Exhibit 5
RESOLUTION NO. 2025-093
A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH AVAAP U.S.A. LLC FOR WORKDAY IMPLEMENTATION SERVICES IN AN AMOUNT NOT TO EXCEED $4,111,800 OVER A THREE-YEAR PERIOD
W
HEREAS, the City Council of the City of Carlsbad, California has determined that it is in the best interest of the city to replace its core suite of applications used for human resources, finance, cashiering, and utility billing (“Core Systems Modernization”); and WHEREAS, the existing human capital management , financ e, cashiering, and utility billing systems have reached the end of their typical lifespans and are in need of replacement; and WHEREAS, the Information Technology Department solicited proposals from firms interested in and qualified to design, implement and support off -the-shelf human capital management, financial, cashiering, and utility billing systems; and
WHEREAS, staff selected Avaap U.S.A. LLC as the vendor for Workday implementation services following a formal proposal process; and
WHEREAS, Avaap U.S.A. LLC has negotiated an agreement for implementation services for the Workday Human Capital Management and Financials System for a not-to-exceed amount of $4,111,800 over a three-year period; and
WHEREAS, the Carlsbad Municipal Code 3.28.060 – Procurement of Professional Services and Services requires the City Council’s approval for the procurement of professional services or services that cost more than $100,000 per agreement year; and
WHEREAS, a Strategic Digital Transformation Investment Program (SDTIP) project was approved in fiscal year 2022-23 and budget is available for the implementation and first two years of maintenance for the Core Systems Modernization applications; and
WHEREAS, the City Manager will have the authority to execute the Avaap U.S.A. LLC agreement for implementation services in an amount not to exceed $4,111,800.
April 29, 2025
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Docusign Envelope ID: 6BEDF7E7-BD6A-44B2-B2CF-E6D1483E18A4 N OW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. The proposed action is not a “project” as defined by California Environmental Quality Act Section 21065 and CEQA Guidelines Section 15378(a) and does not require environmental review under CEQA Guidelines Section 15060(c)(2) because the action is limited to th e execution of various agreements for the implementation and annual subscription or maintenance services of information technology applications. The action has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
3. That the Avaap U.S.A. LLC a greement (Attachment A) for implementation services is hereby approved, and the City Manager is hereby authorized to execute all required documents on behalf of the City.
4. That the total for the implementation services with Avaap U.S.A. LLC shall not exceed $4,111,800 for the three-year agreement.
5. That the funding for the agreement is budgeted in the SDTIP project.
PASSED, APPROVED AND ADOPTED at a Regula r Meeting of the City Council of the City of Carlsbad on the 29th day of April, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
_______
_______________________________
KEITH BLACKBURN, Mayor
_______
_______________________________
SHERRY FREISINGER, City Clerk
(SEAL)
April 29, 2025
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Master Services Agreement
This Master Services Agreement (this “Agreement”) is made and entered into as of ____________ (“Effective Date”), by and between Avaap U .S.A. LLC (“Avaap”), a Delaware limited liability company with its principal offices located at 1400 Goodale Blvd, Suite 100, Columbus, Ohio 43212, and City of Carlsbad (“Client”), a municipal corporation organized under the laws of California, with its principal offices located at 1200 Carlsbad Village Dr. Carlsbad, CA 92008. This Agreement determines the rights and obligations of the Parties in relation to the Services (as defined below) provided to Client.
In consideration of the promises and mutual covenants and obligations hereinafter set forth, the Parties hereto agree as follows:
1. Background and Definitions. Subject to the terms of this Agreement, Avaap agrees to provide the Services to Client for the fees described in each applicable Statement of Work (as defined below). The following defined terms are in addition to the definitions contained in each applicable Statement of Work:
1.1. “Parties” shall mean, collectively, Avaap and Client.
1.2. “Party” shall mean each of Avaap and Client, individually.
1.3. “Avaap Consultant” shall mean an Avaap employee or other individual engaged by Avaap to perform the Services.
1.4. “Avaap Materials” means all documentation, materials, methodologies, techniques, ideas, concepts, trade secrets and know -how embodied in the Service Deliverables or developed or supplied in connection with the Service Deliverables.
1.5. “Intellectual Property Rights” means all copyrights, patent rights, confidentiality rights, trade secret rights, trademark rights, and any other form of intellectual property rights existing as of the Effective Date or created in the future.
1.6. “Services” meaning training, implementation, development, consulting, customization, staff augmentation, or any other consulting services provided by Avaap under th is Agreement and detailed in a Statement of Work.
1.7. “Service Deliverable” means specific work product to be delivered to Client and identified in a Statement of Work, including but not limited to: configuration, processes, workflow, security roles, integrations, and reports.
1.8. Statement of Work” or “SOW” means a written document executed by the Parties from time to time enumerating and describing the Services to be provided by Avaap. Each such SOW will contain a description of the tasks to be performed by Avaap, duration, references to the appropriate specifications for any Service Deliverables, delivery schedule, project site, estimated resources as needed, compensation terms and any other information deemed necessary by the Parties.
1.9. “Taxes” means any value-added, sales, use, excise, duties or other taxes, including interest and penalties, applicable to, or that are levied or assessed by a governmental authority because of , Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548
ATTACHMENT A
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this Agreement, excluding: (a) taxes for which Client provides Avaap a valid tax exemption or resale certificate, (b) taxes based on Avaap’s net income, property or employees.
2. Services. From time to time during the term of this Agreement, Client may request Services from Avaap, and Avaap, in its sole discretion, may agree to provide such Services in accordance with mutually agreed-upon SOWs. Once executed by Avaap and Client, each SOW shall be binding upon the parties hereto and subject to this Agreement. Each SOW shall specifically reference this Agreement and shall specify the details of the particular Services to be performed under the SOW. All rights and obligations of Avaap and Client hereunder shall be deemed to apply to each SOW as if fully set forth therein.
2.1. In the event of any conflict between the terms of this Agreement and the terms of any SOW, the terms of this Agreement shall control. Notwithstanding the immediately preceding sentence, in the event that an SOW expressly provides that certain provisions therein shall control over specified provisions of this Agreement, then, to the extent that such provisions of the SOW conflict with the specified provisions of this Agreement, such provisions of the SOW shall control.
2.2. Notwithstanding any other provision of this Agreement or any SOWs, all performance dates contained in each SOW shall be regarded only as estimates. Nonetheless, Avaap agrees to use diligent efforts to meet such dates and shall notify Client promptly if it encounters significant delays in completing the Services.
2.3. In connection with the Services, Avaap may discuss ideas or concepts with Client orally or show Client drafts of Service Deliverables for information purposes only; any such oral advice and draft Service Deliverables are not intended to be relied upon until such time as these are finalized and confirmed in writing. Such confirmed advice or final Service Deliverables shall supersede any previous drafts or oral advice.
2.4. Avaap shall select the Avaap Consultants to provide the Services and may reassign such individuals so as long as reassignment does not materially impede the performance or schedule of the Services. Client reserves the right to request the removal of a consultant from Services being provided under a SOW.
3. Project Sponsorship: Client will assign a project sponsor for each SOW.
4. Change Control Procedures; Change Orders. Either Client or Avaap may request changes to the Services, Service Deliverables, and/or any other aspect of a SOW through a request for a change order.
Promptly thereafter Client and Avaap shall discuss what impact the change will have on the Services and Service Deliverables and on pricing, timing, quality, and other terms of the applicable SOW. Any changes to a SOW agreed upon by the parties as a result of the foregoing process shall be set forth in a change order signed by the parties (“Change Order”). Once a Change Order is signed, it shall amend, and become part of, the applicable SOW. Neither Client nor Avaap is obligated to change the Services, Service Deliverables, or any other aspect of a SOW unless a Change Order for such change has been signed by the parties and Avaap shall not be required to suspend its performance of the Services while the negotiation of a Change Order is ongoing. If any of the following events occur while Avaap is engaged to provide the Services (each a “Change Order Event”), A vaap shall be entitled to a Change Order to the applicable SOW to eliminate such adverse impact (the following list is not all-inclusive):
(i) The scope, approach, or timing of the Services change; Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
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(ii) Delays are encountered that are beyond the reasonable control of Avaap, including delays caused by third party software and hardware vendors or their related products and/or services;
(iii) An assumption set forth in the applicable SOW is invalid; or (iv) Client fails to meet its obligations outlined in this Agreement or the applicable SOW.
Avaap shall notify Client within a reasonable period after becoming aware of a Change Order Event.
Notwithstanding anything to the contrary in the applicable SOW, if Client and Avaap do not sign a Change Order within thirty (30) days of Client’s receipt of such notice, Avaap may suspend or terminate the Services upon written notice to Client. Change Orders will only be binding when signed by authorized representatives of each of Client and Avaap.
For clarity, Client processes changes to an SOW as an amendment to the Agreement for records management purposes. In this context, Client and Avaap use the words Change Order and Amendment interchangeably. Avvap agrees and understands that Client will create an Amendment and will include the applicable Change Order as an Exhibit to process any applicable payments due to Avvap and memorialize changes in the SOW.
5. Client Approval. To the extent Client is required by the SOW to approve specific Service Deliverables, milestones, and/or work product, Client shall confirm each applicable item conforms in all material respects with the applicable specifications set forth in the SOW or as otherwise agreed by Client and Avaap in writing. Within five (10) business days from its receipt of an item requiring approval, Client shall provide Avaap with (i) written approval or (ii) a written statement that identifies in reasonable detail, with references to the applicable specifications, all o f the deficiencies preventing approval (the “Deficiencies”).
5.1. Avaap shall have thirty (30) days from the date it receives the notice of Deficiencies to initiate corrective actions in order for the applicable Service Deliverable, milestone, or work product to conform in all material respects to the applicable specifications. Client shall complete its review of the corrected Service Deliverable , milestone, or work product and notify Avaap in writing of acceptance or rejection in accordance with the foregoing provisions of this Section.
5.2. To the extent that any Service Deliverable, milestone, or work product has been approved by Client at any stage of Avaap's performance under an SOW, Avaap shall be entitled to rely on such approval for purposes of all subsequent stages of Avaap’s performance under such SOW. Client agrees that, in the event an approved Service Deliverable, milestone, or work product differs from the applicable specifications, the Specifications shall be deemed modified to conform to such approved Service Deliverable, milestone, or work product.
6. Services Fees. Client shall compensate Avaap for the Services in accordance with the fees set forth in each SOW (the “Services Fees”), plus applicable Taxes . Except to the extent otherwise agreed in an applicable SOW, all Services will be on a time and materials basis at the rates set forth in the applicable SOW.
7. Expenses. Client will reimburse Avaap for all reasonable out-of-pocket expenses incurred in performing the Services as defined in the SOW . In addition, Client will reimburse Avaap for all reasonable travel expenses incurred when rendering Services at a Client facility or offsite location requested by Client as Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
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defined in the SOW. For work with in the continental Unite d States of America, Avaap will follow the GSA (General Services Administration) per diem rates for meals; in the event of International Travel, Avaap will follow the U.S. Department of State Foreign Per Diem Rates for meals.
8. Payment of Invoices. Invoices will be sent to Client monthly. Once Avaap has registered through the Client’s vendor portal, Client agrees to pay all invoices by ACH within thirty (30) days of date of the invoice.
8.1. Client agrees to immediately bring to Avaap’s attention any discrepancy in the invoice upon receipt.
8.2. Invoice discrepancies will not be accepted and will be deemed waived after fifteen (15) days from Client’s receipt.
8.3. In the event that payment is more than thirty (30) days past due, Avaap may provide Client with notice of intent to suspend the Services. If Client does not remit full payment within ten (10) days of such notice, Avaap reserves the right to suspend the Services until Client makes payment in full, without incurring any obligation or liability to Client by reason of such suspension.
9. Rescheduled Services. Scheduled Services in a SOW are non -cancelable, although Client may reschedule scheduled Services upon providing at least forty-five (45) business days advance written notice to Avaap ; provided, however, that Client shall remain responsible for any additional costs or expenses incurred by Avaap as the result of such re -scheduling that cannot be reasonably avoided.
Any other re -scheduling requests will be at Avaap’s sole discretion and may result in additional costs Any additional c osts will be mutually agreed upon by both parties and will be processed as a n amendment to the SOW.
10. Intellectual Property Rights . Upon full payment from Client , Avaap grants Client a perpetual, non - exclusive, limited license to use the Service Deliverables subject to the applicable SOW only for the internal business of Client for the purposes indicated in the SOW. Avaap retains exclusive ownership of all Intellectual Property Rights for the Services, Service Deliverables and any modifications of the Service Deliverables , including, without limitation, a ny suggestions, ideas, enhancement requests, feedback, recommendations or other information provided by Client, and Client shall not acquire any rights, express or implied, other than the limited license indicated above. Without limiting the foregoing, if the Services include Avaap Materials, including, without limitation, education and training materials, Avaap retains exclusive ownership of all Intellectual Property Rights to th e Avaap Materials and courseware (software, documentation and materials) provided to Client and such materials are licensed and not assigned to Client on the same terms as the Service Deliverables. Training sessions may not be recorded without Avaap’s prior written consent.
11. Client Responsibilities. In addition to Client’s responsibilities set forth herein or in an SOW, Client shall cooperate with Avaap in the performance of the Services. Client acknowledges that Avaap’s performance o f the Services is dependent upon Client’s timely and effective satisfaction of such responsibilities. If Client is unable to meet any of these responsibilities, an escalation process will be initiated to determine the impact associated with not meeting the requirements and, if necessary, a Project Change Request may be initiated in accordance with Section 4.
11.1. Workspace. If necessary, Client will provide reasonable access, suitable office space, supplies, high speed connectivity to the Internet, and other facilities needed by Avaap Consultants while Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
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working at Client’s location. The Avaap project team will be located in an area adjacent to Client’s project personnel, and all necessary security badges and clearance will be provided for access to this area. Any member of the Avaap project team that will be onsite and require unescorted access will be required to complete the Client’s standard background process at least thirty (30) days in advance of arriving onsite.
11.2. Technology. Some tasks may be performed offsite by Avaap Consultants. To support the work effort as defined in the SOW, Client will provide Avaap Consultants remote access to Client’s network and systems, as necessary, and access to all applicable project tools ( e.g., Shared Network Drives, SharePoint, Email, team calendar). Client has and will retain sole control over the operation, maintenance, technical support, and management of, and all access to and use of Client’s information technology infrastructure, including computers, software, databases, operating systems, electronic systems (including database management systems), and networks, whether operated directly by Client or th rough the use of a third party (collectively, “Client Systems”) and secure, back-up and maintain all Client data and files . Client has and will retain sole responsibility for : ( i) all Client Systems; and (ii) the security and use of Client ’s and its authorized users’ access credentials. All Client workstations shall meet or exceed the software vendor's requirements regarding operating system, browser, and any and all other programs required for the software to function properly. Client will be responsible for any end user PC hardware or software upgrades required to meet the documented minimum PC standards . Any Avaap Consultant that will require acc ess to the Client’s network and systems will complete the Avaap Standard Background Check Memorandum process at least thirty (30) days in advance of performing servi ce(s) and will be subject to the same confidentiality requirements of this Agreement, including the IT Addendum.
12. Confidential Information. During the term of this Agreement, each party may disclose (“Discloser”) to the other (“Recipient”) its and its affiliates’ confidential and proprietary information (“Confidential Information”), meaning information which, under the circumstances and due to the nature of the information, would appear to a reasonable person to be confidential and proprietary, including, without limitation, a party’s strategies, designs, finances, forecasts, plans, processes, systems, intellectual property, techniques, and technical data. Confidential Informa tion includes information regardless of form (oral, written, electronic or otherwise) and whether specifically marked “confidential .” Each Discloser represents and warrants that it has the right to disclose the Confidential Information disclosed to Recipient and that such disclosure does not violate any laws, regulations or the rights of third parties.
