be booked in coach class.
• Airline fees for special seating privileges are not chargeable. • Airport/Airline Internet Fees are non-chargeable in less they are being used for billable work and are authorized by Client.
• Airfare needs to be booked no less than seven (7) days prior to departure for domestic reservations and fourteen (14) days prior to departure for international reservations. Unless approved by Client.
• Each Consultant is responsible for booking their tickets unless otherwise noted by Client’s travel agency.
• Excess baggage charges should be avoided whenever possible. • Airline standby fees to catch an earlier flight are not reimbursable.

Ground Transportation
• Standard class of rental is midsize.
• Decline any car insurance through the rental agency.
• Refueling charges from the rental company will not be reimbursed. • Consultants may accept car rental upgrades only if there is no additional cost to Client. • Reasonable parking and toll expenses are reimbursable. • Airport or hotel shuttles should be used versus renting vehicles wherever possible. • Taxis are reimbursable where shuttle service is not readily available or for short distances where practical. Taxis may also be used when other public transportation is not available, where the cost of a taxi is more cost efficient, and when a rental vehicle and/or the cost of parking exceeds the cost of a taxi. • Client will be charged for mileage driven on consultant’s personal automobile DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F City of Beverly Hills
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when used for a valid Client business purpose. A valid business purpose does not include your normal commute to and from airport or office. Mileage rate: As effected by IRS on its website.
• On business trips of 150 miles or more, the least expensive alternative should be used which may include rail or rental car.
• If a situation arises that a choice must be made between an overnight stay and an additional automobile trip, the safest / most fiscally prudent decision is required consistent with local working time regulations. • Mileage will not be reimbursed if a rental car is used on a Client business trip.

Hotel
Preferred Sites: Hilton/Holiday Inn Express
• Hotel rates above $150 per night require Client’s approval. • The hotel folio is required for reimbursement. Only amounts related to hotel room costs (including applicable taxes) should be reported as "Lodging". • Entertainment-related expenses (e.g., in-room movies, alcohol, snacks, etc.), are not billable and considered personal and not reimbursable by Client. • Weekend stay must be pre-approved by Client.

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3.5 Role and Responsibilities

3.5.1 TruePoint Responsibilities
TruePoint Solutions Project
Team Member
Responsibilities
Project Manager and Lead TruePoint Solutions’ Project Manager is responsible for the overall project management and works directly with the City throughout all aspects of the TruePoint Solutions implementation—from the initial scoping, planning, staffing, to delivery. The Project Manager undertakes the project administration tasks:
 Project plan management
 Change order management
 Issue log management and escalation
 Status reporting
 Project workspace management
 Resources management
 Work plan management
 Meeting management
In addition the Project Manager will have significant experience in the business process as well as the product functionality and is responsible for:
 Business Process Analysis activities—Mapping the City’s business processes and requirements to the functionality of Infor Asset Management and the creation of the To-Be Analysis
Documentation
 Leading system configuration activities
 Ensures continuity of all implementation tasks with City goals/processes
 Facilitating meetings with City business and IT staff  Day to day management of overall work plan tasks
 Involved in overall concept design of Conversion and Report analysis as it relates to the known City business requirements Business Consultants Implementation Consultant resources have significant Infor Public Works and business experience. Each Consultant will be
responsible for one or more of the following:
 Lead and conduct To-Be Analysis sessions
 System Configuration based on analysis documentation
 Data migration specification mapping
 Report Configuration Mapping
 Providing training/mentoring to City staff
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TruePoint Solutions Project
Team Member
Responsibilities
Technical Consultants The Technical Consultants will provide expertise in their areas of assignment. The Technical Consultants work with the PM to ensure that solution design meets the City’s overall goals/process requirements. Tasks for a technical consultant could include:
 Data Migration Development
 Infor VB Configuration Development
 Report Development
 GIS Configuration and support
 Installation and support

