CC Agreement No. 2026-7
CITY OF CAMARILLO
PROFESSIONAL SERVICES AGREEMENT
With
NEXGEN Asset Management Inc.
Form Approved April 2021 i CC Agreement No. 2026-7
TABLE OF CONTENTS
Page No.
Section 1. Term of Agreement. .............................................................................................. 1 Section 2. Scope and Performance of Services. .................................................................... 1 Section 3. Additional Services and Changes in Services. ...................................................... 2 Section 4. Familiarity with Services and Site. ......................................................................... 2 Section 5. Compensation and Payment. ................................................................................ 2 Section 6. Required Documentation Prior to Performance. .................................................... 3 Section 7. Time of Performance; Excusable Delays; Extensions. .......................................... 3 Section 8. Cooperation by City. .............................................................................................. 4 Section 9. Project Documents. ............................................................................................... 4 Section 10. Confidential Information; Release of Information. ................................................. 4 Section 11. Consultant’s Books and Records. ......................................................................... 5 Section 12. Status of Consultant. ............................................................................................. 5 Section 13. Compliance with Applicable Laws. ........................................................................ 6 Section 14. Unauthorized Aliens. ............................................................................................. 6 Section 15. Conflicts of Interest. ............................................................................................... 6 Section 16. Indemnification. ..................................................................................................... 7 Section 17. Insurance. .............................................................................................................. 8 Section 18. Assignment. ........................................................................................................... 8 Section 19. Default; Limitations on Liability. ............................................................................. 8 Section 20. Termination of Agreement. .................................................................................... 9 Section 21. Notices. ................................................................................................................. 9 Section 22. General Provisions. ............................................................................................. 10
Exhibit A – Scope Of Services .................................................................................................. A-1 Exhibit B – Key Personnel & Compensation ............................................................................ B-1 Exhibit C – Insurance ................................................................................................................ C-1 Form Approved April 2021 1 CC Agreement No. 2026-7
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is effective as of January 28 , 2026 (“Effective Date”), and is between the City of Camarillo, a California municipal corporation and general law city (“ City”) and NEXGEN Asset Management Inc. a Nevada Corporation (“Consultant”).
Section 1. Term of Agreement.
Subject to the provisions of Section 20 (Termination of Agreement), the term of this Agreement will be for a period commencing on the Effective Date and will terminate upon the completion of Consultant’s services.
Section 2. Scope and Performance of Services.
2.1 Consultant agrees to perform the services set forth in Exhibit A (Scope of Services), which is made a part of this Agreement.
2.2 Consultant will furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculations , and all other means whatsoever, except as otherwise expressly specified in this Agreement, necessary to perform the services required of Consultant under this Agreement.
2.3 Consultant’s designated representative(s) who are authorized to act on its behalf and to make all decisions in connection with the performance of services under this Agreement are listed in Exhibit B (Key Personnel & Compensation), which is made a part of this Agreement.
2.4 Consultant must make every reasonable effort to maintain the stability and continuity of Consultant’s key personnel and subconsultants, if any, listed in Exhibit B to perform the services required under this Agreement. Consultant must notify City and obtain City’s written approval with respect of any changes in key personnel prior to the performance of any services by replacement personnel.
2.5 Consultant must obtain City’s prior written approval before utilizing any subconsultants to perform any services under this Agreement. This written approval must include the identity of the subconsultant and the terms of compensation.
2.6 Consultant represents that it has the qualifications, experience and facilities necessary to properly perform the services required under this Agreement in a thorough, competent and professional manner. Consultant will at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described in this Agreement.
In meeting its obligations under this Agreement, Consultant must employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Consultant under this Agreement.
2.7 City may inspect and accept or reject any of Consultant’s work under this Agreement, either during performance or when completed. Acceptance of any of Consultant’s work by City will not constitute a waiver of any of the provisions of this Agreement.
2.8 The Consultant must maintain any work site in the City in a safe condition, free of hazards to persons and property resulting from its operations.
Form Approved April 2021 2 CC Agreement No. 2026-7
Section 3. Additional Services and Changes in Services.
3.1 Consultant will not be compensated for any services rendered in connection with its performance of this Agreement that are in addition to or outside of those set forth in the Scope of Services or otherwise required by this Agreement, unless such additional services are authorized in advance and in writing by City.
3.2 If Consultant believes that additional services are needed to complete the Scope of Services, Consultant will provide the City Manager with written notification describing the proposed additional services, the reasons for such services, and a detailed prop osal regarding cost.
3.3 City may order changes to the Scope of Services, consisting of additions, deletions, or other revisions, and the compensation to be paid Consultant will be adjusted accordingly.
All such changes must be authorized in writing, and executed by Consultant and City. The cost or credit to City resulting from changes in the services will be determined by the written agreement between the parties.
Section 4. Familiarity with Services and Site.
4.1 By executing this Agreement, Consultant represents that Consultant:
(a) has thoroughly investigated and considered the Scope of Services to be performed;
(b) has carefully considered how the services should be performed; (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement; and
(d) possesses all licenses required under local, state or federal law to perform the services contemplated by this Agreement, and will maintain all required licenses during the performance of this Agreement.
4.2 If services involve work upon any site, Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing its services.
Should Consultant discover any latent or unknown conditions that may materially affect the performance of services, Consultant will immediately inform City of such fact and will not proceed except at Consultant’s own risk until written instructions are received from City.
Section 5. Compensation and Payment.
5.1 Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in Exhibit B (Key Personnel & Compensation). The total compensation, including reimbursement for actual expenses, may not exceed the amount set forth in Exhibit B, unless additional compensation is approved in writing by City.
5.2 The use of subconsultants will not be considered a reimbursable expense, and such costs must be applied towards the approved budgeted amount.
5.3 Each month during the term of this Agreement, Consultant must furnish City with an original invoice for all services performed and expenses incurred during the preceding month in accordance with the fee schedule set forth in Exhibit B. The invoice must detail charges by the following categories: labor (by subcategory), reimbursable costs, Form Approved April 2021 3 CC Agreement No. 2026-7
subconsultant contracts and miscellaneous expenses. The invoice must list, as applicable, the hours worked and hourly rates for each personnel category, the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, and the total cost of the services. If applicable, the invoice must also provide a budget summary including the total amounts previously invoiced and paid, the current invoice amount and the budget remaining.
5.4 City will review each invoice submitted by Consultant to determine whether the work performed and expenses incurred are in compliance with this Agreement. In the event that no charges or expenses are disputed, the invoice will be approved and paid. In the event any charges or expenses are disputed by City, the invoice will be returned by City to Consultant for correction and resubmission.
5.5 Except as to any charges for work performed or expenses incurred by Consultant that are disputed by City, City will cause Consultant to be paid within 30 days of receipt of Consultant’s invoice.
5.6 Payment to Consultant for services performed under this Agreement may not be deemed to waive any defects in the services performed by Consultant, even if such defects were known to City at the time of payment.
5.7 City reserves the right to withhold future payment to Consultant if any aspect of the Consultant’s work is found substantially inadequate.
Section 6. Required Documentation Prior to Performance.
6.1 Consultant may not perform any services under this Agreement until:
(a) Consultant furnishes proof of insurance as required under Exhibit C; (b) Consultant provides City with a Taxpayer Identification Number; (c) Consultant obtains a City business tax certificate and license, if applicable, and provides proof of compliance; and
(d) City gives Consultant a written notice to proceed.