Discloser shall remain the sole and exclusive own er of its Confidential Information and nothing herein shall grant Recipient any rights in or to Discloser’ s Confidential Information except as necessary to perform, utilize or evaluate the Services as contemplated by this Agreement and the applicable SOW or as required by the California Public Records Act (CA Government Code § 6250 et seq. ) and the California Civil Discovery Act (California Code of Civil Procedure § 2016.010 et seq.).
12.1. Recipient shall (i) protect Discloser’s Confidential Information from any use or disclosure, except as expressly authorized herein, using a standard of care at least equal to that which it uses to safeguard its own confidential information and in no event less than a reasonable standard of care, (ii) use Discloser’s Confidential Information only to the extent necessary to perform its duties and obligations under this Agreement and (iii) disclose Confidential Information only to those of Recipient’s (and its affiliates’) officers, directors, employees and agents (“Representatives”) who “need to know” in order to perform their duties and obligations under this Agreement, provided each is bound by written agreement and/or employment policy to maintain confidentiality of Discloser’s Confidential Information. Recipient shall notify promptly Discloser of any loss or Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
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unauthorized use or disclosure of Discloser’s Confidential Information. Each party is liable for breach of this provision by its Representatives.
12.2. Non-Confidential Information. The confidentiality obligations of the Parties shall not extend to information that: (i) is, as of the time of its disclosure or thereafter becomes, part of the public domain through a source other than Recipient; (ii) is rightfully known to Recipient as of the time of its disclosure; (iii) is independently developed by Recipient without reference to Discloser’s Confidential Information; (iv) is subsequently learned from a third party not under a confidentiality obligation to Discloser, or (v) is required to be disclosed pursuant to a duly authorized subpoena, court order, or government authority, whereupon Recipient shall, unless prohibited by law, provide prompt written notice to Discloser prior to such disclosure, so that such party may seek a protective order or other appropriate remedy. In the event that a protective order or other appropriate remedy is not obtained, Recipient agrees to limit any disclosure to only that portion of the Confidential Information which is legally required. Avaap acknowledges and understands that Client only has ten (10) calendar days to respond to a Public Records Act request and any protective order or other appropriate remedy must be secured during this timeframe as Client is obligated to comply with its statutory duties and will proceed accordingly . Avvap agrees that this Agreement, SOW, Amendments, and any other exhibits or attachments are public records, and Client will not provide prior written notice prior to disclosure.
13. Service Warranty and Remedies. Avaap warrants that it shall perform the Services in a professional and workmanlike manner with reasonable skill and care. Avaap warrants that at the time of Go Live in Production and for ninety (90) days thereafter (the “Warranty Period”) , the corresponding Service Deliverables shall materially conform to the applicable specifications set forth in the applicable SOW (the “Services Warranty”). The foregoing warranty shall not apply to the extent any Service Deliverables are modified by anyone other than Avaap after delivery.
Avaap may offer, install, implement or configure third -party products (meaning items such as, but not limited to, hardware, software and subscription services) as part of the Services. Title to any third-party software or subscription services technology will remain with the third party, and Client’s rights in such software or subscription services are specified in the license agreement, subscription agreement or other contractual relationship between such third party and Client. Client acknowledges that Avaap is not the manufacturer, licensor or owner of the third-party products and that the only warranties offered are those of the third party, not Avaap. In purchasing, licensing or subscribing to third party products, Client relies on the third party's specifications and warranties only and not on any statements, images or other information that may be provided by Avaap, and Avaap shall have no liability whatsoever for third party products, including, without limitation, any defects or non -conformity of such products . Client further agrees to review and comply with the third party’s terms and restrictions regarding the use of its products, including, without limitation, any restrictions on exporting the third-party products outside of the United States.
The specifications for Service Deliverables shall be described in each SOW. In the event that Client notifies Avaap in writing of a breach of the Services Warranty within the Warranty Period, Avaap will perform a commercially reasonable re -work of the Service Deliverable not meeting specifications at no additional charge within the Cure Period (as defined herein). “Cure Period” means a period of thirty (30) days from the date Avaap receives the notice from Client. In the event that Avaap is unable to reasonably remedy the breach within the Cure Period, Avaap shall refund to Client the amo unts paid by Client for the applicable Service Deliverables which fail to conform to the Services Warranty. The remedies set forth herein are the sole remedies available to Client , except where the breach of warranty constitutes Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
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a material breach of this Agreement , then Client may elect to terminate this Agreement in accordance with the Section 19 (Term and Termination).
EXCEPT FOR THE LIMITED WARRANTY PROVIDED ABOVE WITH RESPECT TO THE SERVICES AND
SERVICE DELIVERABLES, AVAAP MAKES NO WARRANTIES, EXPRESS OR IMPLIED, REGARDING
THE SERVICES , SERVICE DELIVERABLES OR THIRD -PARTY PRODUCTS AND EXPRESSLY
DISCLAIMS THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
14. INDEMNIFICATION; LIMITATION OF LIABILITY
14.1. Avaap shall defend, indemnify, hold harmless Client from and against all third -party claims, demands, liabilities, costs and/or expenses, including reasonable attorneys’ fees, based on a claim that the Service Deliverables, as provided by Avaap, directly infringe any valid U.S. patent, copyright, trademark, or trade secret of a third party.
The foregoing indemnification obligation is conditioned on Client ( i) notifying Avaap promptly in writing of such action, (ii) reasonably cooperating and assisting in such defense , and (iii) giving sole control of the def ense and any related settlement negotiations to Avaap with the understanding that Avaap may not settle any claim in a manner that admits guilt or otherwise prejudices Client, without consent. If a claim against Client is brought or, in Client’s sole opinion, is likely to be brought, Avaap may, at its option and expense, (A) obtain the right for Client to continue using the Service Deliverable; (B) replace or modify the affected Service Deliverables so that they become non -infringing; or (C), upon notice to Client, terminate the applicable SOW or Client’s use of the affected Service Deliverable and provide Client with a refund for the affected Service Deliverable.
The foregoing indemnification obligation does not apply to third party products or with respect to portions or components of the Service Deliverables: (i) that are modified after delivery by Avaap by a party not authorized by Avaap ; (ii) that are combined with other products, processes or materials not provided by Avaap where the alleged infringement arises out of such combination; (iii) that are used or distributed by Client outside of their intended purpose; ( iv) to the extent that any such infringement claim is attributable to specifications furnished by Client; or (v) where Client continues allegedly infringing activity after being notified thereof or after being informed of modifications that would have avoided the alleged infringement.
This Section 14.1 states Avaap’s sole liability to Client and Client’s exclusive remedy against Avaap for any infringement claim.
14.2. OTHER THAN FOR INDEMNIFICATION BY AVAAP FOR INFRINGEMENT AS PROVIDED
ABOVE, OR FOR BODILY INJURY OR DIRECT DAMAGE TO REAL OR TANGIBLE PERSONAL PROPERTY , OR DAMAGE CAUSED BY AVAAP’S GROSS NEGLIGENCE, WILLFUL OR RECKLESS MISCONDUCT, AND/OR FRAUD, AVAAP’S AND ITS SUBCONTRACTORS’ AGGREGATE AND CUMULATIVE LIABILITY FOR DAMAGES TO
CLIENT HEREUNDER, WHETHER IN CONTRACT OR TORT, SHALL BE LIMITED TO
ACTUAL DIRECT MONEY DAMA GES IN AN AMOUNT NOT TO EXCEED TWO MILLION DOLLARS. THESE LIMITATIONS ARE REASONABLE AND REPRE SENT THE AGREED ALLOCATION OF RISK BY THE PARTIES.
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UNDER NO CIRCUMSTANCES SHALL AVAAP BE LIABLE TO CLIENT FOR ANY INDIRECT,
INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE OR CONSEQUENTIAL DAMAGES, LOSS
OF PROFITS, LOSS OF DATA OR LOSS OF USE OF DATA, REGARDLESS OF THE FORM
OF ACTION, WHETHER IN CONTRACT, TORT OR OTHERWISE, AND EVEN IF CLIENT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR LOSS.
FOR CLARITY, IF AVAAP BREACHES ITS OBLIGATIONS UNDER THIS AGREEMENT, THE FOLLOWING WILL BE CONSIDERED DIRECT DAMAGES: (1) AMOUNTS PAID TO AFFECTED
THIRD PARTIES AS DAMAGES OR SETTLEMENTS IN RESPONSE TO CLAIMS ARISING FROM THE BREACH; (2) AMOUNTS PAID FOR F INES AND PENALTIES IMPOSED BY ANY GOVERNMENTAL AUTHORITY ARISING FROM THE BREACH; AND (3) REASONABLE LEGAL FEES, TO DEFEND AGAINST THIRD-PARTY CLAIMS ARISING FROM THE BREACH.
15. Insurance. AVAAP will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by AVAAP or AVAAP’s agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
15.1. Coverages and Limits. AVAAP will maintain the types of coverages and minimum limits indicated below, unless Client’s Risk Manager or Client’s City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on AVAAP's indemnification obligations under this Agreement. C lient, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by AVAAP pursuant to this Agreement are adequate to protect AVAAP. If AVAAP believes that any required insurance coverage is inadequate, AVAAP will obtain such additional insurance coverage, as AVAAP deems adequate, at AVAAP's sole expense. The full limits available to the named insured shall also be available and applicable to the Client as an additional insured.
15.1.1. Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
15.1.2. Automobile Liability. (if the use of an automobile is involved for AVAAP's work for C lient). $2,000,000 combined single-limit per accident for bodily injury and property damage.
15.1.3. Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if AVAAP has no employees and provides, to Client's satisfaction, a declaration stating this.
15.1.4. Professional Liability. Errors and omissions liability appropriate to AVAAP’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work.
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15.1.5. Cyber Liability. $5,000,000 aggregate.
15.2. Additional Provisions. AVAAP will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions:
15.2.1. The Client will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the Client.
15.2.2. AVAAP will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
15.2.3. If AVAAP maintains higher limits than the minimums shown above, the Client requires and will be entitled to coverage for the higher limits maintained by AVAAP. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage will be available to the Client.
15.2.4. This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to C lient sent by certified mail pursuant to the Notice provisions of this Agreement.
15.3. Providing Certificates of Insurance and Endorsements. Prior to C lient's execution of this Agreement, AVAAP will furnish certificates of insurance and endorsements to Client.
15.4. Failure to Maintain Coverage. If AVAAP fails to maintain any of these insurance coverages, then Client will have the option to declare AVAAP in breach or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages.
AVAAP is responsible for any payments made by Client to obtain or maintain insurance and Client may collect these payments from AVAAP or deduct the amount paid from any sums due AVAAP under this Agreement.
16. Non-Solicitation. [Intentionally omitted]
17. Force Majeure. Neither Party shall be in default of its obligations under this Agreement or liable to the other party for any noncompliance arising from causes beyon d the reasonable control of the party, including, without limitation, acts of God, fires, floods, natural disasters, actions by governmental authorities, communication failures and any other equipment or telecommunication problems. Each party shall use reasonable efforts to resolve prom ptly any type of excusable delay. In the event Avaap cannot resume performance within a reasonable time, Client may terminate this Agreeme nt without incurring any liability. Avaap will be paid for services rendered up until the date of termination.
18. Governing Law and Dispute Resolution; Limitation of Action. This Agreement and the rights of the Parties hereunder shall be governed, construed, and interpreted in accordance with the laws of the State of California, without reference to choice of law principles . Subject to the dispute resolution provision contained in this Agreement, any action related to or arising out of this Agreement shall be brought in a court of competent jurisdiction situated in San Diego County, California, and each Party submits to personal jurisdiction in and waives any objection to venue in San Diego County, California.
19. Term and Termination. This Agreement shall commence on the Effective Date and shall continue in full force and effect thereafter unless and until terminated in accordance with the provisions of this Agreement.
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19.1 Termination upon Material Breach. In the event of any material breach of this Agreement by either Party, the other Party may terminate this Agreement by giving thirty (30) days prior written notice thereof, provided however, that this Agreement shall not terminate at the end of said thirty (30) days’ notice period if the Party in breach has cured the breach within such period. Failure of Client to fully pay any undisputed invoiced amount within sixty (60) days after the date of the invoice shall be deemed a material breach of this Agreement for which there is no cure.
19.2 Termination for Convenience. Either Party may terminate this Agreement upon providing written notice to the other party if there are no outstanding Statements of Work.
19.3 Automatically for Insolvency. This Agreement and all outstanding Statements of Work shall automatically terminate if either Party becomes insolvent, files a bankruptcy petition, becomes the subject of an involuntary bankruptcy petition, makes a general assignment for the benefit of creditors, has a receiver appointed for its assets, or ceases to conduct business.
20. Issue Resolution. Any issue that has an adverse impact on the quality and timeliness of work or the performance of either party shall be resolved using procedures described in this Section. As soon as an issue is recognized, it shall be communicated to the Client project sponsor and Avaap project account executive. The issue notification shall, at a minimum, contain the following information, if applicable:
20.1. Description of the issue
20.2. Its impact on scope, quality, and performance
20.3. Its impact on the SOW
20.4. Its impact on any Service Deliverables
20.5. Suggested resolutions
20.6. Time frame for issue resolution
20.7. Once an issue has been raised, Client project sponsor and Avaap project account executive shall use their good faith efforts to resolve such issue within two weeks. If Client project sponsor and Avaap project account executive are not able to resolve the issue, the next responsible person in the hierarchy of the two organizations shall be involved in order to resolve the issue.
21. Arbitration; Waiver of Jury Trial. [Intentionally omitted]
22. No Third-Party Beneficiaries. This Agreement is for the sole benefit of the Parties hereto and nothing herein, express or implied, is intended to or shall confer upon any other person any legal or equitable right, benefit, or remedy of any nature whatsoever under or by reason of this Agreement .
23. Use of Name. Client grants to Avaap the right to identify Client in Avaap’s published list of customers and in its marketing materials. If requested by Client, Avaap will follow guidelines prescribed by Client in using Client’s name, trademarks, or logos, as applicable . Further, Avaap will remove Client from any marketing materials upon Client’s request.
24. Severability. In the event, any one or more of the provisions of this Agreement (or of any SOW) is held invalid or otherwise unenforceable, it shall be replaced by an enforceable provision which most closely Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
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reflects the Parties’ original intent and the enforceability of all the remaining provisions shall be unimpaired and remain in full force and effect.
25. Survival. In the event of termination or expiration of this Agreement, those provisions which by their nature or effect are required or intended to be observed, kept or performed after termination including, without limitation, provisions related to payment, indemni fication, and confidentiality will survive termination and remain binding upon the Parties.
26. Notices. All notices required under th is Agreement must be in writing and delivered via hand delivery, overnight commercial delivery service, or United States certified mail (return receipt requested). Notices shall be effective upon receipt and shall be sent to the attention of Avaap’s Chief Executive Officer at the address below or on the applicable SOW (unless a different address has been designated by notice to the other Party in writing).
27. Relationship of the Parties. The relationship of the Parties is that of an independent contractor. Nothing contained in this Agreement shall be construed as creating any agency, partnership, joint venture, or other form of joint enterprise, employment, or fiduciary relationship between the Parties, and neither party shall have authority to contract for or bind the other party in any manner whatsoever.
28. Subcontractors. Nothing contained herein shall preclude Avaap from using subcontractors to perform the Services hereunder. However, any contractors or subcontractors used to perform the Services must (1) be certified in Workday as required to perform the services, (2) undergo Avaap Standard Background Check Memorandum requirements, (3) be located in the continental U.S., and (4) be subject to the same confidentiality terms of this Agreement. The Client reserves the right to request a replacement contractor or subcontractor in the event of unsatisfactory performance. Client will not make any federal or state tax withholdings on behalf of Avaap or its agents, contractors, or subcontractors. Client will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Avaap, its contractors or subcontractors. Avaap will be responsible for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment for any agent, contractor, or subcontractor of Avaap for work done under this Agreement. The persons used by Avaap to provide services under this Agreement will not be considered employees of C lient for any purposes.