3.5.2 City Responsibilities
City Resources Responsibilities
Project Sponsor  Ultimate responsibility for the success of the project  Creating an environment that promotes project buy-in
 Driving the project through all levels of the City
 High-level oversight throughout the duration of the project  Serving as the primary escalation point to address project issues in a timely manner
Project Manager  Overall administration, coordination, communication, and decisionmaking associated with the implementation  Planning, scheduling, coordinating and tracking the
implementation with TruePoint Solutions and within the City  Ensuring that the project team stays focused, tasks are completed on schedule, and that the project stays on track
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City Resources Responsibilities
Division/Departmental
Business Leads
A user representative for each affected department must be appointed to facilitate analysis and configuration and serve as a decision-making entity for that group. These critical appointments may well determine the success of the implementation for their respective areas.

4. Implementation Approach
System implementation is a critical activity that sets the tone for the City’s ongoing use of Infor Public Sector Suite. An onsite TruePoint Solutions implementation team will lead all project management, working in partnership with City staff to confirm that this project is delivered on time and within budget. The TruePoint Solutions Implementation Strategy requires customers to play an active role in the implementation to ensure the solution ultimately meets their needs, as all TruePoint Solutions project tasks require participation with input, prerequisite tasks, and extensive reviews from the customer.

4.1 Critical Success Factors
Project implementation will be a collaborative effort between the City and TruePoint Solutions. Significant time will be spent to ensure City goals are met, as defined in the Statement of Work. TruePoint Solutions implementation projects range in duration from six months to several years based upon a variety of factors. Similar to implementation costs, implementation timeframes can vary widely based upon size, scope, and complexity of the solution. The following list identifies the critical factors that typically have a significant impact on Infor Public Sector implementations:
• Dedicated City Participation – TruePoint Solutions fully understands that City staff members have daily responsibilities that will compete with the amount of time that can be dedicated to the Infor Public Works implementation project.

However, it is critical that the City acknowledges that its staff must be actively involved throughout the entire duration of services as defined in the Project Plan.

TruePoint will communicate lack of sufficient participation of City staff and resources through Project Status Reports with both real and potential impacts to the project timeline. TruePoint will work with the project sponsors and project manager to help determine appropriate team member involvement. This could range from full-time involvement during early analysis meetings to part-time requirements during the technical implementation phase. • Best Practice Templates – TruePoint Solutions’ Best Practice Templates, or pre-built business processes, are based on direct experience with hundreds of existing customers and domain experts. These templates are complete packages of working business processes including workflows, data structures, business logic, form and standard reports. These will be utilized as the baseline for the Solution Foundation phase of the implementation, which will decrease risk, expedite deployment and ensure a superior utilization of the Infor Public Sector solution.
• Knowledge Transfer – While TruePoint Solutions cannot guarantee specific expertise for Agency staff participating in the project, we will make all reasonable efforts to transfer knowledge to the City. It is critical that City personnel participate in the analysis, configuration, testing and deployment of Infor Public Sector to transfer knowledge to the City. Once Post Production assistance tasks are completed by TruePoint Solutions Services, the City assumes all day-to-day operations of Infor Public Sector outside of the Support and Maintenance Agreement. The Service and Maintenance Agreement does not cover any City manipulation of implemented configuration, reports, interfaces and adapters. • Deliverable Acceptance Process – Upon completion of each deliverable according to the acceptance criteria defined herein, TruePoint Solutions will provide the City with a Deliverable Acceptance Form to formalize acceptance and completion of the task. This form is subsequently signed by the appropriate City contact, as defined in the Project Charter, and faxed/scanned/emailed or DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F City of Beverly Hills
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hand delivered to TruePoint Solutions. It is critical that reviews and approvals for each project deliverable are completed in a timely fashion to confirm that TruePoint Solutions is meeting expectations. Upon completion of each Deliverables Acceptance Form, TruePoint Solutions will proceed toward the next milestone. Deliverable review cycles, if extensive or not prioritized by the City can extend the length of a project significantly.
• TruePoint Solutions’ Implementation Strategy – TruePoint Solutions’ successful, proven, implementation Strategy is crucial to the project success.