6.2 The City will have no obligation to pay for any services rendered by Consultant in advance of receiving written authorization to proceed, and Consultant acknowledges that any such services are at Consultant’s own risk.
Section 7. Time of Performance; Excusable Delays; Extensions.
7.1 Consultant must adhere to all schedules and deadlines set forth in this Agreement.
7.2 Consultant will not be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of Consultant.
Such causes include, but are not limited to, acts of God, acts of terrorism, acts of federal, state or local governments, acts of City, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather.
7.3 If Consultant is delayed by any cause beyond Consultant’s control, City may grant, but is not required to, a time extension for the completion of services. If delay occurs, Consultant must notify City within 48 hours, in writing, of the cause and the extent of the delay and how such delay interferes with Consultant’s performance of services.
Form Approved April 2021 4 CC Agreement No. 2026-7
Section 8. Cooperation by City.
All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the Scope of Services will be furnished to Consultant in every reasonable way to facilitate, without undue delay, the services to be performed under this Agreement.
Section 9. Project Documents.
9.1 All original computer programs, data, designs, drawings, files, maps, memoranda, models, notes, photographs, reports, studies, surveys and other documents (collectively, “Project Documents”) prepared, developed or discovered by Consultant in the course of providing services under this Agreement will become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of Consultant. Consultant will take such steps as are necessary to perfect or protect the ownership interest of City in such Project Documents. Upon completion, expiration or termination of this Agreement or upon request by City, Consultant must turn over to City all such original Project Documents in its possession; provided, however, that Consultant may retain copies of Project Documents. City acknowledges and agrees that use of Consultant’s completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at City’s own risk. If necessary, Consultant agrees to execute all appropriate documents to assign to City the copyright or intellectual property rights to the Project Documents created pursuant to this Agreement.
9.2 Except as necessary for the performance of services under this Agreement, no Project Documents prepared under this Agreement, will be released by Consultant to any other person or entity without City’s prior written approval.
Section 10. Confidential Information; Release of Information.
10.1 All information gained or work product produced by Consultant in performance of this Agreement will be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant may not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law.
10.2 Consultant, its officers, employees, or agents, may not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the services performed under this Agreement. Response to a subpoena or court order will not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena.
10.3 If Consultant, or any officer, employee, or agent of Consultant, provides any information or work product (including Project Documents) in violation of this Agreement, then City will have the right to reimbursement and indemnity from Consultant for any dam ages, costs and fees, including attorneys fees, caused by or incurred as a result of Consultant’s conduct.
10.4 Consultant must promptly notify City should Consultant, its officers, employees, or agents be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the services performed under this Agreement. City retains the right, but has no obligation, to represent Consultant or be Form Approved April 2021 5 CC Agreement No. 2026-7
present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite such response.
10.5 All media and press releases, including graphic display information, must be approved and distributed solely by City, unless otherwise agreed to in writing by City. All media interviews regarding the performance of services under this Agreement are prohibited unless expressly authorized by City.
Section 11. Consultant’s Books and Records.
11.1 Consultant must maintain all documents and records demonstrating or relating to Consultant’s performance of services under this Agreement, including ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to City under this Agreement. All financial documents or records must be maintained in accordance with generally accepted accounting principles and all other documents must be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by Consultant under this Agreement. All such documents or records must be maintained for at least three years following the final payment under this Agreement.
11.2 Any and all records or documents required to be maintained by this section must be made available for inspection, audit and copying, at any time during regular business hours, upon written request by City or its designated representative. Copies of such documents or records must be provided directly to City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records must be made available at Consultant’s address indic ated for receipt of notices in this Agreement.
11.3 Where City has reason to believe that any of the documents or records required to be maintained by this section may be lost or discarded due to dissolution or termination of Consultant’s business, City may, by written request, require that custody of such documents or records be given to a person or entity mutually agreed upon and that such documents and records thereafter be maintained by such person or entity at Consultant’s expense. Access to such documents and records must be granted to City, as well a s to its successors-in-interest and authorized representatives.
Section 12. Status of Consultant.
12.1 Consultant is and will at all times remain a wholly independent contractor and not an officer or employee of City. Consultant has no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City.
12.2 The personnel performing the services under this Agreement on behalf of Consultant will at all times be under Consultant’s exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City , will have control over the conduct of Consultant or any of Consultant’s officers, employees or agents, except as provided in this Agreement. Consultant agrees that it will not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees or agents are in any manner officials, officers, or employees of City.
Form Approved April 2021 6 CC Agreement No. 2026-7
12.3 Neither Consultant, nor any of Consultant’s officers, employees or agents, will obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim to any such rights or benefits.
Section 13. Compliance with Applicable Laws.
13.1 In General. Consultant must use the standard of care in its profession to keep itself informed of and comply with all federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement that apply to the services performed by Consultant.
13.2 Professional Licenses and Approvals. Consultant agrees that it will, at its sole cost and expense, obtain and maintain in effect at all times during the term of this Agreement any licenses, permits, insurance and approvals that are legally required for Consultant to practice its profession.
13.3 Employment Laws. Consultant agrees to comply with all applicable federal and state employment laws including those that relate to minimum hours and wages, occupational health and safety, and workers compensation insurance. Consultant further represents that it is an equal opportunity employer and in performing services under this Agreement agrees to comply with all applicable federal and state laws governing equal opportunity employment, and further agrees that it will not discriminate in the employment of persons to perform services under this Agreement on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, or sexual orientation of any such person, except as may be permitted by California Government Code section 12940.
Section 14. Unauthorized Aliens.
Consultant agrees to comply with all of the applicable provisions of the Federal Immigration and Nationality Act (8 U.S.C. § 1101 and following), as it may be amended, and further agrees not to employ unauthorized aliens as defined under the Act. Should Consultant employ any unauthorized aliens for the performance of any work or services covered by this Agreement, and should any liability or sanctions be imposed against City for the use of unauthorized aliens, Consultant agrees to reimburse City for the amount of all such liabilities or sanctions imposed, together with any and all related costs, including attorneys’ fees, incurred by City.
Section 15. Conflicts of Interest.
15.1 Consultant covenants that neither Consultant, nor any officer, principal or employee of its firm, has or will acquire any interest, directly or indirectly, that would conflict in any manner with the interests of City or that would in any way hinder Consultant’s performance of services under this Agreement. Consultant’s attention is directed to the conflict of interest rules applicable to governmental decision-making contained in the Political Reform Act (California Government Code Section 87100 and followi ng) and its implementing regulations (California Code of Regulations , Title 2, Section 18700 and following), and California Government Code section 1090.
15.2 Consultant covenants that neither Consultant, nor any officer, principal or employee of its firm will make, participate in the making, or in any way attempt to use the position of Consultant to influence any decision of the City in which Consultant knows or has reason to know that Consultant, or any officer, principal or employee of Consultant has any of the financial interests listed in Government Code section 87103.
Form Approved April 2021 7 CC Agreement No. 2026-7
15.3 If Consultant discovers that it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant must promptly disclose the relationship to City and take such action as City may direct to remedy the conflict.