29. Non-Exclusive Agreement. Nothing in this Agreement shall be construed to limit or restrict Avaap from entering into similar arrangements or providing similar services to third parties.
30. Assignment. This Agreement may not be assigned, transferred or delegated by either Party except with the other Party’s prior written consent; provided, however, that t he foregoing shall not apply to an assignment by Avaap to a subsidiary, parent, or any successor entity in the event that such Avaap shall If to Avaap at: If to Client at:
Avaap U.S.A. LLC
1400 Goodale Blvd.
Suite 100
Columbus, OH 43212
With a copy to:
Avaap U.S.A. LLC
Attn: Legal Department
Email: [email protected]
IT Director
City of Carlsbad
1635 Faraday Ave, Carlsbad,
CA 92008
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change its corporate name, merge, or consolidate with another company or such third party acquires substantially all of Avaap’s business or assets as long as the Agreement terms remain unchanged. This Agreement is binding upon and inures to the benefit of the Parties hereto and their respective successors and permitted assigns.
31. Section Headings. The Section headings contained in this Agreement are for convenience of reference only and shall not affect the meaning or interpretation hereof.
32. Entire Agreement; Amendment and Modification; Waiver; Counterparts; Electronic Signatures .
This Agreement, together with the pertinent SOW(s) and the Client’s IT Addendum, constitutes the entire agreement with respect to the subject matter hereof and supersedes all other oral or written representations, understandings, or agreements relating to the subject matter hereof. In making its determination to proceed with an engag ement under this Agreement, neither Party has relied o n any representations of the oth er party except as expressly set forth in this Agreement or the pertinent SOW(s). Any amendment or modification of this Agreement shall be effective only if it is in writing and signed by both Parties. No waiver by either Party of any of the provisions hereof shall be effective unless explicitly set forth in writing and signed by the Party so waiving. Waiver by either Party of any breach of any provision of this Agreement shall not be deemed a continuing waiver and shall not affect any subsequent breach of the same or different provisions of this Agreement. No failure or delay in enforcing this Agreement shall constitute a waiver of either Party’s r ight to enforce this Agreement. This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which taken together shall constitute one instrument. This Agreement may be executed and delivered via facsimile or electronic scan (PDF). The Parties understand and agree that they have the right to execute this Agreement through paper or through electronic signature technology. The Parties agree that to the extent they sign electronically, their electronic signature is the legally binding equivalent to their handwritten signature.
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33. Authority. The individuals executing this Agreement, and the instruments referenced in it on behalf of Avaap each represent and warrant that they have the legal power, right and actual authority to bind Avaap to the terms and conditions of this Agreement.
Executed this___________ day of _______________________, 2025.
Avaap USA, LLC,
a Delaware limited liability company
CITY OF CARLSBAD, a municipal corporation
of the State of California
By: By:
(sign here) City Manager
(print name/title)
Attest:
SHERRY FREISINGER, City Clerk
By:
Faviola Medina
Director of Constituent & Clerk Services
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: _____________________________
Deputy City Attorney
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 April22nd
Steve Csuka CEO
Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
Statement of Work-001
Workday Implementation Services for City of Carlsbad, CA
April 18, 2025
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Table of Contents
Statement of Work .......................................................................................................................................... 1
1.0 Responsible Parties .............................................................................................................................. 1
2.0 Description of Services ......................................................................................................................... 1
3.0 Implementation Scope .......................................................................................................................... 2
4.0 Schedule ............................................................................................................................................... 4
5.0 Professional Fees & Expenses ............................................................................................................. 5
6.0 Charges for Out-of-Scope Services ...................................................................................................... 7
7.0 Invoicing and Payment .......................................................................................................................... 7
8.0 Change Control Procedure ................................................................................................................... 7
9.0 Definitions ............................................................................................................................................. 8
10.0 Assumptions ........................................................................................................................................ 9 Appendix A: Detailed Functional Scope .................................................................................................... 13 Detailed Project Functional Scope ........................................................................................................ 13 Integration Scope .................................................................................................................................. 38 Data Conversion Scope......................................................................................................................... 42 Workday Prism Scope ........................................................................................................................... 47 Reporting Scope .................................................................................................................................... 48 Change Management Scope ................................................................................................................. 49 Items Out of Scope ................................................................................................................................ 54 Project Management Scope .................................................................................................................. 54 Appendix B: Avaap Elements Implementation Methodology (based on Workday Launch) ......................... 56 Elements Methodology .............................................................................................................................. 56 Phase 0 – Pre-Project Planning ................................................................................................................ 56 Appendix C: Work Product Inventory ........................................................................................................... 66 Appendix D: Detailed Project Roles ............................................................................................................. 77 Avaap Team Roles .................................................................................................................................... 77 Client Team Roles ..................................................................................................................................... 79 Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Statement of Work
This Statement of Work (“SOW”) is subject to all terms and conditions of the Master Services Agreement (“MSA”) between Avaap U.S.A., LLC (“Avaap”) and the City of Carlsbad, California (“Client”) (defined in table below). All terms of the MSA are incorporated herein by this reference. Terms not defined in this SOW are defined in the MSA and form an integral part of the same. In the event of a conflict between the terms of the MSA and the terms of this SOW, the terms of the MSA shall control unless specific terms of this SOW are expressly intended to modify specific inconsistent terms of the MSA, in which case, such modifications shall be valid only for this particular SOW.
Client City of Carlsbad
MSA Date
SOW # 001
Project Name City of Carlsbad – ERP System Project
1.0 Responsible Parties
For this project effort, the following individuals will be responsible for all communication and work products, and accountable to their respective organizations in meeting the terms of this SOW.
Avaap Executive Sponsor Client Project Sponsor
Name: Charlie Miller Name: Maria Callander
Phone: 303 525 5391 Phone: 760 607 9170
E-mail: [email protected] E-mail: [email protected]
2.0 Description of Services
Avaap’s Workday deployment services (the “Services”) are designed to support Client’s assessment, configuration, testing, and deployment of Client-provided Workday software solution, as a replacement for the system(s) currently used by Client. Configurations are limited to the capabilities available within the standard Workday solution.
Further scoping discussions and understanding of business needs may alter the proposed approach and be reflected in a detailed project plan mutually agreed upon with Client or as an amendment to this SOW. Deviations from project scope, as set forth within this SOW, must be agreed upon by both parties in writing and follow the Change Control Procedure.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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The scope of work set out below describes the organization, functionality, data conversion, integrations, reports, change management, training, and project management that will be a part of the project. This scope will be delivered in one or more deployment phases, as outlined below:
Deployment Phase Description
Phase 1 Core Workday Platform Deployment
3.0 Implementation Scope
Workday will be configured in accordance with Workday software subscription procured by Client and the information provided below:
Client
Environment
Scope
Employee
Population
Workday Full-Service Equivalent: 893
Language All communication, documentation, data, and deliverables will be delivered in English. Translations are not in-scope.
Currency US currency
Countries USA
Security Single sign-on
The following Functional Areas are included in-scope and will be configured in accordance with Functional Scope outlined in Appendix A, Detailed Functional Scope. Items not listed below are assumed to be out of scope.
Functional Area Workday SKU Deployment
Phase
Financial Management
Core Financials
- Financial Accounting
- Banking and Settlement, Cash Management
- Budgets
- Business Assets
- Customer Accounts & Contracts
- Supplier Accounts
- Transaction Tax
FIN 1
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Functional Area Workday SKU Deployment
Phase
Procurement PRO 1
Projects PRJT 1
Grants Management GM 1
Transaction Tax FIN 1
Strategic Sourcing - Expert SRCEXP 1
Expenses EXP 1
Human Capital Management (HCM)/Payroll 1
Core HCM CHCM 1
- Core Compensation CHCM 1
- Benefits CHCM 1
- Absence Management CHCM 1
Cloud Connect for Benefits CCB 1
Payroll USP 1
Time Tracking TT 1
Scheduling SC 1
Talent Optimization TLO 1
Journeys JRNY 1
Prism Analytics Enterprise PRA `1
People Analytics PPLA 1*
Data Conversion
- FIN Data Conversion N/A 1
- HCM Data Conversion N/A 1
Reports
- Custom Reports N/A 1
Extend Professional XTND 1
*Workday Best practice to deploy after an organization has been live on HCM for 8-12 months.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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4.0 Schedule
This SOW is based on the use of Avaap’s implementation methodology, as outlined in Appendix B. Unless mutually agreed, services under this SOW will commence within ten (10) business days of the Effective Date or according to the Schedule outlined below, whichever comes later and continue until the Project is complete.
The following timeline provides specific dates for each activity outlined in Appendix B. Although these dates are specific, the timing of each activity may vary. Inability to meet the phased dates and complete the tasks may have an impact on the project timeline and could result in an amendment.
Phase 1 – Core Workday Deployment (HCM/Pay/Finance)
Estimated Dates
Pre Plan Start Pre Plan Finish
5/5/2025 5/30/2025
Estimated Dates
Plan A&C Test Deploy Post-Prod
Start Date 5/30/2025
9/2/2025 3/4/2026 7/29/2026 10/1/2026
Finish Date 9/1/2025 3/3/2026 7/28/2026 10/1/2026 11/25/2026
*Please note that the exact Go Live cutover date will be determined by Client’s 2026 payroll schedule.
Implementation of WD Strategic Sourcing – Expert requires 26 weeks to deploy. To align with the WD Platform go-live of 10/1/26, the WSS implementation projected start date will be 4/1/26.
The final schedule is determined as part of the Plan phase.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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5.0 Professional Fees & Expenses
All services provided hereunder (unless otherwise specified) are provided on a not to exceed Firm Fixed Fee in connection with deliverables and milestones as defined below and outlined in Appendix C – Work Product Inventory. Final schedule and resource assignments to be confirmed in the Plan Stages for each Phase as part of the Project Plan development. The pricing is based upon finalizing contracts on or before April 30, 2025.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Ongoing Support*
Below is the pricing for Ongoing Support Offering (Application Management Services or AMS). Start date is immediately following Hypercare period associated with the core implementation. Start date finalized as part of the final project plan and per Client approval. Below is a description and professional fee structure for the offer. If extended beyond the first year, rate increases by 3% on the anniversary of the date the AMS service started.
• Invoiced as Time & Material with a Not to Exceed amount of $98,400. Any required support above the amount will be agreed to in an amendment.
• Hours not used are not billed.
Scope Area Estimated Consultant
Hours
Estimated Avg Hourly
Labor Rate Estimated Total
Year 1 480 (40 hrs/month) $205.00 $98,400
Ongoing support AMS services may include, but are not limited to, the following:
• Optimization – Avaap will provide Workday Certified resources to help with tenant diagnostics, existing configuration assessments, business process reviews, and integration health checks. • Enhancements – Avaap will provide Workday Certified resources to assist with the deployment of new functionality, or integrations.
• Presentations – Avaap can be requested to demonstrate new functionality or integrations. The Consultant can also be assigned tasks in researching data related issues and identifying the root cause.
• Update & Release Support – Assistance with reviewing the release notes, demonstrating new changes, and testing impacts to the existing functionality. • Testing – Engagement in debugging, building of high-level testing scenarios, or reviewing of configuration/integrations prior to deployment to production. • Deployment – Support during any final deployment of configurations or integrations into the production tenant.
• Workday Guidance –Knowledge transfer via system walkthroughs, integration reviews, and other activities to help better understand existing Workday tenant setup or tasks scheduled for deployment.
Travel and out-of-pocket expenses**
Travel and out-of-pocket expenses will be invoiced as Time and Materials with a not to exceed of $150,000. Any required travel above $150,000 will be agreed to in an amendment. There are typically four to five times when a team travels onsite (Phase 0, Plan, Architect and Configure, Test and Deploy).
Additional on-site visits and related travel expenses may be identified and mutually agreed upon in advance during the project.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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6.0 Charges for Out-of-Scope Services
All charges for services not defined above or explicitly listed as Out of Scope Components will be quoted on a separate SOW that will be included in a contract amendment based on the time and material rates in the following table below. Labor rates increase by 1.5% on the anniversary of the initial move to production date. Rates are not inclusive of any related travel.
Role Maximum Hourly Labor Rate
Executive Sponsor $325.00
Program Director $300.00
Engagement Manager $275.00
Architect $275.00
Principal Consultant $250.00
Senior Consultant $225.00
Consultant $200.00
Senior Analyst $175.00
Analyst $150.00
Workday Product Expert $425.00
7.0 Invoicing and Payment
All Services will be invoiced per the terms of the MSA and milestone schedule identified in Section 5 of the SOW.
8.0 Change Control Procedure
Either Client or Avaap may request changes to the Services, Service Deliverables, and/or any other aspect of a SOW through a written request. Promptly thereafter Client and Avaap shall discuss what impact the change request will have on the Services and Service Deliverables and on pricing, schedule, quality, and other terms of the applicable SOW. Any changes to a SOW agreed upon by the parties because of the foregoing process shall be set forth in an amendment. Once an amendment is signed, it shall become part of SOW. Neither Client nor Avaap is obligated to change the Services, Service Deliverables, or any other aspect of a SOW unless an amendment for such change has been signed by the parties. Avaap shall not be required to suspend its performance of the Services in the current scope of work while the negotiation of an amendment is ongoing.
If any of the following events occur while Avaap is engaged to provide the Services (each a n amendment Avaap shall be entitled to an amendment to eliminate such adverse impact (the following list is not all- inclusive):
(i) The scope, approach, or timing of the Services change; Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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(ii) Delays are encountered that are beyond the reasonable control of Avaap, including delays caused by third party software and hardware vendors or their related products and/or services. Client will not be charged for any delays caused by third party software and hardware vendors, or their related products and/or services contracted or utilized by Avaap; (iii) An assumption set forth this SOW is invalid; or
(iv) Client fails to meet its obligations outlined in this SOW.
Avaap shall notify Client within a reasonable period after becoming aware of a change the requires an amendment. Notwithstanding anything to the contrary in the applicable SOW, if Client and Avaap do agree to the terms of an amendment within thirty (30) days of Client’s receipt of such notice, Avaap may suspend or terminate the Services upon written notice to Client. Amendments will only be binding when signed by authorized representatives of each of Client and Avaap.
9.0 Definitions
Capitalized terms not otherwise defined in this SOW are defined elsewhere in the Agreement and have the same meaning in this SOW as ascribed to them therein.
Move-to-Production refers to the deployment of Workday functionality into production for Client’s use as part of its normal operations. More than one Go-Live may be contemplated by this SOW, as specified in the “Detailed Project Scope” appendix.
Parties – Avaap and Client.
Tenant - a unique instance of the Workday service with a separate set of data held by Workday in a logically separated data storage (i.e., a data segregated through password-controlled access). While Workday may supply additional tenants, the following tenants will be used for the deployment of Workday for Client.
Foundation Tenant – This is your initial tenant supplied by Workday and acts as your starting point for design sessions.
End-to-End Tenant – used for End-to-End testing and user acceptance testing. The full dataset will be converted into the End-to-End Tenant, and only minimal data gaps/issues are expected to persist for this conversion.
Parallel Tenant – used for Parallel Payroll Testing. This is a copy of the End-to-End Tenant with additional payroll data, or a new Tenant which may require a full build. Catch up transactions will be performed to bring the Parallel Tenant in line with transactions in production for the equivalent period. Only limited data issues/gaps are acceptable in this conversion.
Gold Tenant – used for Client’s initial deployment to load Client’s configuration and data. Once validated, this Tenant is moved to production. Only limited data issues/gaps are acceptable in this conversion.
Sandbox Tenant – used for Client’s postproduction development and testing activities. The Sandbox tenant is used by the AMS team to support modifications or new configurations when the Client is in production with the affected workstreams.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Sandbox Preview – populated by Workday ahead of scheduled releases so that Clients can evaluate and test to assure compliance with functionality of a new Workday release (twice per year).