TruePoint Solutions’ software and customer base is a niche market and, as such, the implementation Strategy may differ from other consulting firms and software packages. It is imperative to the project’s success that the Agency is willing to adhere/adopt to our implementation Strategy.
• Documentation of Current Processes and Systems – The level of available documentation can impact a project schedule considerably. Proper documentation can expedite the learning process for consultants, while limited documentation can result in additional phases (i.e., as-Is documentation, requirements validation and review).
• Complexity of Scope and Requirements including:
 Number of departments, divisions, user groups and/or agencies to which the software is deployed.
 Level of automation required and degree to which clients rely on inherent COTS configuration that maximizes out of the box functionality thereby reducing ongoing maintenance and support efforts.
 Conversion requirements – number and complexity of sources systems for data migration. System factors that lead to additional complexity include data cleansing requirements (if any) and/or converting legacy systems with limited and/or no documentation, or historical data integrity issues.  Interfaces requirements – number and complexity of interfaces and specification of such, including but not limited to the frequency and type of data to be exchanged.
 Training requirements – including the number of business users that will require training and the schedule to do so in a manner that minimizes impact to operations.
 Testing requirements – including the time and effort available of City staff to define and accurately and adequately test the new functionality and data migrated.

The goals and objectives of our clients need to be considered in the development of an overall project schedule that reduces risk, maximizes benefit and works within the constraints of the agency.

4.2 Approach
TruePoint Solutions will develop a project management plan that provides details of our approach, Strategy, organization, communication strategy, risk mitigation strategy, staffing plan, training plan, development, transition and implementation plan, and DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F City of Beverly Hills
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collaboration between the City and the design team for program success. TruePoint will include each task, as specified in a subsequent Scope of Work, within the project management plan to support its execution. At the program level, TruePoint will integrate the individual tasks and activities to form an overall project management plan and an integrated master schedule.

4.3 Deliverables
The following is a list of deliverables that will be delivered to the City. All of these will require a signoff and acceptance by the City.

Deliverable Description
Project Initiation First milestone of the project. It is upon project signature.

IPS Configuration
Documents
This document outlines how the Infor Public Sector will be developed for the City’s business needs. Best practices will be used to maximize the product functionality. These documents will need to be signed off by the City before development on the product begins.

IPS Configuration This is the configuration of the Infor Public Sector solely based on the signed off IPS Configuration Documents.

GIS Configuration
Document
This document outlines how the GIS will be integrated with the Infor Public Sector. This document will need to be signed off by the City before configuration on the product begins.

Report Specification
Documents
These are report design documents outlining the report layout and data mapping. Each design document will need to be signed off by the City before development on the report is started.

Reports This is the report based on each report Specification document.

Dashboard and Ad Hoc
Items
Dashboard or Ad Hoc report items identified during the report specification process rather than custom reports. These are the developed items.

Infor Installation Support The customer is responsible for the Infor installation. TPS will provide guidance and help with troubleshooting if any issues arise during the installation.

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Deliverable Description
Onsite Training End User/Admin Training: This is training to teach the end users the IPS 8.3 product features and/or configuration
Interface Design Document This is the document that outlines how each interface will interact with the Infor product. This document will need to be signed off by the County before development on interface begins.

Go Live Support This is onsite support for the Go Live week.

5. Project Administration

5.1 Project Change Management
The purpose of Project Change Management is to define the process that will be utilized by the project to manage and account for changes to project scope, cost, and schedule. All project tasks must be approached with an understanding of the project and critically examined within the context of project scope, cost, and schedule management.

The Change Order Processes will follow the steps outlined below.