15.4 City understands and acknowledges that Consultant is, as of the Effective Date, independently involved in the performance of non-related services for other governmental agencies and private parties. Consultant represents that, except as otherwise disclosed to City, it is unaware of any stated position of City relative to these projects. Any future position of City on these projects will not be considered a conflict of interest for purposes of this section.
Section 16. Indemnification.
16.1 Consultant agrees that it will, to the fullest extent permitted by law, defend, indemnify, and hold harmless City from all Services Claims and Operations Claims (each defined below) related to the performance by Consultant of this Agreement as provided in this section.
Consultant acknowledges that City would not enter into this Agreement in the absence of Consultant’s commitment to defend, indemnify, and hold harmless City as set forth in this section.
16.2 For the purposes of this section, “City” includes City’s officers, officials, employees, agents and volunteers, and “Consultant” includes Consultant’s officers, officials, employees, agents and subcontractors and any other persons for whom Consultant is legally responsible.
16.3 With respect to the performance of professional services under this Agreement where the law establishes a professional standard of care for such services, Consultant agrees to indemnify, and hold harmless City from and against all liabilities, damages, los ses, and costs, including but not limited to reimbursement of reasonable attorney's fees and all other costs of defense, to the extent caused by the negligence, recklessness, or willful misconduct of Consultant (collectively, “Services Claims”).
16.4 With respect to the acts and operations of Consultant under this Agreement other than the performance of professional services, Consultant agrees to defend, indemnify, and hold harmless City from and against any and all claims, liabilities, damages, losses, and costs, including but not limited to reasonable attorney's fees and all other costs of defense, to the extent caused, in whole or in part, by the negligence, recklessness, or willful misconduct of Consultant, and excepting only those claims, damages, liabilities, losses, and costs caused by City’s sole negligence or willful misconduct (collectively, “Operations Claims”).
16.5 Consultant must notify City within five days of receipt of notice of any Operations Claims or Services Claims made or legal action initiated that arises out of or pertains to Consultant’s performance of services under this Agreement.
16.6 Consultant’s duty to defend Operations Claims is a separate and distinct obligation from Consultant’s duty to indemnify City for any Operations Claims. With respect to Operations Claims, Consultant is obligated to defend City in all legal, equitable, administrative, or special proceedings, with counsel reasonably approved by City, immediately upon tender to Consultant of an Operations Claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Consultant are responsible for the Operations Claim does not relieve Consultant from its separate and distinct obligation to defend under this section. The obligation to defend extends through final judgment, including exhaustion of any appeals.
Form Approved April 2021 8 CC Agreement No. 2026-7
16.7 Consultant agrees that settlement of any Operations or Services Claim against City requires the consent of City. City agrees that its consent will not be unreasonably withheld provided that Consultant is financially able (based on demonstrated assets including insurance) to fulfill its obligation to indemnify City for the costs of any such settlement as required under this Agreement.
16.8 The insurance required to be maintained by Consultant under this Agreement is intended to ensure Consultant’s obligations under this section, but the limits of such insurance do not limit the liability of Consultant.
16.9 Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth in this section from each subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreem ent. If Consultant fails to obtain such indemnity obligations from others as required, Consultant will be fully responsible for all obligations under this section. City’s failure to monitor compliance with this requirement imposes no additional obligations on City and will in no way act as a waiver of any rights under this Agreement.
16.10 The parties acknowledge and agree that design professionals are required to defend and indemnify the City only to the extent permitted by Civil Code section 2782.8, which allows for claims only to the extent that they arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional, and also places limitations on the costs of defense that may be charged to a design professional . The term "design professional,” is defined in Section 2782.8, and includes licensed architects, licensed landscape architects, registered professional engineers, professional land surveyors and the business entities that offer such services in accordance with the applicable provisions of the Business and Professions Code. The parties further acknowledge and agree that the provisions of this Section 16 are to be interpreted and applied to the fullest extent permitted by Civil Code section 2782.8.
16.11 The provisions of this section will survive the expiration or earlier termination of this Agreement in accordance with the applicable provisions of Exhibit C (Insurance).
Section 17. Insurance.
Consultant agrees to obtain and maintain in full force and effect during the term of this Agreement the insurance coverages listed in Exhibit C (Insurance), which is made a part of this Agreement.
All insurance policies are subject to approval by City as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager or City Attorney.
Section 18. Assignment.
The expertise and experience of Consultant are material considerations for this Agreement. City has an interest in the qualifications of and capability of the persons and entities that will fulfill the duties and obligations imposed upon Consultant under this Agreement. In recognition of that interest, Consultant may not assign or transfer this Agreement or any portion of this Agreement or the performance of any of Consultant’s duties or obligations under this Agreement without the prior written consent of City, which may be withheld in the City’s sole discretion. Any attempted assignment will be null and void, and will constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary termination of this Agreement.
Section 19. Default; Limitations on Liability.
19.1 In the event that Consultant is in default under the terms of this Agreement, City will have Form Approved April 2021 9 CC Agreement No. 2026-7
no obligation or duty to continue compensating Consultant for any services performed after City provides written notice to Consultant of such default.
19.2 Consultant agrees that no City official, officer, employee or agent will be personally liable to Consultant in the event of any default or breach of City, or for any amount which may become due to Consultant, or for any obligations directly or indirectly i ncurred under this Agreement.
19.3 City’s liability under this Agreement is limited to payment of Consultant in accordance with the terms of this Agreement and excludes any liability whatsoever for consequential or indirect damages even if such damages are foreseeable.
Section 20. Termination of Agreement.
20.1 City may terminate this Agreement, with or without cause, at any time by written notice of termination to Consultant. In the event such notice is given, Consultant must cease immediately all work and services in progress.
20.2 Consultant may terminate this Agreement at any time upon 30 days’ prior written notice of termination to City.
20.3 Upon termination of this Agreement by either Consultant or City, all property belonging to City that is in Consultant’s possession must be returned to City. Consultant must promptly deliver to City a final invoice for all outstanding services performed and expenses incurred by Consultant as of the date of termination. Compensation for work in progress not based on an hourly rate will be prorated based on the percentage of work completed as of the date of termination.
20.4 Consultant acknowledges City’s rights to terminate this Agreement as provided in this section, and hereby waives any and all claims for damages that might otherwise arise from City’s termination of this Agreement.
Section 21. Notices.
21.1 All written notices required or permitted to be given under this Agreement will be deemed made when received by the other party at its respective address as follows:
To City:
City of Camarillo
601 Carmen Drive
Camarillo, California 93011
Attention: Mitchell Cameron, COI
Tel. (805) 383-5432
e-mail [email protected]
To Consultant:
NEXGEN Asset Management Inc.
4010 Lennane Drive
Sacramento, CA 95834
Attention: Vincent Yee, President
Tel. (916)779-7300
e-mail [email protected]
21.2 Notice will be deemed effective on the date personally delivered or electronically transmitted by facsimile. If the notice is mailed, notice will be deemed given three days after deposit of the same in the custody of the United States Postal Service, postage prepaid, for first class delivery, or upon delivery if using a major courier service with tracking capabilities.
21.3 Any party may change its notice information by giving notice to the other party in Form Approved April 2021 10 CC Agreement No. 2026-7
compliance with this section.
Section 22. General Provisions.