10.0 Assumptions
The Professional Services Fees and timeline for the project are based on the assumptions set in this SOW. If any of these assumptions are not met, Avaap will advise Client following the defined project escalation procedures.
10.1 General Assumptions
a. The Client Project Sponsor and the Avaap Executive Sponsor named in this Statement of Work commit to making the necessary staff available to assist with the successful execution of this project as identified in this SOW. This level of participation is essential to assuring the timely completion of all project tasks. During the Plan stage, Avaap will identify the tasks that are expected of Client in the form of a mutually agreed upon Project Plan.
b. The goal of the Client is to standardize and align business processes, business practices, and business policies across the enterprise. The Client is responsible for verifying that the configured content is appropriate for the Client. Business process approval routings and condition rules will be configured based on standardization and alignment to Workday delivered functionality across business processes.
c. Client will advise Avaap of its schedule in sufficient detail and any periods of unavailability to allow for the effective and efficient deployment of Avaap’s resources and planning for all project activities over the life of the project.
d. Except for specific tasks identified in this SOW, the Client owns the relationship with Workday and the Workday Service.
e. Workday Training Credits, Workday Delivery Assurance services, and the Workday Adoption Toolkit will be purchased directly from Workday and are not included in Avaap’s Professional Fees.
f. Client will ensure that its resources timely complete all Workday training for their respective roles prior to the commencement of the appropriate stage. g. Delays caused by incorrect or incomplete Client-provided information or Client’s failure to timely meet obligations may result in scheduled delays and/or other impacts to the Project timeline and fees.
h. Client chooses how Workday is configured to meet its business and legal needs and Client understands that it is responsible for determining if its chosen configuration complies with Law.
i. Notwithstanding anything to the contrary contained in the MSA, approval and acceptance of Services Deliverables by Client shall occur as follows: Client will review and provide responses or approvals for all amendments within a reasonable amount of time and key project decisions, and deliverables within ten (10) business days
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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10.2 Deployment and Scope Assumptions
a. Updated Workday functionality will be assessed for inclusion in the project scope subject to Client Project Sponsor review and approval and per the Change Order process. b. Any changes to the in-scope items listed in Section 3.0 or to the detailed scope tables in Appendix A may result in an amendment..
c. Avaap’s delivery of Services is dependent on timely completion of all tasks assigned to Client in the Project Plan.
d. The estimated deployment timeline above assumes that all Client’s organizations, including manager and employee self-service, use a standardized business process framework.
e. Client will have knowledge of and/or provide documentation that reflects its existing business processes. Avaap will not perform fit/gap or deep-dive review or analysis of Client’s business requirements.
f. Foundation Alignment Sessions do not constitute a "design" of delivered business processes - instead they are intended to review the delivered pre-configuration and modify the existing configuration to support Customer requirements, provide knowledge transfer, and validate Customer Data or Professional Services Data to support the Launch program configurations.
10.3 Testing Assumptions
a. Client is responsible for assigning a Test Manager to drive and oversee the Testing stage.
b. Client team will develop detailed test scenarios based on Client’s user requirements and system configuration.
c. Customer will lead testing and sign off on the final configuration prior to move to Production. Avaap will support issue resolution to Client’s testing efforts. d. All configuration decisions will be finalized, and unit tested during the Architect & Configure stage.
e. Configuration freeze will be implemented at the end of Unit Testing (prior to E2E tenant build). Further changes to “passed” unit testing configuration will be deferred to post go - live and addressed by Client.
f. Avaap will provide guidance and assistance to Client’s Test Manager and test team during test execution of each of the test cycles.
g. Avaap will assist with Client prioritization of defect severity and assign items for resolution.
h. Avaap Engagement Manager shall provide guidance, informal knowledge transfer, and advisement to the Client Test Lead during text execution, defect management, and status reporting.
10.4 Data Conversion Assumptions
a. Client is responsible for extracting data from Client’s source systems. b. Client is responsible for populating and supplying data in the Workday-prescribed format and is responsible for ensuring data is cleansed and duplicate values removed. c. Client is responsible for verifying the accuracy of the data in the Tenant once loaded. d. Manual conversions will be utilized when Avaap and Client agree the volume is too low to justify the cost of developing an automated conversion program for specific data sets e. Each Data Gathering Workbook file is allowed a maximum of 3 data load attempts per data load cycle (tenant build). More than 3 data load attempts may be considered a n amendment.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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f. Failure by Client to properly populate the Workday Deployment Workbooks by scheduled due dates may impact the project schedule and Go-Live timing. g. A data freeze is required so that Client’s current data as of a specific date can be loaded into the Gold Tenant. Client is responsible for entering Catch-Up Transactions (i.e., any transactions occurring between data freeze and Move to Production) into Workday. h. Client will provide a point of contact to Avaap in order for Avaap to distribute Alteryx license, the tool Avaap uses to support data conversion.
10.5 Integration Assumptions
a. Client will lead interactions with third-party vendors and/or internal system owners required to deploy integrations. Client will coordinate timely responses from and secure data transfer and integration testing with all vendors and internal systems. Client is responsible for third-party vendor adherence to project timelines and schedules; Avaap will not be held responsible for any related delays that impact project timelines. Third-party vendors for this project do not include Workday, Questica, Teller, or Sprypoint. Avaap is providing oversight and program management for the implementation of Workday, Questica, Teller, and Sprypoint.
b. If a change is needed to an internal platform, Client assumes responsibility for such changes.
c. Client will provide an SFTP server for integration file exchange during the project. d. Client is responsible for testing all integrations, including data verification. Any unit testing performed by Avaap does not include detailed functional scenarios, which will be tested by Client during End-to-End testing.
e. Clients may choose a prioritized list of integrations that are critical for go-live. If the go-live critical integrations are delivered on time, the integrations work stream should not be considered red.
10.6 Change Management Assumptions
a. Client will designate an internal resource for the “Organizational Change Management Lead” role. This person will assist with organizational knowledge, oversee the Client OCM resources, and review and approve deliverables and approaches for adoption. b. Any extensions to the Project timeline or functional scope additions must be evaluated to determine impacts on the Change Management Services and may result in an amendment.
The Change Management activities and deliverables listed in Appendix A apply only to the timeline and functional scope outlined in this SOW.
c. The Change Management Service is intended to accelerate end-user adoption of Workday and does not include support for concurrent initiatives or broader transformation efforts. The scope of this service is limited to the tasks in Appendix A. Any organizational design, Standard Operating Procedure (SOP) development, operating model, or job role redesign work is out of scope for this service and wholly owned by the Client. d. Client has an active subscription to the Workday Adoption Kit and will provide access to Avaap resources defined in this SOW.
e. Client will provide appropriate access to non-production Workday tenants and other project- related resources that may be required to fulfill this SOW, e.g. Teams and SharePoint sites, etc.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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IN WITNESS WHEREOF, Avaap and Client have caused this Statement of Work to be executed and delivered by their respective duly authorized representatives as of the date set forth below.
By: Avaap USA, LLC. City of Carlsbad
Name: Steve Csuka Geoff Patnoe
Title: CEO City Manager
Date
Avaap USA, LLC,
A Delaware limited liability company
CITY OF CARLSBAD, a municipal corporation
of the State of California
By: By:
(sign here) City Manager
(print name/title)
Attest:
SHERRY FREISINGER, City Clerk
By:
Faviola Medina
Director of Constituent & Clerk Services
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: _____________________________
Deputy City Attorney
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Steve Csuka CEO
4/22/2025
Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Appendix A: Detailed Functional Scope
This section provides the detailed project scope and Avaap’s scope assumptions for aligning the Client’s current business processes in HR (Human Resources), Financial, and Payroll systems within Workday.
The processes listed below in the “Functional Configuration and Setup” detail key Workday business processes and configuration to be delivered.
During the Architect & Configure stages of the project, Avaap and the Client conduct Alignment sessions, taking into consideration the scope assumptions detailed in this section. If these sessions identify items not included in the scope summary below, both Parties will work in mutual good faith to resolve the omissions outlined in the Change Control Procedures.
The mutual goal is to finalize the configuration designs during the Architect & Configure stage.
Detailed Project Functional Scope
The information presented below was established based on preliminary conversations with the Client and Avaap’s experience with and knowledge of Workday.
For each functional area, the tables below provide a high-level definition of the overall functionality of the related Workday module and the defined configuration parameters. These configuration parameters serve as the basis of estimate and align to Avaap’s understanding of Client’s core business requirements.
Primary Scope Considerations (indicated in tables below those items highlighted in Bold with an asterisk [*]) represent key drivers for the proposed level of effort. Any changes will impact on the level of effort and require an amendment. Avaap and the Client will work in good faith to identify a resolution.
Secondary Scope Considerations provide additional guidelines for how Avaap plans to configure the Client’s solution. For Secondary Scope items that include a metric or value listed next to them, a 10% variance on metrics or work effort is included in-scope.
At the end of each project phase, Avaap conducts a Scope Alignment Analysis effort to identify any differences in-scope. If the level of effort necessary to configure Workday is significantly increased due to Client decisions that impact the scope tables below, an amendment may be required. This can affect the overall cost (level of effort) and timeline.
Avaap will also provide guidance and a knowledge sharing plan to empower Client functional/technical resources how to complete the activity. Avaap will also provide Workday best practice support as the Client configures the remaining items outside of the scope guidelines.
The information presented below was established based on requirements within the RFP and Avaap’s experience with and knowledge of Workday.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Core HCM
Core HR includes functionality to support the following: worker information, country specific information and reporting, staffing, jobs and positions, job requisitions, employment information, hire, terminate & job changes, contingent worker staffing, multiple jobs, international/domestic assignments, organization management and retiree management.
Functional Area In Scope (Y/N) Scope
Multi-Country N/A US Only
Organization Structure per Organization Type
(supervisory, cost center, company, region,
location hierarchy)
Y 1 Supervisory Org [*]
Up to 2 for all other
organization types
Pay Groups Y
Cost Center Organizations Y
Legal Entities Y Up to 3
Staffing Models (Position and Job Management
Staffing Models) [*]
Y Position Management
Only
Management Hierarchy Y Up to 1
Job/Positions Y Up to 400 Job Profiles
Up to 50 Job Families
Up to 25 Job Family
Groups
Up to 6 Employee Types
Up to 6 Contingent Worker
Types
Up to 9 Management
Levels
Service Dates Y Workday delivered service
dates
Tenant Branding Y 1 Tenant Standard
Multi-factor Authentication Y
International Assignment Type N
I-9 Functionality Y
Unions [*] Y Up to 6
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Core HCM
Core HR includes functionality to support the following: worker information, country specific information and reporting, staffing, jobs and positions, job requisitions, employment information, hire, terminate & job changes, contingent worker staffing, multiple jobs, international/domestic assignments, organization management and retiree management.
Functional Area In Scope (Y/N) Scope
Retiree Organization [*] Y Up to 1
Multiple Jobs Y
Matrix Organizations N
Custom Objects Y Up to 3
Custom Organization Type & Hierarchy Y Up to 1 type
Change Job Templates Y Up to 3 delivered
templates
Onboarding Documents Y Up to 50
Custom Onboarding Templates Y Up to 2
Custom Onboarding Bulletin Worklets Y Up to 2 customized including up to 4 content
items in each
Onboarding Dashboard Announcements Y Up to 2
Custom Security [*] Y Up to 2 Regulatory
Required. View only –
not used in BP’s
Exit Survey Y Up to 1 questionnaire with
up to 15 questions, routed
to existing security group-
excluding custom reporting
of responses
HCM Modifiable BP’s • Hire Employee
• Create Position
• Contract Contingent Worker
• Onboarding
• Terminate Employee
• Change Job
• End Contingent Worker Contract
• Onboarding Setup
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Core HCM
Core HR includes functionality to support the following: worker information, country specific information and reporting, staffing, jobs and positions, job requisitions, employment information, hire, terminate & job changes, contingent worker staffing, multiple jobs, international/domestic assignments, organization management and retiree management.
Functional Area In Scope (Y/N) Scope
• Additional Data (to support any effective-
dated custom objects)
• Request Framework (4 Use Cases)
Core Compensation
Functional Area In Scope (Y/N) Scope
Salary Plan Y Up to 1
Hourly Plan Y Up to 1
Allowance Plans Y Up to 10
One-Time Payments Y Up to 10
Compensation Packages [*] Y Up to 1
Severance Package N
Compensation Grades [*] Y Up to 200 grades
Compensation Grade Profiles [*] N
Compensation Steps [*] Y Up to 10 steps per grade
with period progression
Compensation Basis Y Delivered
Total Rewards Statement Y Workday Delivered TRS
Compensation Modifiable BPs • Request Compensation Change • Request One Time Payment
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Benefits
Functional Area In Scope (Y/N) Scope
Benefit Groups [*] Y Up to 6
Plan Year Definitions (current year, ongoing etc) Y Up to 3 Benefit Plans (including eligibility rules, coverage
tiers, and rates)
Y Up to 100
Enrollment Event Types & Cross Plan Enrollment
Rules (including Eligibility Changes, Life Events,
and Reinstatement Events)
Y
Individual Rates Y
Benefit Annual Rates Y
Dependent Verification N
Retiree Benefits [*] Y Up to 2 Retiree Benefit
Group utilizing a shared
plan
Medicare or Surviving Spouse Plans Y Surviving Spouse utilize shared plan
Enrollment Event Rules Y Up to 1
ACA Y Core ACA Functionality:
ACA Measurement
Periods and Eligibility,
ACA Dashboard, Setup for
1094-C and 1095-C
Reports
COBRA Y COBRA Eligibility
Designations for
Participants who lose
Coverage
Passive Event Rule Y Up to 1
Open Enrollment Y
Manage Evidence of Insurability Y
Eligibility driven off Custom ID’s, Custom fields or
Actual Hours Worked
N
Benefits Modifiable BP’s • Change Benefits for Life Events Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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Benefits
Functional Area In Scope (Y/N) Scope
• Change Benefits
• Dependent Event
• Passive Event
• Change Beneficiary
• Change Retirement Savings
• Start Open Enrollment
Talent/Performance
Functional Area In Scope (Y/N) Scope
Performance Review Templates [*] Y Up to 6
Goal Setting Template Y Up to 1
Performance Improvement Plans [*] Y Up to 1
Disciplinary Action Templates Y Up to 1
Disciplinary Action Reasons & Categories Y Up to 10 reasons & categories for 1 country
Development Plan Templates N
Development Items N
Talent Review Templates N
Talent Pools N
Feedback Y Up to 2 templates
Check-Ins Y
Ad Hoc Goals Y
Organization Goals N
Calibration N
Succession Pools [*] N
Positions for Succession
(includes readiness setup)
Y Up to 50
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Talent/Performance
Functional Area In Scope (Y/N) Scope
Assess My Teams Potential Y
Assess Potential Y
Mentors & Connections, including Add a Mentor
during Hire
N
Competencies
(includes behavior setup and associations to Job
Profiles)
Y Up to 30
Succession Planning [*] Y
Skills and Experience Setup Y
Skills Cloud Y With ISA Opt In
Worker Career Profile Setup Y Job History, Education,
Languages, Certifications,
Internal Projects, Work
Experience, Interests
(Career Interests, Job
Interests, Travel &
Relocation Preferences),
Achievements (Awards &
Activities), Professional
Affiliations, Training
Talent Modifiable BP’s • Start Performance Review
• Set Review Content for Performance
Review
• Complete Self Evaluation for Performance
Review
• Complete Manager Evaluation for
Performance Review
• Start Performance Improvement Plan
• Set Plan Content for Performance
Improvement Plan
• Complete Employee Plan for Performance
Improvement Plan
• Complete Manager Plan for Performance
Improvement Plan
• Start Disciplinary Action
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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Talent/Performance
Functional Area In Scope (Y/N) Scope
• Complete Self Evaluation for Disciplinary
Action
• Complete Manager Evaluation for
Disciplinary Action
• Get Feedback on Worker
• Get Feedback on Self
• Give Requested Feedback
• Give Feedback
• Manage Succession Plan
• Assess Potential
• Assess My Team’s Potential
• Manage Competencies
People Analytics
Topic In Scope (Y/N) Scope
Diversity and Inclusion Y Standard reports/
visualizations
Organization Composition Y Standard reports/
visualizations
Retention and Attrition Y Standard reports/
visualizations
Hiring Y Standard reports/
visualizations
Talent and Performance Y Standard reports/
visualizations
Skills Y Standard reports/
visualizations
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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Payroll
Functional Area In Scope (Y/N) Scope
Multiple Jobs [*] Y
Pay Groups [*] Y Up to 3
Bank Accounts and Routing
Rules
Y Up to 2 each
Worker Costing Allocations Y Up to 50
Run Categories Y Up to 1
Period Schedules [*] Y Up to 3
Legal Entities (FEIN) Y Up to 3
State Tax Authorities [*] Y Up to 5
Local Tax Authorities Y Up to 30
W2 Configuration Y
Earning Codes [*]
Up to 5 Complex calculations,
e.g. Shift pay by type, etc.