Verbal requests or voice mails will not be considered formal change order requests. The Change Order Request Form, shown in an Appendix of this SOW, should be used to document in detail the change and provide justification for why it is needed. The initial submission must also document the estimated work effort and cost specifically for investigating what it would take to implement the change if approved. Based on the impact analysis and the estimated work effort and cost, representatives from both TruePoint Solutions and the City will jointly determine whether to proceed with the investigation.
• If the investigation is rejected, then the Change Order request is considered rejected and no further action is required. If it is accepted, then the requester (or its assignees) will then determine the impact of implementing the change on the project. The City is responsible for completing any additional paperwork required as a result of this change (i.e. internal contract change documents).

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• In investigating the impact of the Change Order on the project, the requester (or its assignees) will determine the impact and change on the cost, schedule, and manpower originally estimated for the project. The requester will also determine the impact on the SOW and any revisions to the language that may be required, as well as the estimated work effort and cost to implement the Change Order.

Once the investigation has been completed, the requester will complete the Change Order Request Form with the information gathered in this step and resubmit it to the project manager for coordinating the review and approval. • Based on the estimated work effort and cost, representatives from both TruePoint Solutions and the Client will jointly determine whether to proceed with implementing the Change Order. If the implementation is rejected, then the Change Order request is considered rejected, and no further action is required. If the Change Order is accepted, the Change Order request is considered approved. Once all appropriate signatures have been obtained for the Change Order, the approved Change Order will become part of the overall agreement and an amendment to the SOW. The amended SOW will become the new baseline document upon which any new changes will be based.

Hourly rates defined in the Rate Card section of this SOW will apply.

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5.2 Quality Assurance
The TruePoint Solutions Project Manager will ensure that the Project objectives are being met and that the approach is refined whenever necessary. The following tools will be utilized for this purpose:
• Weekly status meetings and project reviews
• Steering committee meetings
• The project plan, developed in Microsoft Project
• A clearly defined organizational structure
Project risks will be jointly monitored and mitigated by the project management team.

5.3 Decision / Issue Resolution Process
The TruePoint Solutions and City Project Managers are responsible for tracking Decisions that need to be made throughout the project. Decisions may include, but are not limited to, business process changes, team management changes, and regulatory or legislative changes. The Project Manager will regularly review the list of required decisions, and develop a plan for resolution including assigning the appropriate resource(s) for ownership and resolution. The appropriate resource and escalation path will be outlined in the agreed upon Governance Plan if applicable.

The Project Managers are also responsible for tracking project issues. Any stakeholder / end- user may raise a project issue. The Project Managers will regularly review and evaluate the list of issues, and for those mutually agreed to require resolution, develop a plan for resolution including assigning the appropriate resource(s) for ownership and resolution. The appropriate resource and escalation path will be outlined in the agreed upon Governance Plan if applicable.

Should the decision or issue not be resolved within three (3) business days, either party may escalate the issue by contacting, in the case of Consultant, the Project Manager, or in the case of Client, the Business Sponsor or Steering Committee, in writing. These parties shall attempt to resolve the issue by mutual agreement. If the issue is not resolved by the Project Manager and Steering Committee within two (2) business days from the date of escalation, either party may escalate the issue by contacting, in the case of Consultant, the Vice President of Services, or in the case of The Client, the client Sponsor in writing. These parties shall attempt to resolve the issue by mutual agreement prior to the terms set forth in the MSA.

5.4 Deliverable Acceptance Process
As part of the project, a number of deliverables, as described in the SOW, will be produced. All project deliverables are to be developed and delivered in compliance within the Project Charter. First, a draft deliverable document is prepared by the responsible party. The review audience is determined by project management. The draft is emailed to the audience with an invitation to attend the Kickoff meeting to review the deliverable. Revisions to the deliverable are recorded and made and the revised deliverable is distributed again. A second review meeting may or may not be necessary.

Once the revisions have been finalized the deliverable is presented for signoff by the TruePoint Solutions Project Manager and the Client Project Manager. Upon receipt of a completed deliverable from TruePoint Solutions, Client will have five business days to accept or reject the deliverable. Additional details are found in the Project Charter.