22.1 Authority to Execute; Counterparts. Each party represents and warrants that all necessary action has been taken by such party to authorize the undersigned to execute this Agreement and to bind it to the performance of its obligations hereunder. This Agreement may be executed in several counterparts, each of which will constitute one and the same instrument and will become binding upon the parties when at least one copy has been signed by both parties.
22.2 Entire Agreement. This Agreement, including the attached Exhibits A through C, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed in this Agreement and supersedes all other agreements or understandings, whether oral or written, between Consultant and City prior to the execution of this Agreement.
22.3 Binding Effect. This Agreement is binding upon the heirs, executors, administrators, successors and assigns of the parties.
22.4 Modification of Agreement. No amendment to or modification of this Agreement will be valid unless made in writing and approved by Consultant and by the City Council or City Manager, as applicable. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver will be void.
22.5 Electronic Signatures; Counterparts. T his Agreement and any amendment will be considered executed when the signature page of a party is delivered by electronic transmission. Such electronic signatures will have the same effect as an original signature. This Agreement may be executed in multiple counterparts.
22.6 Waiver. Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement will not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement will not constitute a waiver of any other provision, or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any services by Consultant will not constitute a waiver of any of the provisions of this Agreement.
22.7 Interpretation. This Agreement will be interpreted, construed and governed according to the laws of the State of California. Each party has had the opportunity to review this Agreement with legal counsel. The Agreement will be construed simply, as a whole, and in accordance with its fair meaning. It will not be interpreted strictly for or against either party.
22.8 Severability. If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement will not be affected and the Agreement will be read and construed without the invalid, void or unenforceable provision.
22.9 Venue. In the event of litigation between the parties, venue in will be exclusively in a state court in the County of Ventura.
Form Approved April 2021 11 CC Agreement No. 2026-7
THE UNDERSIGNED AUTHORIZED REPRESENTATIVES OF the parties hereby execute this Agreement as follows:
CITY OF CAMARILLO
_________________________________
Greg Ramirez, City Manager
ATTEST:
_________________________________
City Clerk
CONSULTANT:
NEXGEN Asset Management Inc.
By_________________________________
Name: Vincent Yee, P.E.
Title: President
Camarillo Business Tax Certificated No. _____________ / Expiration Date __________
Form Approved January 2018 A-1
EXHIBIT A
SCOPE OF SERVICES
[Attached]
1 SCOPE OF WORK
City of Camarillo
NEXGEN Asset Management Software & Implementation
PREPARED FOR: City of Camarillo
PREPARED BY: Vincent Yee/NEXGEN
CC:
TOPIC: Software Cost & Implementation Scope of Work
DATE: Executed Upon Contract Approval
Implementation Scope of Work
Task 1. Project Management
Objectives The purpose of this task is to manage the project within schedule, budget and delivery.
Assumptions 1) City will provide a project manager/coordinator to work with City staff to coordinate meetings and tasks.
2) NEXGEN will provide and manage the project in zoho.com, a project management web tool.
Activities 1) Weekly Project Management Team meetings with City Project Management Team and NEXGEN Project Manager to track project delivery. NEXGEN shall coordinate Weekly Project Management Team meetings.
Deliverables • NEXGEN shall coordinate the Project Kickoff Meeting, Project Status Monitoring & Progress Reporting
• NEXGEN shall prepare Meeting agendas, minutes and action items. • Payment Schedule:
o 10%: Kick Off Meetings
o Remaining 90% will be evenly distributed over 12 months Task 2. User Requirements
Objectives The purpose of this task is to identify City’s user requirements from the different groups.
Assumptions 1) City’s teams and user groups will be available to participate in up to 12 (2 hr on-site) workshops to develop the implementation strategies.
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
2 Activities 1) NEXGEN shall meet with users (specific to AM functionalities) to identify functional requirements of AM, based on their user needs. Desired functionalities of AM will drive the configurations.
2) NEXGEN shall document City’s AM functional requirements & acquire validation from staff.
Deliverables • NEXGEN shall prepare a technical memorandum summarizing the user requirements.
• Payment Schedule:
o 50%: User Requirement Meetings & Documented
o 100%: Final User Requirements Accepted
Task 3. Business Process
Objectives The purpose of this task is to map business processes to be used for configurations.
Assumptions 1) Assume no more than 4 business process maps and the business processes will be similar across many groups.
2) City will allocate time with Asset Management Team and User Groups to meet to identify End-To-End Business Processes.
3) City’s Project Management Team will coordinate City staff calendars to schedule the respective business process mapping sessions. 4) City’s Project Management Team will ensure all necessary staff are invited to their respective business process mapping sessions.
5) NEXGEN shall ensure End-to-End Business Processes, system workflows, configuration, notifications, etc. will be similar across City Groups as possible with only minor variances allowed.
6) City will formally approve final business processes via ZohoSign. Any modifications from the approved business processes will be considered a change order in the scope of work and budget.
7) NEXGEN shall coordinate 15 business process mapping meetings for each business process (15) will be broken into (1.5-hour) on-site meetings.
Activities 1) NEXGEN will work with City staff to identify the business processes that are required to support the functional requirements.
a) Asset Lifecycle Management
i) Asset Identification
ii) Asset Onboarding – Capital Projects
iii) Asset Onboarding – O&M Projects
iv) Asset Operations & Maintenance
v) Asset Disposal
b) Service Requests & Work Orders
i) Service Request to Corrective Work Orders
ii) Operational Work Orders
iii) Preventive Work Orders
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
3 iv) Predictive Work Orders
c) Managing Inventory
i) Ordering Inventory
ii) Receiving Inventory from Vendors
iii) Issuing Inventory and Returning Unused Parts/Materials iv) Repairing Assets/Salvaging Usable Parts
v) Perform Cycle Counts
2) Upon submittal of draft business processes, City will review and provide any necessary feedback.
3) City will formally approve final business processes via ZohoSign. Any modifications from the approved business processes will be considered a change order in the scope of work and budget.
Deliverables • NEXGEN shall coordinate 15 – 1.5 hours each of business process mapping on-site meetings.
• NEXGEN shall draft Business Processes.
• CITY shall ensure approved Business Processes are signed via ZohoSign. • NEXGEN shall prepare a Technical memorandum summarizing City’s AM mapped business processes.
• Payment Schedule:
o 50%: Facilitated Business Process Mapping meetings, Business Process Maps
o 100%: Final Business Processes Accepted
Task 4. Data Migration
Objectives The purpose of this task is to migrate City’s asset inventory and warehouse inventory into NEXGEN AM.
Assumptions 1) City will provide readily available; to be determined by the City at time of implementation, vertical asset inventory data in a spreadsheet format arranged by locations and classes. We have assumed that City will provide the complete set of asset inventory with unique asset numbers and attributes to be migrated into NEXGEN.
2) City will provide warehouse inventory data in a spreadsheet format arranged by locations and categories. Warehouse inventory data should include inventory details and counts.
Activities 1. NEXGEN shall assist the City in development of Asset Hierarchies for Locations and Classes to create the asset hierarchies in NEXGEN. NEXGEN will create the asset hierarchies for City to review and approve.
2. NEXGEN will work with City to organize the asset inventory into the asset hierarchies. City will assign assets to the asset hierarchies in an asset inventory data collection spreadsheet.