Y Up to 150
Deduction Codes [*]
Up to 5 Complex calculations,
Retirement, Union dues, etc.
Y Up to 150
On-going Multiple Work
Jurisdictions [*]
N
Payroll Tax Mapping by
Locations [*]
N
Common Pay Agent [*] N
Payroll Modifiable BP’s • Settlement Run Event
• Assign Pay Group
• Payment Release Event
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Absence
Functional Area In Scope (Y/N) Scope
Time Off Plans [*] Y Up to 10 non-accruing
Up to 13 accruing on Primary
Position
Time Off Accrual Rules [*] Y Up to 30
Donation of PTO [*]
Opt to donate sick/vac/comp
Y Up to 3 plans (donate, receive
Up to 1 custom report & alert
Off Segment Security Groups Y Up to 5
Leave Types [*]
Y
Up to 10
With up to 5 Leave Entitlements
limited to Primary Position
Holiday Calendars & Rules Y Up to 5
Leave Document Generation Y Up to 1
Leave of Absence Validations Y Up to 5
Leave Segment Security Groups Y Up to 5
Time Off Balance Transfer Y Up to 5
Absence Modifiable BP’s • Request Time Off
• Assign Work Schedule
• Correct Time off
• Request Return Leave of Absence
• Request Leave of Absence
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Time Tracking
Functional Area In Scope (Y/N) Scope
Alerts Y Up to 3
Time Entry Validations\Rules Y Up to 5
Time Calculations [*] Y Up to 20
Holidays, meal breaks
Calculation Groups [*] Y Up to 15
Groups of employees the rules
apply to
Pay Period Schedules Y Up to 3
Security Groups Y Up to 4 to support ESS, MSS
and Indirect Review & Approval
Work Shifts Y Up to 10
Day, Night, Weekend
Time Codes Y Up to 20
Time Entry Code Groups Y Up to 10
Time Entry Templates [*] Y Up to 10
Project Hours [*] Y
Work Schedule Calendars [*] Y Up to 20
Employee groups, work week
start
Holiday Schedules Y Up to 10
Multiple Positions Y Time calculation based on
Primary Position
Time Tracking Modifiable BP’s • Assign Work Schedule
• Enter Time
• Report Time Batch Event
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Journeys
Functional Area In Scope (Y/N) Scope
Journey Categories Y Up to 3
Journey Builders Y Up to 3
Step Groups per Journey Y Up to 5
Steps per Step Group Y Up to 3
Business Process Step Distributions Y Up to 1
Custom Security Groups Y Up to 1
Scheduling
Functional Area In Scope (Y/N) Scope
Regions Y US Only – 1 Time Zone
Eligibility* Y 1 Schedule Tag
Reporting Y Workday delivers 10
reports offered with the
Scheduling module.
Y Download of the workforce
management operational
reporting configuration
package and set up of
recommended security for
reports.
Data conversion Y Worker Availability will not
be loaded prior to Go Live.
Worker Preferences will not
be loaded prior to Go Live.
Worker Overrides will not
be loaded prior to Go Live.
Labor Optimization* N Labor Optimization is not in
scope
Schedules will not be
created using Work
Schedule Calendars (Static
& Manual Scheduling)
Assumptions
The City will create shifts manually or by using work schedule patterns (static scheduling) and will assign employees to those shifts.
Shift/vacation bidding is not available.
Scheduling will be used for hourly and part time employees (replacing existing WhentoWork system for part time staff), but not for Safety (police, dispatch, fire). We will have an interface with Telestaff for safety scheduling data.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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People Analytics (Recommend to be deployed as part of a Phase X project, 8-12 months after Go Live of HCM)
Functional Area In Scope (Y/N) Scope
People Analytics - Setup Y Setup
Shared Setup
Position Budgets & Payroll Commitments
Functional Area In
Scope
(Y/N)
Scope
Position Budgets Y Position must have job family, pay group, default compensation, assigned
Payroll Commitment Accounting N
Budget Check (Staffing) for
Position Budgets
N
FDM Scope
Foundational Data Model
Functional Area In Scope (Y/N) Scope
Custom Organizations Y Up to 8
FIN Scope
Financial Accounting
Functional Area In Scope (Y/N) Scope
Account Set (Chart of Accounts) Y 1
Legal Entities Y Up to 1; US Only
Fiscal Schedule Y 1
Statistic Definitions Y Up to 15
Allocation Definitions Y Up to 10
Recurring Journal Templates Y Up to 10
Book Codes & Books Y Includes Multi-Book
Accounting enablement for
assets and leases
Excludes: Cash-based
accounting setup
Intercompany Setup N
Consolidations and Eliminations N
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Balancing by Company/Legal Entity plus one
Balancing worktag
Y
Commitment Accounting Y
Month-End and Year End Close Process Y
Journal Processing including recurring and EIB Y
Transaction Matching N
Account Certification N
Multi-Currency N
Custom Validations Y Up to 10
Custom Objects N
Modifiable Business Processes • Accounting Journal Event • Accounting Adjustment Event
• Accounting Journal Unpost Event
• Allocation Event
Excluded: Rule-based business processes
Budgets
Functional Area In Scope (Y/N) Scope
Plan Structures Y Up to 10; Financial Plan
Structures only.
See Grants and Projects
scope tables respectively for
Grant Budget and Project
Budget scope.
Plan Templates Y Up to 10
Import Budget via EIB Y
Budget Check Enablement by Plan Y
Budget Close and/or Roll-forward Y
Budget Reporting Y Financial Budget to Actual
Reporting, including
encumbrance and
commitments
Custom Validations N
Custom Objects N
Custom Security Groups Y Up to 3 custom security
groups related to Questica
integration
Modifiable Business Processes • Plan Event
• Budget Amendment Event
• Check Budget (Financial)
Excluded: Rule-based business processes
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Banking & Settlement
Functional Area In Scope (Y/N) Scope
Financial Institution Y Up to 2
Bank Accounts Y Up to 10
Bank Account Management Y
Payment Types Y Up to 8
Check Layouts Y Up to 3 Custom Layouts –
AP, CH & Payroll
Bank Account Transfers for Settlement N
Settlement Event Y
Express Settlement Y
Escheatment Y
Automatic Bank Reconciliation Y Up to 2 Matching Rule Sets with Up to 5 Matching
Rules
Up to 2 First Notice Rule
Sets with Up to 25 First
Notice Rules
Ad Hoc Bank Transaction Templates Y Up to 40
Bank Routing Rules Y Up to 5
Ad Hoc Payees Y Up to 100
Miscellaneous Payees Categories, Miscellaneous
Payment Request Categories and Miscellaneous
Payees
Y Up to 5 payee categories, 5
payment request categories
and 100 payees
Cash Forecasting Y 1 Cash Forecast Outline
with Up to three custom
forecast components; Up to
Two Forecast Time Spans;
Delivered Reports with
Standard Cash Forecast 2.0
Worksheet
Cash Positioning Y 2 Cash Pools with Up to 10
External Cash Categories;
15 Cash Activity; Categories
with Up to 25 Bank
Statement Mapping
Overrides; Delivered reports
only; Manual data load only
Payment Acknowledgement N
Prenote Y Payroll only
Positive Pay Y
PPD Integration for Expenses Y
Custom Validations Y Up to 15
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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SOW Final.docx
Custom Objects N
Modifiable Business Processes • Ad Hoc Payment Event
• Ad Hoc Bank Transaction Event
• Bank Account Event
• Bank Statement Event
• Bank Account Transfer Event
• Miscellaneous Payment Request
Event
• Settlement Run Event
Excluded: Rule-based business processes
Procurement & Supplier Contracts
Functional Area In Scope (Y/N) Scope
Supplier Catalogs Y Up to 3
Excludes: Item Pictures
Supplier Contract Types Y Up to 10 contract types.
Enablement the following
functionality only: Retention,
Catalog, Scheduled/Manual
Invoices, Scheduled/Manual
Purchase Orders, Renewal
Terms; Operating Leases,
Financial Leases, Receive
Contract Lines, Variable
Payment
Excludes: Multi-supplier,
Consignment, Multi-
Participant, Obligations
Supplier Contract Layout Y WD Delivered Supplier
Contract Layout only.
Excluded: AdobeSign setup
Purchase Order Layout Y WD Delivered PO Layout
only
Supplier Links (Punchouts) Y Up to 3
Procurement Commitment Accounting (REQ/PO) Y
Internal Service Providers & ISP Catalogs Y Up to 3
Procurement Credit Cards N
Purchase Items N
Supplier Items associated with Purchase Items N
RFx Processing N
Location Customer Account Number N
Ship To Locations Y Up to 30
Ship To/Deliver to Associations N
Requisition Sourcing Rules Y Up to 3
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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SOW Final.docx
Procurement Roll Forward Y
Requisition Templates Y Up to 5
Custom Validations Y Up to 15
Custom Objects N
EDI Integrations (810,850,855,856) N
Budget Check - See Budgets section for
details
Transaction Tax - See Transaction Tax section
for details
Modifiable Business Processes • Requisition Event
• Purchase Order Event
• Change Order Event
• Supplier Contract Event
• Supplier Contract Amendment
Event
• Receipt Event
Excluded: Rule-based business processes
Supplier & Supplier Accounts
Functional Area In Scope (Y/N) Scope
Suppliers Y Up to 3000; USD only; Non-
US addresses manual
entry
Excludes: Non-US supplier
settlement accounts;
Company restrictions;
legacy one-time payees
Supplier Connections Y
Supplier Categories Y Up to 5
Supplier Groups Y Up to 10
Supplier Classifications Y Delivered values only
Reasons for Supplier Status Change Y Delivered values only Supplier Questionnaire/Questions N
Payment Terms Y Up to 10
Payment Types Y See Banking & Settlement
section above
Payment Handling Instructions Y Up to 3
Supplier Payment ACH Remittance Email Y Email with .txt file format only
Aging Groups Y Delivered values only
Supplier Accounts Match Rule Set Y 1 match rule set with up to 5 rules; Medium complexity
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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SOW Final.docx
1099 Configuration Y Spend category to 1099 Box
mapping for MISC and NEC
1099s only
1099 MISC/NEC eFiling Y
Invoice Types by Country N
Invoice Adjustment Reasons Y Up to 3
Invoice Eligibility Rule for Netting N
Prospective Supplier Registration (External Site) N
Supplier Portal N
OCR/AP Automation N
Worktag Split Templates N
Custom Validations Y Up to 15
Custom Objects N
Budget Check - See Budgets section for
details
Transaction Tax - See Transaction Tax section
for details
Modifiable Business Processes • Supplier Event
• Supplier Change Event
• Supplier Request Event
• Recurring Supplier Invoice
• Supplier Invoice Event
• Supplier Accounts Match Event
Excluded: Rule-based business processes
Transaction Tax (Sales)
Functional Area In Scope (Y/N) Scope
Transaction Tax Enablement Y
Only enabled on Supplier
Accounts transaction
types. US only.
Tax Authorities Y Up to 2
Tax Recoverabilities Y Up to 2
Tax Applicability Y Up to 2
Transaction Tax Rates Y Up to 10
Transaction Tax Codes Y Up to 10
Transaction Tax Rule for Country N
Transaction Tax Rule Exception for Country N
Transaction Tax Rule for Items N
Transaction Tax Items Groups N
Withholding Tax Rate N
Withholding Tax Rule for Country N
Withholding Tax Rule for Items N
Third-Party Tax Integration N
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Business Assets
Functional Area In Scope (Y/N) Scope
Business Assets Y Up to 15,000 assets
including capital, expense
(non-capital) and zero
dollar
Leased Assets Y Includes GASB87 &
GASB96 setup
Intangible Assets Y
Composite Assets N
Asset Books Y Up to 3 (Primary & Leases
(GASB87, Software
GASB96)
Excluded: Tax Book
Asset Book Rules Y Up to 3 (Primary & Leases
(GASB87, Software
GASB96)
Excluded: Tax Book,Multi-
Currency
Multibook Accounting for Assets Y
Asset Types Y Up to 11
Asset Classes Y Up to 36
Depreciation Profiles Y Up to 25
Bonus Depreciation N
Asset Pooling Rules Y
Asset Custodianship Y
Issue Assets to Workers Y
Custom Validations Y Up to 15
Custom Objects Y
Modifiable Business Processes • Asset Registration Event • Asset Disposal Event
• Asset Issue Event
Excluded: Rule-based business processes
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Expenses
Functional Area In Scope (Y/N) Scope
Business Purposes Y Up to 5
Spend Authorization Commitment Accounting Y
Expense Credit Cards Y
Travel/Shared Card N
Cash Advances Y
Expense Item Attribute Types Y Delivered values only
Configurable Expense Item Attributes Y Up to 10
Expense Item Group Y Up to 5
Expense Items Y Up to 20
Hotel Itemization Mapping N
Expense Policy Group N
Expense Rate Tables Y
Up to 2 rate tables; GSA
rate load
Travel Journals N
Spend Data Y
Delivered Airlines, Travel
Cities, Hotels and Car
Rental Agencies
Spend Instructions for Expenses Y Basic formatting and URLs
Expense Reimbursement based on Benefit
Allowance N
Expense Reimbursement for Non-Worker N
Travel Profiles N
Travel Booking Records N
Mobile Enablement Y
Receipt capture; Expense
Report initiation and
submission only
Custom Validations Y Up to 15
Custom Objects N
Budget Check - See Budgets section for
details
Transaction Tax - See Transaction Tax
section for details
Modifiable Business Processes
• Spend Authorization Event
• Expense Report Event
Excluded: Rule-based business processes
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Projects
Functional Area In Scope (Y/N) Scope
Projects Y Up to 400 Capital Projects
and Non-Capital Projects
only
Excluded: Billable Projects
Project Hierarchies Y Up to 15
Project Status Y Delivered only
Project Groups Y
Importance Rating Y Delivered only
Risk Rating Y Delivered only
Project Dependencies Y
Project Phases Y
Project Tasks Y
Project Plan Templates Y Up to 2
Project Templates Y Up to 4
Project Capitalization to Business Assets from
WIP
Y See Business Assets
section scope specifics
WIP Exclusion Rules N
Project Budgets Y 1 Virtual Project Plan
Structure and 1 Virtual Child
Project Plan Structure
Ideas N
Initiatives N
Opportunity Projects N
Project Portfolios N
Project Scenarios N
Project Roles & Resource Plans Y For Project Time Tracking only. Up to 10 project roles.
Project Resource Forecasting N
Resource Templates Y For Project Time Tracking
only. Up to 2 templates.