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A Certificate of Acceptance is attached as a cover to the deliverable document. The TruePoint Solutions Project Manager signs the original submission as being compliant to the contract specification. The Client Project Manager reviews and signs the certificate indicating that it has been reviewed by the Client. The TruePoint Solutions Project Manager may make final revisions. The Client Project Manager signs the revised deliverable as “Recommended for Approval.” If the Client notifies TruePoint Solutions that it has rejected the deliverable, the Client will provide TruePoint Solutions with written notice specifying the basis of the deficiency. TruePoint Solutions will have a reasonable period to cure any deficiency in the deliverable and resubmit it for acceptance. When resubmitted, the Client will have another five-day period to accept or reject the deliverable.

5.5 Project Team Meetings
Included in the Project Charter deliverable will be the plans and procedures for project management meetings. This will include the following:
• Project Steering Committee Meetings - The Project Steering Committee will meet on a monthly basis, and will include the Project Steering Committee as well as the individual project area project managers. The TruePoint Solutions Project Manager will review the PMO Status Report. Issues and/or decisions escalated to the Project Steering Committee will be addressed. • Project Team Meetings - Each Project Team will meet on a weekly basis. The City Project Managers will review the Team Status Report. Issues and or decisions that require the collaboration of the meeting attendees will be addressed. Issues and/or decisions requiring input from the Project Steering Committee will be escalated. Project status reports will be generated weekly. • Individual Meetings - Individual project team members will meet with fellow team members throughout the project as dictated in the project plan and on an as-needed basis.

5.6 Work Location
The work described in this SOW will take place at the City’s main location. TruePoint Solutions consultants will additionally perform work remotely that will be considered part of the billable services under the terms of this SOW.

5.7 Holidays
TruePoint Solutions recognizes the following holidays:
• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving Day
• Christmas Day
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5.8 Facilities, Tools, Equipment Resources
The following are the minimum facility requirements TruePoint Solutions needs to deliver the services identified in this SOW properly. City will be responsible for ensuring that these facilities are provided to TruePoint Solutions prior to work being initiated and that the facilities will be at least equivalent to those provided to City’s own employees.

City will also be responsible for all costs associated with acquisition and use of the facilities, including all charges for the installation and use of phones, VPN, and modem lines.

Facilities provided to TruePoint Solutions will only be accessible to its employees and authorized City personnel. To validate the confidentiality of the information collected, the office areas provided will be fitted with locks, card key entry, and/or electronic security pads for security purposes. City will also provide TruePoint Solutions with access to conference rooms, cafeterias, parking, and other similar facilities at no charge or at a charge commensurate with that charged to City’s own employees. No specific tools are required for the work.

TruePoint Solutions requires the following facilities and equipment throughout the project:

FACILITY/TOOL/EQUIPMENT DESCRIPTION
Project Team Space Co-located team space for TruePoint Solutions and City.

Preferably a working desk with Virtual Machines & access per on-site resource.

Conference Rooms At least one dedicated conference room to conduct meetings.

Each room to include, at a minimum, a desk or table and 4 chairs.

Network Access Minimum of one network line for each enclosed office and cubicle provided. Wireless internet connectivity is required.

Printers Access to laser jet printer (or equivalent).

Copy Machines Access to copy machine.