3) NEXGEN shall migrate all asset inventory data into NEXGEN. Assume 3 separate loads of asset inventory.
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
4 4) NEXGEN shall migrate all warehouse inventory data into NEXGEN. Assume 3 separate loads of warehouse inventory.
5) City to review and test the data migration. NEXGEN to modify any necessary changes from testing results.
6) City to sign off approving the completion of the data migrations.
Deliverables • Asset Hierarchies for Locations and Classes configured in NEXGEN. • NEXGEN shall ensure Asset inventory and warehouse inventory data are uploaded into NEXGEN AM. 3 separate loads of asset inventory and 3 separate loads of warehouse inventory.
• Payment Schedule:
o 25%: Asset Hierarchies (Class, Location, Process) and Asset Attributes o 50%: Warehouse Hierarchies (Category, Location) and Asset Migration into Production.
o 75%: Warehouse Inventory Items Migration intro Production, Initial Work Order Histories
o 100%: Go-Live Work Order histories, Go-Live Warehouse Inventory include inventory counts
Task 5. Configuration
Objectives The purpose of this task is to configure the NEXGEN AM to support City’s user needs, functional requirements and asset management best practices.
Assumptions 1) City will provide completed spreadsheets for configurations that will include the following:
a) Users and security groups with rights.
b) Employee names, user logins, billable rates, emails and mobile numbers c) Equipment numbers, names and billable rates
d) Work flows
e) Notification requirements.
f) Departments and divisions.
g) Service request types and priorities organized by department and divisions.
h) Work order types, tasks, causes and resolutions by department and divisions.
Activities 1) NEXGEN shall configure the NEXGEN AM to support the user requirements and business processes.
2) NEXGEN shall create users, user groups, security rights and notifications based on the business process workflows and requirements. Develop departments and divisions that optimize the workflows. City shall provide a list of users, user groups and notification workflows for configuration. 3) NEXGEN shall configure all the service requests and work order pull down menus that include service request types, work order tasks, cause and
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
5 resolution. NEXGEN shall configure cascade of service request types and work order tasks to departments and divisions.
4) Configure City’s preventive maintenance programs based on City’s current preventive maintenance with assets, schedules, frequencies, checklists (standard operating/maintenance procedures). It is assumed that City will provide the preventive maintenance configurations in a spreadsheet with associated checklists.
5) Setup notifications for City’s work flows and business processes. Set up notifications content for alerts, emails and text messages. 6) City to sign off approving the completion of the configurations.
Deliverables • NEXGEN shall deliver an optimized system configurations to fit user requirements.
• Payment Schedule:
o 25% - Department/Division, Employees, Equipment, Contractors, Vendors, Crews, Customers, Users/User Groups.
o 50% - Service Request Components, Work Order Components, Condition Assessments.
o 75% - First half Preventive Maintenance program, first half Predictive Maintenance program, Inspections.
o 100% - Second half Preventive Maintenance program, second half Predictive Maintenance program, Inspections, Notifications.
Task 6. System Integration
Objectives The purposes of this task are to integrate NEXGEN AM with City’s ESRI (GIS), Naviline (ERP), Naviline Utility Billing (UB), SeeClickFix (CRM), Laserfiche. Microsoft AD, GeoTab (Fleet), WinCAM (CCTV), HACHS (SCADA) and StreetSaver (Pavement).
Optional systems to be integrated include Wex Fuel (Fuel), ChargePoint (EV), Tyler Time/Attendance, Tridium (BMS), 2nd Nature (Storm) and RainBird (Irrigation).
Assumptions 1) City will ensure that the GIS attributes will include fields to map to the asset hierarchy locations and classes.
2) City will ensure that all assets in GIS have unique asset numbers in the attributes.
3) City will be responsible for configuring City’s GIS with gradual content zoom and the symbology of asset classes.
4) NEXGEN uses API for integrations. City will be responsible for the 3rd party vendor API that will meet City’s integration requirements. 5) This integration task is to develop the scripts for the integrations. The annual maintenance fee is to monitor, maintain and support the integrations.
Activities 1) NEXGEN shall ensure that NEXGEN is seamlessly integrated with City’s ESRI ArcGIS (GIS). We will map the layers and attributes in the GIS with NEXGEN’s
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
6 asset hierarchy locations and classes so updates with the GIS will automatically reflect in the NEXGEN AM software.
2) NEXGEN shall ensure that NEXGEN will have a bidirectional integration with City’s Naviline (ERP) We have assumed that ERP will provide the integration API for these integration requirements. This will be a bidirectional integration between ERP to NEXGEN on the GL account codes, vendors, inventory requisition, purchase requisition, approvals, purchase order, receiving and agreements. warehouse inventory (inventory, counts, and costs). Users in NEXGEN will use the inventory in work orders and at the end of the day, will send the updated warehouse inventory (inventory, counts, and costs) back into ERP. All warehouse inventory management workflow process will continue to be managed in ERP. Purchase requisitions created in EAM will autogenerate a purchase requisition in ERP. ERP will approve and convert purchase requisition to purchase order, which will be sent back to auto create a purchase order in EAM. Once the items are received in EAM, the integration will update the ERP purchase order as complete or closed. Any returns in EAM will also update in ERP. Only pertinent vendor suppliers will be synced between ERP and EAM. We have assumed that City will provide API or data for the ERP at City’s expense.
3) NEXGEN shall ensure that NEXGEN will have a bidirectional integration with City’s Naviline Utility Billing (UB) Utility Billing for meters will be a bi directional integration between Naviline UB and NEXGEN. Meter and customer information from Naviline UB will be passed to NEXGEN. Meter related service requests from Naviline will be passed to NEXGEN service requests.
Updates of NEXGEN billing related service requests will be pushed back to Naviline UB. Updated meter replacement or updates will be pushed back to Naviline UB. We have assumed that City will provide API or data for the UB at City’s expense.
4) NEXGEN shall ensure that NEXGEN will have a bidirectional integration to the City’s SeeClickFix CRM to pass customer and service request information to NEXGEN. Service requests generated in Microsoft CRM can autogenerate service requests in NEXGEN. Customer information from SeeClickFix CRM can be made available to NEXGEN users for visibility. Correspondence or communication documented in CRM will appear in NEXGEN Service Requests.
Updates on the Service Request statuses in NEXGEN auto update in CRM.
NEXGEN shall ensure that the City’s Streets team will NOT have any business processes or functionality within the integration to SeeClickFix. NEXGEN shall ensure that the City’s Streets team business processes will reside entirely within NEXGEN software.
5) NEXGEN shall ensure that NEXGEN will be seamlessly integrated with Microsoft Active Directory, enabling single sign-on (SSO) functionality via SCIM to Microsoft Azure Active Directory to enhance security and simplify user access management.
6) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with City’s GeoTab (Fleet). This will be a unidirectional integration using flat files to
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
7 pass odometer readings to trigger corrective and preventive maintenance in EAM. Fuel information can also be pushed over into NEXGEN. 7) NEXGEN shall ensure that NEXGEN will have a unidirectional integration from NEXGEN to City’s Laserfiche document management. Information captured in Laserfiche can potentially be transferred over into NEXGEN. 8) NEXGEN shall ensure that NEXGEN has a built-in integration with various WinCAM (CCTV) to import the CCTV records into NEXGEN’s condition assessment module. Uploads from the CCTV will automatically create a condition assessment record for each asset. We have assumed that City’s CCTV will use the same asset numbers as in City GIS and all PACP ratings and videos are captured in CCTV. We have assumed that City’s CCTV assessment will have PACP ratings from CCTV and will have associated asset numbers corresponding to the GIS asset numbers.
9) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with City’s HACH SCADA to import asset meter run times periodically into assets, which will trigger preventive maintenance activities based on run times. City’s SCADA team will develop a script to publish the run time information on a local server. NEXGEN will write an integration script to pull that data from the local server into our asset inventory.
10) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with the City’s Street Saver. Pavement condition index from Street Saver will be integrated with NEXGEN pavement assets.
11) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with Wex Fuel (Fuel) to import fuel usage and odometer readings periodically into assets, which will trigger preventive maintenance work orders. (optional) 12) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with ChargePoint (EV) to import to import electrical usage and odometer readings periodically into assets, which will trigger predictive maintenance activities. (optional)
13) NEXGEN shall ensure that NEXGEN will have a bidirectional integration with Tyler Time/Attendance (Timesheet) to pull GL Task Codes come from Tyler and push timesheets entered in NEXGEN into Tyler Time/Attendance. (optional)
14) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with Tridium (BMS) to import to import hour readings and alarms into assets, which will trigger preventive and predictive maintenance activities. (optional) 15) NEXGEN shall ensure that NEXGEN will have a unidirectional integration with 2nd Nature (Storm) to import to import hour readings and alarms into assets, which will trigger preventive and predictive maintenance activities. (optional)
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
8 16)
NEXGEN shall ensure that NEXGEN will have a unidirectional integration with RainBird (Irrigation) to import to import triggers for predictive maintenance activities. (optional)
Deliverables • NEXGEN shall ensure that NEXGEN AM integrated with City’s ESRI (GIS), Naviline (ERP), SeeClickFix (CRM), Laserfiche. Microsoft AD, GeoTab (Fleet), WinCAM (CCTV), HACHS (SCADA) and StreetSaver (Pavement). • Optional systems to be integrated include Wex Fuel (Fuel), ChargePoint (EV), Tyler Time/Attendance, Tridium (BMS), 2nd Nature (Storm) and RainBird (Irrigation).
• Payment Schedule based on completion milestone of each integration o ESRI ArcGIS (GIS) $18,040
o Naviline ERP $80,520
o Naviline UB $68,640
o SeeClickFix $18,040
o Laserfiche $23,760
o Microsoft AD $0
o GeoTab $18,040
o WinCAM $23,760
o HACHS SCADA $18,040
o StreetSaver $18,040
o Wex Fuel (Fuel) $18,040
o ChargePoint (EV) $23,760
o Tyler Time/Attendance $35,640
o Tridium (BMS) $41,800
o 2nd Nature (Storm) $18,040
o RainBird (Irrigation) $23,760
Task 7. System Testing
Objectives The purposes of this task are to test the system, resolve issues and optimize configurations.
Assumptions 1) City will assign an individual(s) to perform the system testing. If City chooses the Locally Hosted option, we have assumed that City IT staff will be available to help perform the system testing.
Activities 1) NEXGEN shall provide limited City staff with a system testing plan of the desktop and mobile software.
2) City and NEXGEN staff shall stress test the system during a 6-week testing period.
3) NEXGEN shall provide support to resolve any issues or questions during the 6-week testing period. After NEXGEN or 3rd party vendor resolves any issues, the City will have 2 weeks to retest.
4) NEXGEN shall modify any configurations necessary to optimize work flows.
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
9 5) City to sign off on the system testing upon acceptance.
Deliverables • System tested and accepted.
• Payment Schedule:
o 50%: Development of System Integration Testing scripts Testing Schedule, o 100%: Completion of in scope System Integration Testing per the provided scopes. Integration Testing Signed Off.
Task 8. User Acceptance Testing
Objectives The purposes of this task are to perform system testing and user acceptance testing.
Assumptions 1) City will assign an individual(s) to perform the system testing. If City chooses the Locally Hosted option, we have assumed that City IT staff will be available to help perform the system testing.
2) City will identify user acceptance testing team and allocate resources for the team to test during the 6-week period.
3) City will assign a main point of contact to document any configuration changes needed or desired as a result of the user acceptance testing by the City.
4) NEXGEN will provide resources during user acceptance testing to resolve any bugs or software configuration issues.
Activities 1) NEXGEN shall Provide limited City staff with a system testing plan of the desktop and mobile software.
2) City and NEXGEN staff shall stress test the system during a 6-week testing period.
3) NEXGEN shall Provide support to resolve any issues or questions during the 6-week testing period.
4) NEXGEN shall Provide City staff with a user acceptance testing plan of the desktop and mobile software. Remote web training on the testing plan and process.
5) City staff field testing the system during a 6-week testing period. NEXGEN shall Provide support to resolve any issues or questions during the 6-week testing period.
6) NEXGEN shall Modify any configurations necessary to optimize work flows. 7) City to sign off on the user acceptance testing.
Deliverables • NEXGEN shall ensure that the System is tested and User acceptance tested and accepted.
• Payment Schedule:
o 50%: UAT Test Scripts for each Business Unit, UAT Modifications Log. User Acceptance Signed Off.
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
10 o 100%: Completed Modifications Period before Pre-Deployment Training Period. Final Acceptance.
Task 9. Training
Objectives The purpose of this task is to develop the pre-deployment training plan.
Assumptions 1) City will provide training facilities and will provide NEXGEN team with early access to training facilities for proper room setup.
2) City will coordinate and schedule training groups.
3) NEXGEN shall ensure that the training plan and training materials will be based on accepted City Business Process Workflows.
4) NEXGEN shall ensure that All users will have access to the proper devices and technology during training sessions.
Activities 1) NEXGEN will develop a detailed Training Plan that includes the training curriculum for specific user groups. Training plan will include both web and onsite training.
2) NEXGEN shall Set up logins for users on NEXGEN University, a NEXGEN learning management system that is filled with learning plans, training videos and quizzes. Prior to the onsite training, users will go through NEXGEN University for a self-guided learning process to acquire the basic knowledge of the NEXGEN AM software.
3) Onsite training will be held at City facilities with no more than 20 users per class. We have assumed there will be multiple similar training classes to accommodate for the number of users and schedules.
4) Pre-Deployment Training
a) NEXGEN shall Develop training plans for field personnel, supervisors and system administrators.
b) NEXGEN shall provide 20 hours of onsite training for field personnel. c) NEXGEN shall provide 10 hours of onsite training for supervisors. d) NEXGEN shall provide 10 hours of onsite training for system administrators
Deliverables • NEXGEN shall provide Training materials and videos. • NEXGEN shall provide Pre-Deployment training:
o NEXGEN shall provide Training plans for each group.
o NEXGEN shall provide 40 hours of onsite training.
• Payment Schedule:
o 25%: Pre-Deployment Training schedule, Training Resources, Trainee Registration into NEXGEN University, Training Modification Log o 100%: Facilitate onsite Pre-Deployment Training sessions Task 10. Go Live Support
Objectives The purpose of this task is to provide Go Live Support.