Resource Forecasts with Worksheets N
Standard Cost Rate Rules Y
Project Labor Costing and Burdening Y
Transfer Pricing N
Workers/Dynamic Resource Pooling N
Multiple Funding Sourcing N
Custom Validations Y Up to 15
Custom Objects Y
Modifiable Business Processes • Create Project
• Edit Project
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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• Request Worker
• Verify Capital Project Expense
Excluded: Rule-based business processes
Customer Accounts & Contracts
Functional Area In Scope (Y/N) Scope
Customers Y Up to 5,000 US only
Customer Contracts Y Up to 25
Customer Invoice Layouts Y 5 Custom Layout
Dunning Letter Layout Y WD Delivered format only
Customer Statement Layouts Y WD Delivered format only Customer Billing & Invoice Maintenance Y
Sale Items Y Up to 50
Payment Application Rules Y WD Delivered only
Credit Card Processing (Cybersource Connector) N
Billing Schedule Templates Y Up to 2
Deferred Revenue Recognition Schedules Y Up to 2
Customer Portal N
Transaction Tax - See Transaction Tax section
for details
Budget Check See Budgets section for
details
Collections and Dispute Activities Y
Interest and Late Fee Rules Y Up to 8 Rules
Customer Invoice and Customer Statement
Messages
Y Delivered Message Only
Custom Validations Y Up to 15
Custom Objects N
Modifiable Business Processes • Customer Event
• Customer Invoice Event
• Customer Refund Document Event
• Bad Debt Write-off Event
• Customer Contract Event
• Customer Contract Amendment
Event
• Billing Schedule Event
• Revenue Recognition Installment
Event
• Revenue Recognition Schedule
Event
• Customer Deposit Event
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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• Customer Payment Application
Event
• Cash Sale Event
• Customer Payment Change Event
• Customer Overpayment Event
• Customer Contract Asset and
Liability Reclassification Journal Event
Excluded: Rule-based business processes
Grants
Functional Area In Scope (Y/N) Scope
Sponsors (Grantors) Y Up to 100
Award Proposals Y
Award Contracts & Required Attributes Y Up to 100
Award Schedules Y Up to 100
Award Plan Structure and Award Budgets Y Up to 3 Award Plan Structures
Grant Worktag and Grant Hierarchies Y
F&A Rate Agreements Y Up to 15
F&A Exceptions & Waivers Y Up to 30
F&A Revenue Allocations Y
Calculate F&A Costs Y
Object Class Codes Y
Sponsor Invoice Layout Y Up to 2
Sponsor Statement Layout Y Up to 1
Dunning Letter Y Up to 1
Sponsor Payment Processing Y
Letter of Credit Processing Y
Award Spending Restrictions Y
Special Condition Types Y Up to 10
Award/Grant Reporting/Dashboards Assignments,
Default Worktags
Y
Effort Certification N
Salary Caps Y
NSF Codes N
Catalog of Federal Domestic Assistance Y
Award Tasks Y
Custom Validations Y Up to 15
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Custom Objects N
Modifiable Business Processes • Award Event
• Award Billing Schedule Event
• Award Budget Hub Event
• Award Amendment Event
• Award Tasks Event
• Award Correction Event
• Reprocess Award Costs
• Letter of Credit Draw Down Event
•
Excluded: Rule-based business processes
Strategic Sourcing Scope
Strategic Sourcing - Expert
Product Scope Included
Suppliers Custom field groups and up to 10 custom fields required for the Supplier Profile
Sourcing • Configured RFx Template(s), including the
description, questionnaires & worksheets
• 3 RFx templates for Expert
Intake • Intake Routing Rules (Projects and/or
Contracts)
• Configured fields included on Intake per
Project and/or Contract type
• Configured up to 20 Intake Routing Rules
Pipeline Projects • Edit default fields and configure custom field groups & up to 10 custom fields
• Configured up to 3 Pipeline Project Types
• Configured Financial Details settings
Supplier Management (SRM) • Configure Standard Onboarding form. • Up to 2 custom form templates
• Form Approval Groups
• Form-to-profile data mapping
• Customized Supplier Onboarding Project
layout, incl. up to 10 custom fields
• Performance Review master template & up
to 2 SPM event templates
• Customized Performance Review Project
layout, incl. up to 10 custom fields
Sourcing Contracts • Up to 4 Contract Types
• Custom field groups; up to 10 custom fields
• Up to 10 Approval Groups & up to 20
Approval Rules
• Up to 10 Contract Document templates
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Customer Data Conversion • Client is responsible for data conversion for projects or contracts using the WSS Data Importer
and self-service instructions on Workday
Community. Assistance on the process can be
provided by the Functional Consultant if added as
Additional Scope to the SOW.
Extend Scope Table
Extend
Functional Area In Scope (Y/N) Scope
Extend N Not currently in scope.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Integration Scope
Integration discovery will occur in Phase 0 and will continue through the Plan stage. During the Plan Stage, each existing system will be further analyzed against the functionality included in Workday to determine whether the system will be retired, interfaced, or remain as a standalone system. This review may determine that some integrations will not be necessary moving forward (a result of standardization , data warehouse etc. for example). Avaap has currently estimated 4200 hours to develop and test the integration listed in the table below.
The table below lists the anticipated integrations and complexity considered as in scope for this project.
Changes to this list could impact on the overall effort and cost of the project. Integrations that cannot be implemented using the Workday Integration Technology as described in this table will result in a Project amendment for the additional services required.
Int
# Integration Direction Template
1 ACA Integration Outbound EIB
2 Applicant Tracking System
NeoGov Inbound Inbound Studio
3 E-Verify Bidirectional Bi-Directional Connector
4 VSP Vision Outbound Outbound Connector
5 VSP Vision Outbound
(Retirees) Outbound Connector
6 United Concordia Dental
Outbound Outbound Connector
7 United Concordia Dental
Outbound (Retirees) Outbound Connector
8 Mission Square - 457
Contributions Outbound Outbound EIB
9 Mission Square – 457 Census
Outbound Outbound EIB
10 Mission Square Loans Inbound Studio
11 Nationwide - 457 Outbound Outbound EIB
12 Lincoln Financial - Life, ADD,
Disability Outbound Outbound Connector
13 CAPF Long Term Disability
Outbound Outbound EIB
14 Healthcare Trust Enrollments -
Vimly Outbound* Outbound EIB
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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15 Healthcare Trust Contributions
- Vimly Outbound* Outbound EIB
16 Midamerica - 457 SSN
replacement plan contributions
Outbound
Outbound EIB
17 Midamerica - 457 SSN
replacement plan census
Outbound
Outbound EIB
18 Inspira Financial - FSA
Enrollments Outbound Outbound Connector
19 Inspira Financial - FSA
Contributions Outbound Connector
20 Inspira Financial – Cobra
participant Outbound Connector
21 Inspira Financial – Retiree
participant Outbound Connector
22 Vendor tbd - Long Term Care Outbound Connector
23 Vendor tbd – Long Term Care
Inbound
Studio
24 CalPers - Medical Outbound EIB
25 CalPers - Retirement* Outbound EIB
26 CalPers – Retirement – tier for
new hires Inbound Studio
27 CalPers - Payroll Outbound EIB
28 New Hire State Reporting -
DE34 Outbound EIB
29 SSA Integration* Outbound EIB
30 W2 Printing and Mailing -
MHC* Outbound EIB
31 Cornerstone Departments Outbound EIB
32 Cornerstone Locations Outbound EIB
33 Cornerstone Userlevels Outbound EIB
34 Cornerstone Job Code Outbound EIB
35 Cornerstone Positions Outbound EIB
36 Cornerstone Demographic Outbound EIB
37 Wells Fargo ACH PPD
Outbound Outbound Connector
38 Wells Fargo Positive Pay
Outbound Outbound EIB
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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39 Employee Demographic data
Workday to Telestaff Outbound EIB
40 Employee Time-off accrual
data from Workday to Telestaff Outbound EIB
41 Time entry & Time-off data
from Telestaff to Workday Inbound Studio
42 Telestaff - Schedule Changes
Inbound - Telestaff to Workday Inbound Studio
43 – MHC vendor - 1099 Forms data -
EIB outbound to MHC
Outbound
EIB
44 1096 Form - BIRT BIRT BIRT Report
45 1099 E-filing Integration Outbound Connector
46 US Bank P Cards Inbound Inbound Connector
47 Wells Fargo Positive Pay
Outbound - AP Outbound EIB
48 Wells Fargo Cancelled Checks
- AP Outbound EIB
49 Wells Fargo ACH CCD
Outbound Outbound Connector
50 Wells Fargo Wire Payments
Outbound Outbound Connector
51 Wells Fargo BAI2 Inbound Inbound Connector
52 OKTA* SSO SSO
53 Badging/ID Demographic
AMAG Symmetry Outbound EIB
54 GSA Rate Integration* Inbound Studio
55 Strategic Sourcing Supplier
Synchronization Bi-Directional Connector
56 Contracts Connector Inbound Connector
57 Award to Requisition Connector Inbound Connector
58 Support for Teller Inbound API
Connection for Revenue/GL Bi-Directional Webservice
59 Teller Employee Demographics
Outbound Outbound EIB
60 Sprypoint Employee
Demographics Outbound Outbound EIB
61 Punchout Vendor #1
(Punchouts, POs, Invoices)* Bi-Directional Connector
62 Punchout Vendor #2
(Punchouts, POs, Invoices)* Bi-Directional Connector
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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63 Punchout Vendor #3
(Punchouts, POs, Invoices)* Bi-Directional Connector
64 Check Layout Payroll * BIRT BIRT Report
65 Check Layout AP * BIRT BIRT Report
66 Customer Invoice Layout * BIRT BIRT Report
67 Sponsor Invoice 1* BIRT BIRT Report
68 Sponsor Invoice 2* BIRT BIRT Report
69 Sponsor Statement* BIRT BIRT Report
70 Dunning Letter* BIRT BIRT Report
71 Laserfiche Outbound
Electronic personnel file for
things not stored in Workday
(ex. subpoena requests for
discipline excluding
“sealed/protected” info), pay
and job history, cornerstone
perf. review, papers re:
benefits (ex. Birth/
marriage/disabled
dependent cert) onboarding
acknowledgments re: Admin
Orders (in neogov now);
scan paper docs into this for
1 database that stores ALL
info related to ee
Studio
72 EDD file for new hires uploaded
to Employee Development
Department of California
(compliance) Outbound
EIB
73 Questica Accounting Journals
Outbound Outbound EIB
74 Questica Budget Amendments
Outbound Outbound EIB
75 Questica Employees EIB
Outbound Outbound EIB
76 Questica Position EIB
Outbound Outbound EIB
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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77 Questica Position Allocations
EIB Outbound Outbound EIB
Data Conversion Scope
The following tables depict the tenant builds for the phases of the project:
Deployment Phase 1 – Platform
Foundation Tenant
End to End Tenant
Gold/Pre-Production Tenant
Avaap Data Conversion Responsibilities
1. Provide guidance on data gathering, population of the Workday deployment workbooks, and performing required data clean-up efforts;
2. Utilize the Client-established secure FTP site (sFTP) for data conversions. This site can also be used to collaborate on sensitive test data with vendors during the implementation;
3. Load data gathered by Client into the Workday Tenants, and
4. Provide guidance on data validation practices including knowledge transfer on how to use the Workday data audit reports.
Client Data Conversion Responsibilities
1. Provide a secure SFTP site, before the build of the Foundation Tenant, for data conversions or sharing sensitive data;
2. Provide subject matter experts for legacy system data;
3. Develop data mapping and crosswalks between conversion and legacy system data elements, and Workday system objects;
4. Extract necessary data from its legacy systems;
5. Populate the Workday Deployment Workbooks as
6. Manually convert certain data (including non-electronic data and certain failed conversion records);
7. Supply mapped data that is complete, accurate and de-duplicated;
8. Clean and correct validated data, in accordance with the project schedule;
9. After the data is loaded, validate the quality and integrity of the converted data and provide corrected data when needed;
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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10. Perform its data gathering responsibilities in a timely manner as determined in Plan Stage;
11. Enter any "catch-up" transactions in the Gold Tenant, that have occurred since the legacy system snapshot/freeze used to build the Gold tenant.
HCM & Payroll Data Conversion Scope:
Functional Area Scope Population
HCM Current Job/Position details: Job profile, time type, default and scheduled hours, work shift, location, position ID, position title, business title, employee contracts and contingent worker supplier and rates
Current Organization assignments: Company, cost
center, region, custom organizations, retiree, supervisory organization (single ‘terminated’ org for all terminated workers) and pay group
Service dates: Original hire date, most recent hire date, position start date for conversion, continuous service date, termination date (most recent for current terminations
only) and all other Workday delivered service dates
Current biographic data: Legal and preferred name,
date of birth, date of death, gender, disability status, ethnicity, marital status, citizenship status, military status, Current ID information: License, visa, passport, national ID, additional government IDs and custom IDs
Current contact information: Home address and home
and work telephone, email, instant messenger and web
address
Prior Year Employees: to be converted into a termination supervisory organization and use current job catalog
Active Employees
Contingent
Workers, Retirees
and Employees
paid within current
calendar (go-live)
year (current year
plus full prior year)
Transactional
HCM
Transactional history conversion is excluded.
History from a
Previous System
Job History: 1 Year of employee job/position history to be converted to Workday’s job and position history from a
previous system area. If the Client would like to load
additional years training will be provided to Client to load additional years.
Compensation History: 1 year of employee
compensation history to be converted to Workday’s
compensation history from a previous system area. If the Client would like to load additional years training will be provided to Client to load additional years.
Active Employees,
Retirees and
Employees paid
within current
calendar (go-live)
year
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Functional Area Scope Population
Compensation Current Compensation data: Most recent effective date of compensation change, compensation grade and grade
profile, compensation step (if included in compensation scope), base pay amount and plan (salary or hourly),
merit plan and allowance. One-Time Payments: History
excluded
Active Employees
Benefits Related Persons: Dependents and beneficiaries (including trusts) associated with a worker.
Current Benefit Elections: Current healthcare,
insurance, spending account, health savings, retirement and additional benefit elections and associated
dependents and beneficiaries.
Affordable Care Act (ACA) History: Current year
medical election changes and ACA hours & wages to
support ACA reporting.
Excludes: Emergency Contacts
Active Employees
Absence
Management
Leaves: Current leave event data for employees on leave and leave activity for previous 12 months
Carryover Balances: Current absence plan balances at
time of cutover
Active Employees
Payroll Payroll History: Current YTD for each earning, deduction and tax jurisdiction including gross wages, taxable
wages and subject wages, for federal, state, and all local taxes for both employee and employer reconciled to tax
returns loaded as quarterly data.
Tax Elections: Current employee tax elections for
federal, state, and local tax withholdings such as married, single, allowances, and number of exemptions and tax
treaties.
Additional Payroll Data: Payment elections and costing
allocations.
Excludes: Withholding Orders and Deduction Recipients
Active Employees ,
Retirees and
Employees paid
within current
calendar (go-live)
year
Financials Data Conversion Scope:
Functional Area Conversion Item Scope
Financial Accounting Beginning Balances Beginning balances GL Detailed Journals 1 year summary journals
Banking & Settlements Outstanding Checks Unreconciled checks at point of cutover date Opening Bank
Balances
Load prior cutover month bank statement
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Functional Area Conversion Item Scope
Budgets Budget Beginning operating budget for current FY, including any amendment necessary to reflect
the current balance (at least 2 years prior years
budget converted to Workday).
Procurement & Supplier
Contracts
Purchase Orders As needed at point of cutover; un-invoiced/un- receipted purchase order lines only.