5.9 Remote Access
TruePoint Solutions will be provided with remote VPN access so that functional and technical work can be done remotely.
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Appendix: Change Request Form
Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: High Medium Low
Project Name and Control NUMBER:

Requestor:

Organization:

Date of Request:

Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: High Medium Low
Description of Change
Impact of Change(s):

Impact on Resources:

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City of Beverly Hills
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Impact on Schedule:

Impact on Requirements:

Impact on Cost:

Assumptions / Risks
Alternativesto Proposed Change(s) (if any)
SUMMARY of Total Impact of Change
Resources:

Schedule:

Requirements:

Cost:

Required Approvals:

Reviewer Name Department Decision Date
Approved Rejected
Approved Rejected
Approved Rejected
Approved Rejected
TruePoint Solutions Approval
City of Beverly Hills Approval
Date
Date
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City of Beverly Hills
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Appendix: Deliverable Acceptance Certificate
Deliverable Information
Client:

Project:

Initiated by:

Date Initiated:

Date Requested For Response:

Deliverable Name:

Deliverable Description:

File Name and Location:

Accepted Rejected
The above deliverable work product has been reviewed by City and meets the objectives and passes the acceptance criteria agreed by City and TruePoint Solutions for this deliverable / work product.

Client Name: City of Beverly Hills, California
Modules:

Deliverable ID:

Deliverable Name:

This CERTIFICATE OF ACCEPTANCE certifies that the above referenced deliverable(s) has/have been delivered for the above referenced Contract ID.

Appendix: Certificate of Acceptance
TruePoint Solutions Sign-off: Date:

TruePoint Solutions Manager
The above referenced deliverable(s) has/have been approved and completed in accordance with the Contract.

Approved By: Date:

City of Beverly Hills Project Manager
Attachment(s):

I certify that this deliverable has been prepared in accordance with the relevant terms and conditions of the contract identified above.

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EXHIBIT B

SCHEDULE OF PAYMENT AND RATES
CITY shall pay CONSULTANT for the satisfactory performance of the services referenced in the Agreement an amount not to exceed One Million Fifty-Six Thousand Seven Hundred Thirty-Five Dollars ($1,056,735.00) as detailed below.

For on-call support, CITY shall compensate CONSULTANT at the rates set forth below.

CONSULTANT may submit new billing rates to CITY with thirty days prior written notice for review and subject to the approval of CITY to take effect no sooner than July 1, 2024.

SPECIAL ITEM NO.
(SIN)

SERVICE HOURLY RATE
(Including IFF)
54151S Business Analyst $ 157.94
54151S Implementation Consultant I $ 147.41
54151S Project Manager $ 173.72
54151S Report Dev Consultant $ 147.41
54151S Technical Consultant $ 147.41
54151S Trainer $ 173.72
54151S Web Consultant $ 173.72
Upon completion of each functional area deliverable, CONSULTANT shall submit an itemized statement to CITY for its services performed which shall include documentation setting forth, in detail, a description of the services rendered and completion of deliverables for the functional Amendment No. 4
Milestone (functional area deliverable)
Not-to-Exceed
Total Project
Costs
Parking Services $ 83,250.00
Park Maintenance $ 111,250.00
Solid Waste $ 60,000.00
Urban Forestry $ 97,250.00
Real Estate / Property Management and Project
Administration $ 18,500.00
Engineering Capital Assets $ 18,500.00
GIS Sync Tool Configuration and Testing $ 29,750.00
On-Call Services $ 150,000.00
Unforeseen/Unplanned Contingencies $ 81,500.00
Total Not to Exceed Grand Total: $ 650,000.00
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area. CITY shall pay CONSULTANT all undisputed amounts of such billing within thirty (30) days of receipt of the same.

DocuSign Envelope ID: 3D60A405-BBD2-4B3A-BBD0-DB19083DC83F Certificate Of Completion
Envelope Id: 3D60A405BBD24B3ABBD0DB19083DC83F Status: Sent Subject: Complete with DocuSign: TruePoint Solutions, LLC (665-18) Amendment No. 4 Source Envelope:

Document Pages: 78 Signatures: 6 Envelope Originator:

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455 N. Rexford Drive
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9/19/2023 11:41:03 AM
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CEO
TruePoint Solutions, LLC
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Shana E. Epstein
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Director of Public Works
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City of Beverly Hills
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Beverly Hills City CouncilOctober 3, 2023

Beverly Hills City Council
October 3, 2023