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
11 Assumptions 1) City will utilize NEXGEN Zoho Desk to enter and track all support tickets.
Activities 1) Go Live with NEXGEN AM.
2) NEXGEN will provide Post Deployment Support with a dedicated support staff for 1 week remote (Total 40 hours) at Go Live.
Deliverables • Go Live Support (40 hours on-site support) o 1 week of on-sitesupport (40 hours)
• Support & maintenance based on Service Level Agreements. • Payment Schedule:
o 100%: 40 Hours onsite Go-Live Support
Task 11. Post Deployment Support
Objectives The purpose of this task is to provide post deployment support.
Assumptions 1) City will utilize NEXGEN Zoho Desk to enter and track all support tickets.
Activities 1) 8 (2 hour/ea) weekly web conference call “office hours” after deployment to provide users opportunities to ask questions, acquire additional training and support. (Total 16 hours)
2) Post Deployment support for 2 months post go live.
Deliverables • Post Live Support 2 months
o 2 months of remote post deployment support after go-live. o 8 weekly 2-hour web conference after deployment to provide additional training. (16 hours)
• Support for 2 months post go live
• Payment Schedule:
o 50%: 8 weekly 2-hour web conference support
o 100%: End of 2 months of post support
Optional Implementation Scope of Work
In the event that the City chooses to implement the optional NEXGEN 311, the following are optional implementation tasks depending of if the City selects the standard NEXGEN 311 or the City branded NEXGEN 311.
Task 12. Standard NEXGEN 311 Service Request Portal
Objectives The purpose of this task is to setup the standard NEXGEN 311 Service Request Portal for the City.
Assumptions 1) The City’s project and communication teams will work with NEXGEN to configure the NEXGEN 311 Service Request Portal.
2) Initial configuration and testing will be completed on a test site.
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
12 Activities 1) Configure NEXGEN 311 Service Request Portal a) Configure the pull-down menus to navigate through the portal b) Setup notifications for each department
2) Setup geofence for the City.
3) Test 311 Service Request Portal and Mobile Application. 4) Deploy 311 Service Request Portal and Mobile Application.
Deliverables • Standard NEXGEN 311 Customer Service Request Portal and Mobile Applications.
• Payment Schedule:
o 50%: Draft Standard 311 Service Request Portal Configured o 100%: Final Standard 311 Service Request Portal signed off Task 13. City Branded 311 Service Request Portal & iOS/Android Mobile Application Objectives The purpose of this task is to set up a City of Camarillo Branded 311 Service Request Portal and mobile application available on the Apple and Android Stores.
Assumptions 1) The City’s communication teams will work with NEXGEN to configure the NEXGEN 311 Service Request Portal.
2) Initial configuration and testing will be completed on a test site.
Activities 1) Customize the NEXGEN 311 desktop portal and mobile application to the City’s branding, logo and colors to match the City’s current brand guidelines including logo and color scheme.
2) Develop custom name for the City of Camarillo 311 mobile application and desktop portal.
3) Configure NEXGEN 311 Service Request Portal
a) Configure the pull-down menus to navigate through the portal b) Setup notifications for each department
4) Setup geofence for the City.
5) Test 311 Service Request Portal and Mobile Application. 6) Upload Mobile Applications on iOS and Android stores. 7) Deploy 311 Service Request Portal and Mobile Application.
Deliverables • City-branded 311 Customer Service Request Web Portal and Mobile Application
• Payment Schedule:
o 50%: Draft Custom 311 Service Request Portal Configured o 100%: Final Custom 311 Service Request Portal signed off
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
13 Task 14. Backflow Data Migration & Configuration
Objectives The purpose of this task is to migrate backflow asset records and configure NEXGEN AM’s Backflow Module to manage the City’s backflow management.
Assumptions 1) City will provide a backflow asset inventory in spreadsheet format. City will provide customer information associated to the backflows. 2) Backflow asset spreadsheet will include unique asset ids, asset address, customer account number, device type, testing frequency, and last tested date.
3) Data migration will be done on a cloud-hosted test environment for approval prior to final migration on locally hosted live environment. 4) City will provide backflow test form for configuration. 5) City will provide backflow testing schedules.
6) City will provide example customer repair letters.
Activities 1) NEXGEN will migrate backflow asset inventory into NEXGEN Backflow Module. 2) NEXGEN will link backflow assets to customer records in NEXGEN AM. 3) NEXGEN will configure the backflow test form as a form type in the Form Module for digital data collection in the field.
4) NEXGEN will configure the testing schedules provided by the City. 5) NEXGEN will configure customer repair letters.
6) NEXGEN shall configure the Contractor Portal for Testers to enter backflow test results.
Deliverables • Complete backflow asset inventory
• Backflow letters and test forms configured
• 8 hours of on-site Backflow management training
• Payment Schedule:
o 25%: Backflow asset inventory uploaded
o 50%: Backflow letters and forms configured
o 75%: Contractor Portal configured for Backflow Testers o 100%: Backflow Management Training
CITY OF CAMARILLO
NEXGEN ASSET MANAGEMENT SOFTWARE & IMPLEMENTATION
16 Schedule
The following is the schedule assuming that the project begins on March 2nd, 2026, Go Live is scheduled for April 26th, 2027. Post Live support will extend 2 months after go live ending on June 25th, 2027.
Task Name Duration Start Finish
1. Project Management 345 days Mon 3/2/26 Fri 6/25/27
2. User Requirements 40 days Mon 3/9/26 Fri 5/1/26
3. Business Process 50 days Mon 4/13/26 Fri 6/19/26
4. Data Migration 65 days Mon 5/4/26 Fri 7/31/26
5. Configuration 85 days Mon 5/4/26 Fri 8/28/26
6. Integration 145 days Mon 5/4/26 Fri 11/20/26
7. System Testing 40 days Mon 11/23/26 Fri 1/15/27
8. User Acceptance Testing 55 days Mon 1/11/27 Fri 3/26/27
9. Training 20 days Mon 3/29/27 Fri 4/23/27
10. Go Live Support 5 days Mon 4/26/27 Fri 4/30/27
11. Post Live Support 40 days Mon 5/3/27 Fri 6/25/27
Form Approved January 2018 B-1
EXHIBIT B
KEY PERSONNEL & COMPENSATION
1. Consultant’s designated representative(s) who are authorized to act on its behalf and to make all decisions in connection with the performance of services under this Agreement is Vincent Yee.
2. Total c ompensation under thi s A greement, including reimbursement for ac tual expenses, may not exceed $1,520,255.
FEE SCHEDULE
KEY PERSONNEL
Title/Position Rate (Per Hour)
Principal/Program Manager $320
Senior Software Developer $320
Project Manager $300
Associate Software Developer $300
Senior Educational Specialist $280
Software Developer $280
Associate Educational Specialist $260
Project Implementer $280
Report Developer $260
Form Approved January 2018 B-2
Form Approved January 2018 B-3
Form Approved April 2021 C-1
EXHIBIT C
INSURANCE
1. Required Insurance. Before commencing any services, Consultant must procure and maintain in full force and effect during the term of this Agreement the following types of insurance with at least the minimum coverage listed and subject to the applicable additional requirements set forth below:
Type of Insurance Limits
Commercial General Liability $1,000,000 / $2,000,000 (occurrence/aggregate) Business Automobile Liability $1,000,000 combined single Workers’ Compensation Statutory Requirements
Professional Liability $1,000,000
Cyber Liability $1,000,000
2. Insurance Rating. All insurance required to be maintained by Consultant must be issued by companies licensed by or admitted to conduct insurance business in the State of California by the California Department of Insurance and must have a rating of A - or better and Financial Size Category Class VII or better by the latest edition of A.M. Best’s Key Rating Guide, unless otherwise approved by City’s legal counsel.