Supplier Contracts All outstanding contract balances includes lease contracts
Suppliers & Supplier
Accounts
Suppliers Active suppliers with payments within the last two fiscal years; includes associated remit-to
and order-from connections; USD currency only
Excludes: Non-US addresses; non-US supplier
settlement accounts
Approved/Unpaid
Supplier Invoices
As needed at point of cutover; Accounting Date
will be set to first day of first period opened in
WD for transacting
Excludes: Future dated invoices
Active Recurring
Supplier Invoices
Manually entered by client at point of cutover as
needed
Outstanding Supplier
Invoice Adjustments
(Credit Memos)
Manually entered by client at point of cutover as
needed
1099 Adjustment All 1099 payments from January 2026 – August 2026 related to converted suppliers
Supplier Invoice
History
Up to two years of invoice history related to
active converted suppliers; for duplicate supplier
invoice purposes only – not at
transactional/accounting level
Business Assets Business Assets All active assets capital and non-capital only.
Projects Projects All active projects at point of cutover including capital projects
Excludes: Billable Projects
Note: Project WIP balances will be converted via
the GL balance conversion without the Project
worktag – balances will be manually allocated
via journal entry to Projects converted into the
tenant.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Functional Area Conversion Item Scope
Project Budgets Beginning project budgets at the point of cutover
Customer Accounts &
Contracts
Customers Up to 5000 active customers with
receivables/payments within the past year.
Customer Contracts Up to 50 active contracts at the point of cutover Unpaid Customer
Invoices
Up to 200 open invoices at the point of cutover
Customer On-Account
Balances
Up to 50 on-account balances at the point of
cutover
Grants Sponsors Up to 100 Sponsors or Grantors
Awards Up to 100 active awards along with their grants, award schedules, and award budgets at the
point of cutover.
Inception to Date
Grants GL
Conversion
Inception to date balance conversion for all
converted awards
Grants AR
Conversion
All Open AR Balances and On-Account
Balances for converted awards
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Workday Prism Scope
Functional Area Description In Scope
(Y/N)
Scope
Prism
Historical Data
Storage and
Reporting
Y During Plan and Architect & Configure stages Avaap and Client will mutually agree on Use Case scope, gather
high-level requirements, and initiate conceptual design via a series of workshops. Use Cases will be identified, documented, and prioritized then development
responsibility assigned.
For purposes of this SOW, it is anticipated that Prism
will be used for historical data currently residing in
Client’s legacy HCM and/or FIN system(s). This use case is intended to support Client’s data retention
requirements.
At the beginning of the Phase 1’s Architect & Configure stage, Avaap will lead 1-day working development
session to support Client report teams with initial Prism report development activity.
Avaap will develop the mutually agreed upon Use Case
scope and provide knowledge transfer support to Client
resources.
Prism Assumptions:
For purposes of this SOW, Prism historical data sources are limited to Client’s legacy HRIS HCM system(s) and
Financials system(s).
Prism Analytics is not designed for use with PCI or PHI data and any such data will be out of scope.
Client will identify and confirm the specific data sources to be used and the Client must have independently
obtained the rights to use all the selected data sources for the intended purpose. Avaap does not provide any
data.
Client is responsible for data cleanup prior to data being loaded into Prism. Client will make available resources familiar with external data.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Reporting Scope
At the point of executing this SOW, Workday delivers over 5,500 standard reports within the solution. That list of delivered reports will grow and evolve during the life of the project. Our assumption is that the Client will adopt as many reports “as delivered” as possible.
During the project the Avaap team will enable delivered security for all Workday standard reports related to the configuration scope above. This should resolve many of the traditional reporting needs.
We also recognize the importance of reporting within the Client’s operation. As such, we have allocated 300 hours to support to assist Client in building custom reports. The hours allocated by Avaap to support the Client should provide sufficient effort to assist Client with creating the custom reports. If custom reports are needed that exceed the allocated hours, an amendment will be executed to increase scope.
End users will have the opportunity to evaluate standard reports during the Plan phase. Requirements for custom reports must be complete before the end of the Architect & Configure Phase so they can be tested during the Test phase. Changes to report repository require formal change control after that milestone.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Change Management Scope
Avaap’s organizational change management (OCM) Core Advisory+Training service is outlined below and describes the OCM activities and deliverables as well as delineating responsibilities between the Avaap OCM project team and the Client OCM team.
This list represents the high-level scope of Avaap’s OCM effort for this project. Avaap has estimated 1420 hours towards this effort. The hours estimated for the Avaap OCM resources cover the activities and work outlined in the chart below for the implementation. Detailed activities and assignments will be finalized as part of the OCM Project Planning Activity listed in the Plan phase below.
Avaap will work with both the client OCM lead and all vendors involved in the implementation project, including Workday, Sprypoint, Teller, and Questica, to align all OCM activities to support the end-user community.
The table also includes RACI information for these high-level activities and deliverables:
• R = Responsible
• A = Accountable
• C = Consulted
• I = Informed
Activity Avaap Responsibilities Avaa
p
Client Responsibilities Client
OCM Discovery and
Operating Routines
Assess client background
materials (organization charts,
current state documentation,
etc.), conduct OCM intake
interviews, establish OCM
team roles and responsibilities,
and schedule recurring
workstream meetings
RA Provide background
materials and
coordinate/participate in
discovery sessions
R
OCM Timeline and
Activities
With input from client, draft the
OCM timeline and major
milestone activities and
incorporate into the overall
project plan as appropriate
RA Contribute to, review, and
approve the OCM timeline
and associated activities
C
Leading Change
Workshop
Partner with the client to
determine the need to (and)
deliver a customized change
management workshop to
organizational leaders on
change principles and
concepts, leading others
through change, connecting
with stakeholders, and an
overview of Avaap’s change
management approach for the
Workday implementation.
RA Partner with Avaap to
assess the need for a
Change Leadership
workshop, provide
organizational insights, and
facilitation/logistical support
to the development and
delivery of the workshop.
R
Organizational
Assessment
Lead and partner with client’s
OCM Lead to assess
organizational culture, value
systems, history of managing
RA Partner with Avaap OCM
Lead to assess
organizational culture, value
systems, history of
R
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Activity Avaap Responsibilities Avaa
p
Client Responsibilities Client
change, stakeholder readiness
and capacity to undergo a
transformational change
managing change,
stakeholder readiness and
capacity to undergo a
transformational change
Workday Readiness
Workshops
In collaboration with Avaap EM
and Client OCM Lead, develop
and conduct onboarding
workshops for project team
functional leads and SMEs to
prepare the team for life on a
Workday implementation.
RA Partner with Avaap OCM
Lead to review, edit, and
deliver content to the
project team.
R
Sponsor Assessment Identify and assess the traits of
the primary change sponsor(s)
accountable for the change.
RA Partner with the Avaap
OCM Lead to identify and
assess the primary
sponsor(s) accountable for
the change.
R
Stakeholder Interviews Advise on approach and
provide execution of
stakeholder interviews;
Conduct up to 25 stakeholder
interviews and summarize
results (themes, risks, and
opportunities)
RA Contribute to stakeholder
interview approach,
schedule and conduct any
additional stakeholder
interviews as necessary,
and analyze/summarize
results (themes, risks, and
opportunities)
R
Communications
Channel Analysis
Advise and partner with client’s
OCM Lead to assess
communication needs,
channels, and ability to deliver
key messages to determine the
communication effort required
to support the transition to
future state.
RA Partner with the Avaap
OCM Lead to inventory and
evaluate organizational and
departmental
communication needs,
channels, and information
flow.
R
Change Impact
Assessment
Advise the client's OCM lead
on the documentation and
analysis of change impacts
and use of a change impact
analysis tool
RA Partner with Avaap OCM
lead to document and
analyze change impacts
R
Risk & Resistance
Assessment
Advise and partner with the
client’s OCM Lead to
determine and anticipate
identifiable risks to the
proposed change
RA Partner with Avaap OCM
Lead to determine and
anticipate identifiable risks
to the proposed change
R
OCM Strategy Develop the OCM strategy for
the project, review with client
and secure alignment and
approval
RA Partner with Avaap OCM
Lead as resource in the
development of the OCM
strategy for the project,
R
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Activity Avaap Responsibilities Avaa
p
Client Responsibilities Client
obtain approval, and
readout to project team
OCM Plan (V1) Develop the initial version of
the OCM Plan and integrate
the plan into the overall project
plan.
NOTE: the OCM Plan should
be viewed as a living document
that will be reviewed and
modified as needed in
response to the project and
end-user needs.
RA Partner with the Avaap
OCM lead on the
development of the initial
OCM Plan. Review and
approve the plan.
R
Stakeholder
Engagement Plan
With input from client, develop
the initial engagement
approach and plan
RA Partner with Avaap OCM
Lead to develop
engagement approach
R
Communications Plan With input from client
communication lead, develop
the initial communications
approach and timing
RA Partner with Avaap OCM
communications lead to
develop communications
approach and timing
R
Communications
Content
Advise on the development of
communication content,
provide guidance on key
messaging and survey content
to assess engagement
effectiveness
C Develop and deliver
communication content;
review, edit and deliver
surveys, provide results for
analysis to Avaap OCM
lead (depending on survey
tool used)
RA
Change Agent Network
Plan
Advise and partner with client's
OCM lead on the structure and
deployment of a change agent
network
R Partner with Avaap OCM
lead to develop change
agent network approach,
recruiting plan, and project
plan
RA
Change Agent Network
Content
Advise the client's OCM lead
on content and topics for
recurring change agent
network meetings
C Develop and deliver content
for change network
meetings, Schedule and
lead/host change agent
network meetings
RA
Change Impact Analysis Partner with client's OCM lead
on the review and analysis of
project configuration changes
and Advise on changes to
communication plan,
engagement plan, change
network plan, and training plan.
R Participate in Workset A, B,
C Playback sessions and
Customer Confirmation
Sessions to listen and
capture end user change
impacts. Review RAIDQ as
needed and necessary.
Maintain change impact log.
Update communication,
engagement, change
RA
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Activity Avaap Responsibilities Avaa
p
Client Responsibilities Client
network, and training plan
as needed.
Training Needs Analysis In partnership with client,
develop and execute the
training needs analysis to
assess end user learning
needs and requirements
RA Partner with Avaap OCM
lead to conduct training
needs analysis
R
Learning Intake
Sessions
Advise and partner with the
client’s OCM Lead on
development and facilitation of
learning intake sessions to
validate change impacts
C Partner with Avaap OCM
Lead to develop and lead
learning intake sessions
with each workstream to
capture and validate
change impacts
RA
User Adoption Metrics Advise the client's OCM lead to define user adoption metrics
C Partner with Avaap OCM
lead to determine user
adoption metrics, baselines,
responsibilities, and
routines
RA
Training Approach and
Plan
Lead, in partnership with
client's training lead, the
development of a training
approach and plan for
employees and managers
RA Partner with Avaap OCM
lead to develop training
approach and plan, obtain
approval, and readout to
project team
R
Curriculum Plan Partner with client to lead the
development of a curriculum
plan for employees and
managers
RA Partner with Avaap OCM
lead to develop training
curriculum plan, obtain
approval, and readout to
project team
R
Training Material
Development
Lead the development of
training material for employees
and managers as outlined in
the training curriculum plan,
and the finalizing of material
post WES as appropriate
RA OCM lead will coordinate
the input, review and
approval of material for
employees and managers,
finalize material post WES
and post material to training
site (TBD).
R
Workday Experience
Sessions
Advise on the execution of WD
experience sessions and
advise on incorporating
feedback into all OCM and
training plans and materials as
appropriate
C Manage logistics in
partnership with PMO,
facilitate/lead the execution
of the WD experience
sessions, gather feedback,
update training materials as
needed and necessary.
RA
Future State
Sustainment
Partner with client's OCM lead
to plan sustainment
considerations, including but
R Partner with Avaap OCM
lead to develop sustainment
plan in partnership with
RA
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Activity Avaap Responsibilities Avaa
p
Client Responsibilities Client
not limited to new hires and
release management
client's internal functional
resources
Adoption Activities Advise client’s OCM lead on
planning and development of
adoption activities
C Partner with Avaap OCM
lead to develop and
deliver/lead adoption
activities
RA
Transition Plan Develop approach to transition
OCM plan to client post go live
RA Partner with Avaap OCM
lead to develop approach to
transition OCM plan to
client post go live
R
Training Delivery Advise on training delivery for
employees and managers
C Coordinate and deliver all
training (train-the-trainer)
RA
Organizational
Readiness
Partner with client OCM Lead
to develop approach for
organizational readiness
assessment; recommend
updates to organizational plans
and activities based on results
R Develop, edit, review and
execute organizational
assessment and analyze
data, adjust launch plan as
appropriate for
effectiveness
RA
Celebrate Success Advise client OCM Lead to
plan go live celebration and
recognition of team
accomplishments.
C Partner with Avaap OCM
Lead to plan and execute
go live celebration and
recognize individual and
team accomplishments.
RA
User Satisfaction
Surveys
Partner with client to design
questions and approach for
end user satisfaction surveys
R Contribute to end user
satisfaction survey
approach and question
development and execute
end user satisfaction
surveys
RA
Conduct Lessons
Learned
Develop approach and execute
the evaluation of the success
or adoption outcomes of the
OCM program, record
learnings and share
improvements for future
endeavors
R Partner with Avaap OCM
Lead to review, edit, deliver
lessons learned, and report
back to the change sponsor
RA
Change Agent Network
Closeout
Advise on final meeting of
change network, appreciation
measures, feedback
C Partner with Avaap OCM
Lead to develop and host
final meeting with change
agent network, facilitate
recognition and experience
feedback
RA
Operationalize Future
State Sustainment Plan
Transition ownership of OCM
to client according to
sustainment plan approach
R Client takes ownership of
OCM activities
RA
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Items Out of Scope
The following items shall be considered outside the scope of this SOW. Avaap can provide these services, pending execution of an amendment.
• Training content for non-Employee Self Service (ESS) and Manager Self Service (MSS) functions. • Complex, interactive e-learning content; e-learning content in-scope will be limited to editing of video content from the Workday Adoption Kit or minor editing of recorded virtual training sessions. • Development of net new training materials or job aids not included in the Workday Adoption Kit. • Training logistics, including identification and scheduling of physical training space, procurement of laptops or other technology required for training, scheduling of participants for specific sessions, completion tracking, import of any self-paced training materials into a learning management system (LMS).
Project Management Scope
Avaap will provide project management services throughout the duration of the project to meet expectations defined in the Project Charter which will be mutually developed and approved by the Client during the Plan stage of the project. The Project Charter provides authorization for the Project and identifies project goals, objectives, scope, governance structure, acceptance criteria, roles, and responsibilities. The Project Charter typically includes the following:
• Project Scope (SOW serves as key input to the scope)
- Business Need
- Project Objectives and Justification
- Scope Description
- Project Schedule (Mid-Level)
- Project Constraints
- Project Exclusions
- Project Assumptions
- (Known) Projects Risks and Mitigation
• Governance
- Guiding principles
- Governance model
• Executive Sponsors
• Steering Committee Structure
• Issue and Decision Escalation & Timing
• Acceptance Criteria
- Change Control processes and procedures
• Project Management
- Expectations for project management include meeting cadence, meeting protocols, project tools, status reports, risk management, quality assurance and delivery assurance.
- Methodology
- Time entry, invoicing, and payments
• Roles and Responsibilities
- Project team Organizational Chart
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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- Project Team Roster & Responsibilities
• Project Communication Plan
- Reports and meeting overview
- Weekly cadence of meetings and reporting activities
- Monthly Steering Committee cadence
• Project Charter Approval
- Version Control
The Avaap Engagement Manager (EM) will establish a framework for project planning, communications, reporting, procedural and contractual activity, and other activities associated with the Services, and will:
1. Review the SOW and the contractual responsibilities of all Parties with the Client Project Manager and other vendor project managers (Teller, Sprypoint, Questica);
2. Maintain project communications through the Client Project Manager and other vendor project managers (Teller, Sprypoint, Questica);
3. Coordinate the establishment of the project environment;
4. Establish documentation and procedural standards for deliverables;
5. Prepare and maintain the Avaap project plan which will include, an accounting of tasks, schedules and resources. The Avaap project plan will include all products included in the project scope including Teller cashiering, Sprypoint utility billing, and Questica budget tools.