3. Commercial General Liability Insurance. The commercial general liability insurance must meet or exceed the requirements of Insurance Services Office (ISO) form CG 00 01, and must be provided on a per occurrence basis for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. The insurance must be on an “occurrence” not a “claims made” basis. Defense costs must be paid in addition to limits. There must be no cross -liability exclusion for claims or suits by one insured against another. The insurance must include a waiver of subrogation applicable to the insurance or self -insurance, a primary and non-contributory endorsement, and an additional insured endorsement, all in favor of the City of Camarillo, its officers, employees and agents, and volunteers; blanket endorsements are acceptable. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
4. Business Automobile Insurance. The business automobile insurance coverage must be at least as broad as ISO Business Auto Coverage form CA 00 01, covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the services to be performed under thi s Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount stated above per combined single limit for each accident. Such insurance must include a waiver of subrogation applicable to the insurance or self-insurance, and a primary and non-contributory endorsement, and an additional insured endorsement, all in favor of the City of Camarillo, its officers, employees and agents, and volunteers; blanket endorsements are acceptable.
5. Workers’ Compensation. If Consultant has any employees, Consultant must maintain workers’ compensation insurance (statutory limits) and employer’s liability insurance (with Form Approved April 2021 C-2
limits of at least $1,000,000). Such insurance must include a waiver of subrogation endorsement in favor of the City of Camarillo, its officers, employees, agents, and volunteers; a blanket endorsement is acceptable.
6. Professional Liability (Errors & Omissions) Insurance. The professional liability insurance must cover the services to be perfor med under this Agreement. The coverage must be provided on a “claims made” basis. Consultant must maintain continuous coverage through a period not less than three years after the completion of the services required under this Agreement.
7. Cyber Liability Insurance. The cyber liability insurance must include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including credit monitoring and regulatory fines arising from such theft, dissemination or use of the confidential information. b. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required under the Agreement for Consultant to properly perform the services intended. d. Electronic media liability arising from personal injury, plagiarism or misappropriation of ideas, domain name infringement or improper deep-linking or framing, and infringement or violation of intellectual property rights.
e. Liability arising from the failure to render professional services If coverage is maintained on a “claims-made” basis, Consultant must maintain such coverage for an additional period of three years following termination of the Agreement.
8. Umbrella or Excess Liability Insurance. If an excess or umbrella liability policy is used to meet minimum limit requirements, the insurance must provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella or excess liability policy must include a “drop-down provision” requiring the policy to respond in the event that any primary insurance that would otherwise have applied proves to be uncollectable in whole or in part for any reason. Coverage must be provided on a “pay-on- behalf” basis, with defense costs payable in addition to policy limits. There may be no cross- liability exclusion precluding coverage for claims or suits by one insured against another.
The policy must “follow form” to the underlying primary policy. Coverage must be applicable to all insureds under the primary policies. The insurance must contain or be endorsed to contain a waiver of subrogation applicable to the insurance or self-insurance, and a primary and non-contributory endorsement for the benefit of City. The scope of coverage provided is subject to approval of City following receipt of the required proof of insurance.
9. Consultant’s Limitations and Endorsements. The Consultant’s insurance policies must not include any endorsements or provisions that limit coverage for the following risks:
explosion, collapse, or underground hazards (XCU); products and completed operations; pollution liability; and contractual liability. These coverages must be specifically included without any exclusions, modifications, or restrictions that would limit the scope of protection otherwise afforded by the basic policies. Any endorsement or ex clusion that reduces or eliminates coverage for the above-listed risks is unacceptable.
Form Approved April 2021 C-3
10. Deductibles and Self -Insured Retention. Any deductibles or self-insured retentions applicable to the insurance policies required under this Agreement must be declared to and approved by City. In no event may any required insurance policy have a deductible, self- insured retention or other similar policy provision in excess of $50,000 without prior written approval by City in its sole discretion. At the option of City, either the insurer will reduce or eliminate such deductibles or self-insured retentions with respect to the City’s additional insureds or Consultant will procure a bond guaranteeing payment of any losses, damages, expenses, costs or settlements up to the amount of such deductibles or self -insured retentions.
11. Certificates of Insurance and Endorsements; Notice of Termination or Changes to Policies. Prior to commencing any services under this Agreement, Consultant must file with the City certificates of insurance and endorsements evidencing the existence of all insurance required by this Agreement, along with such other evidence of insurance or certified copies of policies as may reasonably be required by City. These certificates of insurance and endorsements must be in a form approved by the City’s legal counsel.
Consultant must maintain current certificates and endorsements on file with City during the term of this Agreement reflecting the existence of all required insurance. Each of the certificates must expressly provide that no material change in the policy, or termination or cancellation of the required coverage, will be effective except upon 30 days’ prior written notice to City by certified mail, return receipt requested (except for nonpayment for which a 10-day notice is required). The delivery to City of any certificates of insurance or endorsements that do not comply with the requirements of this Agreement will not waive the City’s right to require compliance. In the event that Consultant’s policies are materially changed, Consultant must provide the City with at least 30 days’ prior written notice of the applicable changes. City reserves the right to require complete, certified copies of all required insurance policies at any time.
12. Failure to Maintain Required Insurance. If Consultant, for any reason, fails to have in place at all times during the term of this Agreement all of the required insurance coverage, the City may, but is not obligated to, obtain such coverage at Consultant’s expense and deduct the cost from the sums due Consultant. Alternatively, City may terminate the Agreement.
13. Effect of Coverage. The existence of the required insurance coverage under this Agreement will not be deemed to satisfy or limit Consultant’s indemnity obligations under this Agreement. Consultant acknowledges that the insurance coverage and policy limits set forth in this Agreement constitute the minimum coverage and policy limits required. Should any coverage carried by the Consultant or any subconsultant of any tier have limits of liability that exceed the limits or have broader coverage than required in this Agreement, those higher limits and that broader coverage are deemed to apply for the benefit of any person or organization included as an additional insured and those limits and broader coverage will become the required minimum limits and insurance coverage in all sections of this Agreement. Any insurance proceeds available to City in excess of the limits and coverages required by this Agreement, and which is applicable to a given loss, must be made available to City to compensate it for such losses.
14. Required Insurance for Subconsultants/Subcontractors. Consultant agrees to ensure that any subconsultants/subcontractors providing services under this Agreement provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to review and monitor all such coverage and assumes responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement.
Form Approved April 2021 C-4
15. Right to Revise Insurance Specifications. City reserves the right to change the amounts and types of insurance required by giving Consultant at least 90 days advance written notice of such change. If such change results in substantial additional cost to Consultant, the parties may renegotiate Consultant’s compensation.
16. Timely Notice of Claims. Consultant must give City prompt notice of claims made of lawsuits initiated that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability insurance policies.