6. Coordinate and discuss the activities of Avaap project personnel;
7. Schedule and conduct regularly scheduled project status meetings;
8. Review current Project Plan status, prior deliverables completed during the last reporting period, Project Plan for the next 90 days, schedules for the next 30 days , resources, and expected travel and incidentals within the next 21 days, and make changes or additions, as appropriate for Client’s approval;
9. Measure and evaluate progress against the Avaap project plan with the Client Project Manager;
10. Communicate new or unresolved Project change requests per the process defined in the Project Control Change Procedure;
11. Work with the Client Project Manager to address and resolve deviations from the Avaap project plan following the Escalation Procedure;
12. Review the Avaap standard invoice format and billing procedure to be used on the project with the Client Project Manager;
13. Coordinate with Workday, on behalf of Client, to mitigate identified risks and confirm the project adheres to the Workday methodology;
14. Administer the Project Change Control Procedure with the Client Project Manager;
15. Perform Avaap roles and responsibilities as indicated in Appendix D, "Detailed Project Roles".
IDuring conversations in Phase 0 and the Plan Phase, Avaap will work with the City to finalize documenting the project management needs and determine the full scope of responsibility and expectations of the client-side PM.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Appendix B: Avaap Elements Implementation Methodology (based on Workday Launch) The overall guiding philosophy of the project assumes that the Client will standardize business processes delivered by Workday to streamline operations and provide efficiencies across the organization. As part of the implementation Avaap will identify and recommend industry best practices for the Client’s Workday solution.
Elements Methodology
The Avaap Elements Deployment Methodology, (based on Workday Launch) consists of the following four stages Plan, Architect & Configure, Test, and Deploy. It also includes Postproduction Support (each, a “Stage”). At the conclusion of each Stage, Avaap will work with the Client to obtain sign off before proceeding to the next Stage.
The Services and work products within each Stage of the methodology are explained below. Work products and the respective responsible parties are listed for each Stage.
Prior to the beginning of the first project Stage, Plan, Avaap works with the Client to execute Phase 0 activities.
Phase 0 – Pre-Project Planning
The Phase 0 activities are labelled as “Pre-Project Planning” because they include workshops and exercises that are typically completed before the formal kick-off of the Workday methodology. During Phase 0, Avaap and Client will focus on elements such as the leadership workshops, strategic alignment, project planning, and resource planning to help Client prepare for the Workday project. The goal for this phase is to set the proper expectations for the project, to align leadership to the vision for Workday, and to establish the proper priorities to account for other on-going Client initiatives that may create contention for resources. This phase also provides an initial checkpoint for Client project readiness and minimizes inefficiencies once the implementation team is fully engaged.
Prerequisites
• Acquisition of appropriate software solution from Workday. • Execution of the Statement of Work by both Avaap and Client
Phase 0 - Outcomes:
• Client’s resource Workday Training Plan
• Project Vision
• Guiding Principles
• Project Success Indicators
Workday Phase 0 Workshops Overview
Program Director Pre-Planning Guidance Sessions
• The Avaap Program Director and Engagement Manager will meet with the Client to provide guidance on topics such as project expectations, establishing and enforcing project governance, project documents, Client project team and resource planning, and project/PMO setu p.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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• The Avaap Program Director and Engagement Manager and technical team will meet with the Client to conduct Integrations and Reporting alignment reviews.
Plan Stage
• This Stage of the project formally documents the project goals, scope, timeline, and milestones that will be executed as part of the complete project plan. • The Plan Stage defines the project team members, and the roles and responsibilities that shall be performed in accordance with the Avaap project plan, communication strategy, and deployment methodology.
• Final resource assignments will be confirmed in the Plan Stage. • The Stage starts with a project orientation meeting to begin the project planning activities and concludes with a formal project kickoff at the end of the stage for the larger project team.
The following table provides an overview of tasks and activities to be completed during the Plan Stage.
Stage Avaap Responsibilities Client Responsibilities
Plan • Assemble the Avaap project team
and introduce to Client
counterpart(s).
• Review Launch Approach, Scope,
and integration discovery document
with Client.
• Schedule recurring project meetings
and status reporting
• Jointly schedule planning sessions
• Conduct project planning sessions.
• Create the Project Plan
• Establish a regular cadence of
meetings including attending the
steering committee meetings.
• Create the integration tracker and
associated dashboard.
• Send FDM preparation email to
Client FDM lead(s)
• Conduct Foundation Data Model
sessions.
• Provide FDM data gathering and
configuration workbooks, and
assist with questions regarding
mapping of data to Workday data
model.
• Present standard Workday high-level
data conversion strategy and plan
• Jointly schedule Foundation
Alignment Sessions (SMEs planning
for design)
• Identify and provide project team and
project SMEs.
• Identify stakeholders, sponsors, and
system administrators.
• Establish and attend monthly
Steering Committee meetings
including Avaap Engagement
Manager (Avaap EM)
• Participate in planning sessions.
• Provide input into the Project Plan
• Provide integration requirements and
existing sample files.
• Notify third-party vendors for
integrations and obtain agreement to
project timelines.
• Provide third-party vendor contact
information.
• Work with Avaap to set up the SFTP
site for sharing confidential/private
employee data.
• Provide FDM pre-work per
preparation email instructions.
• Complete FDM data gathering and
configuration workbooks and submit
to Secure File Transfer Protocol
(SFTP) site.
• Populate Discovery Log and attend
Discovery Sessions
• Identify initial risks and
recommendations to reduce risk.
• Initiate process of receiving
requirements to third-party vendors
• Receive integration requirements
from third-party vendors.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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• Jointly create the executive
presentation for project kickoff
meeting
• Send Discovery Log to Client SMEs
for population.
• Schedule Functional Discovery
Sessions
• Review Discovery Log once
populated by Client and execute
Discovery Sessions
• Receive provisioned tenant from
Workday.
• Participate and support the project
kickoff meeting.
• Work with Client to set up SFTP site
for sharing confidential/private
employee data.
• Load applicable Client Worker data
for Foundation Tenant per Data
Conversion Strategy and Plan
• Schedule and conduct Project
Initiation Checkpoint Workday
Delivery Assurance review
• Provide stage sign-off document.
• Prepare for Foundation Alignment
Sessions
• Provide an overview of reporting in
Workday
• Confirm Client Named Support
Contact (NSC)
• Develop training plan for project
resources.
• Identify key resources to complete
Workday training.
• Identify client stakeholders and
SMEs involved in the project and
adjust their workloads as needed for
their participation.
• Complete Workday training including
integration, and functional training.
• Jointly create the executive
presentation for project kickoff
meeting
• Lead the project kick off meeting.
• Provide plan and policy documents.
• Jointly schedule Foundation
alignment Sessions (SMEs planning
for design)
• Provide the first draft of the report
repository, inclusive of all reports
desired in Workday.
• Sign off on stage
Plan Stage Assumptions:
• Each party shall assign a Project Manager/Engagement manager to manage such party’s roles and activities for this Project.
• Avaap Engagement Manager and Consultants shall provide an overview of preparation activities to the Client leads.
• Client shall assign a Test Lead as the overall owner of the testing processes across the Stages. • Each party shall assign an applicable Executive Sponsor(s) to participate in Steering Committee meetings and be available to assist in resolving issues. • Client agrees to use Avaap’s standard collaboration tools, Smartsheet and SharePoint, to maintain Project documentation and support Project administration.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Architect & Configure Stage
During the Architect & Configure Stage of a Workday deployment, Avaap Consultants demonstrate Workday best practices and configuration. On-going meetings are scheduled to align the client's business practices with Workday delivered functionality.
Unit testing may identify small configuration changes and data clean-up activities prior to End-to-End testing and will be captured and used to build the End-to-End tenant.
Unit testing will include knowledge transfer on how to execute the test scenarios targeted for the functional configuration, reports, and integrations. Client conducts formal Customer Confirmation Sessions (CCS) after Unit Testing.
The following table provides an overview of tasks and activities to be completed during the Architect & Configure Stage.
Stage Avaap Responsibilities Client Responsibilities
Architect &
Configuration
(Alignment)
• Manage the project plan.
• Participate in weekly project
meetings.
• Provide status reports and attend
monthly Steering Committee
status meetings.
• Conduct weekly workstream
meetings.
• Gather integration requirements
and build integrations.
• Conduct Foundation Alignment
Sessions.
• Deliver the Avaap assigned
integration design documents.
• Provide validation reports for the
Foundation/Configuration tenant.
• Provide Avaap Workday test
scenarios template.
• Finalize Tenant Management
Plan.
• Schedule and conduct Workday
Delivery Assurance reviews.
• Provide stage sign-off document.
• Conduct scope alignment
analysis.
• Provide input to the project plan.
• Participate in weekly project and
workstream meetings.
• Hold steering committee meetings.
• Assist in clarifying configuration
requirements.
• Participate in alignment workshops
and any project-related meetings.
• Conduct integrations architect
workshop (design sessions) for Client
assigned integrations.
• Review and sign off integration design
documents (after detailed design
review sessions).
• Validation of Foundation/Configuration
tenant build.
• Reviewing existing reports and
confirming which Workday report will
meet these needs and identifying any
necessary custom reports as part of
the alignment stage.
• Define and document test plan and
test scenarios (unit, End-to-End, user
acceptance criteria).
• Sign off on stage.
• Begin functional knowledge
transfer process during
configuration unit testing.
• Support the preparation and
execution of Customer
Confirmation Sessions (CCS).
• Lead unit testing kickoff session.
• Execute Unit Test scripts.
• Conduct Customer Confirmation
Sessions (CCS) with Avaap support
• Build Client assigned integrations.
• Create integration operations guides
for all Client assigned integrations.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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• Conduct unit testing of integrations
developed by Avaap.
• Create Integrations operations
instructions guide for Avaap
assigned integrations.
• Assist with questions regarding
mapping of data to Workday
foundation data model (FDM).
• Build of End-to-End tenant.
• Provide exception reports/issues
log from End-to-End tenant build.
• Provide validation reports and
support validation efforts of End-
to-End tenan.t
• Advise on test scenarios.
• Refine report repository.
• Design and develop all custom
reports in-scope., focusing on
highest priority reports
• Conduct smoke test for functional
configuration of End-to-End
tenant.
• Support unit testing and resolve
defects reported.
• Conduct legacy conversion design
sessions and provide Workday file
format for upload (EIB).
• Update and sign off on configuration
changes identified during CCSP.
• Provide required data for End-to-End
tenant and submit to SFTP site.
• Review and resolve issues identified in
data conversion process in preparation
for End-to-End build.
• Refine report repository.
• Sign off on stage.
*For sample list of Work Products, see Appendix C: Work Product Inventory
Architect & Configure Stage Assumptions
• The Client will standardize and align business processes, business practices, and business policies across the organization.
• Avaap will provide guidance and a knowledge sharing plan to empower Client functional/technical resources to complete activities. Avaap will perform knowledge transfer of baseline/best practice use case for WD transactions so client understands transaction use and client-based use cases can be written and executed.
• Client shall have knowledge of and/or provide documentation that reflects its existing business processes.
• All Client Subject Matter Experts must attend Workday Fundamentals training for their area of responsibility prior to the start of the Architect & Configure Stage. • Avaap consultants will review all relevant functional, technical, and project management related documentation provided by Client prior to the start of alignment sessions. • Avaap and Client resources will review and align business processes and configurations during the alignment sessions.
• Client is responsible for the timely coordination of internal resources necessary to conduct all required workshops/alignment sessions.
• Client will extract data from its current systems, ensure data quality, and provide data in the format required by Workday via Avaap provided data gathering workbooks.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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• Client Test Lead will populate the Avaap provided test strategy template, support the testing cycles, including roles and responsibilities, testing schedule and process for managing test execution and issue resolution.
• Client Test Lead will work with Avaap Engagement Manager to set up Avaap provided tools used to track execution of test scenarios, resolution of defects, and report test status metrics. • Client is responsible for completing agreed upon testing activities. • Client is responsible for the test strategy, approach, and test scenarios for each of the test cycles. • Client shall perform unit testing to ensure the requirements are met, and defects found before entering End-to-End testing.
• Client shall develop the test resource plan and assign each scenario to Client testers to ensure all scenarios are executed.
• Avaap Engagement Manager and Functional leads shall support Client during the unit testing to ensure critical defects are resolved and closed.
• Avaap Engagement Manager and Functional leads shall review the test strategy and test scenarios created by the Client to verify they reflect the design decisions made in the deployment. • Client Test Lead shall plan for the development of the deployment’s test strategy and for training Client resources on test scenario creation. The Avaap Engagement Manager shall support the Client Test Lead in these activities by helping them prepare for during the Architect & Configure Stage: test strategy and test scenario creation. The client is responsible for the development of test scenarios.
• Client functional and technical analysts shall develop the user test scenarios and scripts. Avaap shall provide standard test scenarios to be used as a foundation; however, Client team shall develop detailed test scenarios based on Client’s user requirements and system configuration. • A select group of Client end users shall conduct unit testing with defined scenarios to confirm that configuration adheres to requirements determined during Alignment sessions. Formal sign -off by Client is required. Avaap shall provide reasonable guidance to support testing. • Client shall provide the necessary training for testing participants in advance of the testing start dates, as well as general knowledge of test management procedures.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Test Stage
The Test Stage consists of separate testing efforts, each with a different set of conditions and a different purpose:
• End-to-End testing: holistic, business function testing that crosses functional areas and is performed by Client to verify the system functions as expected. This test effort includes all relevant business processes, integrations, security, and reports. • Regression testing (when applicable): Re-test to validate no impact on business functions due to recently released functionality. Isolated testing for the moves to Production. Preparation for milestone functionality uptakes.
• Parallel Testing (when Payroll is in-scope): payroll results from Workday Payroll are compared to the legacy system results for the same period and material differences are either reconciled or corrected. A separate Parallel Payroll Tenant is copied from the existing End to End tenant to support this test effort. Client will perform any required catch-up transactions to bring the Tenant in line with transactions for the identified test periods for the equivalent time. Detailed YTD totals for all earnings, deductions, taxes, and taxable and subject wages are required to be loaded at the employee level to produce accurate results. This test effort includes a maximum of three (3) iterative cycles of testing for each unique payroll cycle. Each cycle must meet a n established level of accuracy before proceeding to the next cycle or to the conclusion of the Test Stage. These parallel cycles will be simulated rather than in real time. Transaction entry and reconciliation will be completed by Client.
The following table provides an overview of tasks and activities to be completed during the Test Stage.
Stage Avaap Responsibilities Client Responsibilities
Test • Manage the project plan and participate in
weekly project meetings.
• Create integrations schedule recurrence
tracker.
• Participate in test kickoff session.
• Participate in end to end or parallel test
status meetings, limited to one (1) Avaap
functional workstream consultant and one
(1) Avaap integration consultant, if
applicable for workstreams where there is
an open issue.
• Support integration defect resolution for
Avaap assigned integrations.
• Develop lower priority reports and those
identified during end-to-end testing and
approved through the change control
process.
• Provide knowledge transfer, operations
guides, and validated & tested integration
systems for Client testing of Avaap built
integrations.
• Provide testing oversight/support and
resolve reported defects.
• Copy End-to-End test tenant for parallel
payroll testing.
• Provide parallel variance reports and
support variance analysis by Clien.t
• Provide sample deployment cutover plan.
• Provide input to the project plan and
participate in weekly project meetings.
• Lead end to end test kickoff session.
• Validation of End-to-End tenant build.
• Provide master and transactional
conversion test files in WD file format for
practice conversion runs.
• Validate data loaded via practice conversion
runs.
• Execution of all test scenarios (End-to-End,
parallel, user acceptance and regression).),
including reports
• Manage and sign off on all test results (End-
to-End, parallel, user acceptance and
regression).
• Prepare for user acceptance testing.
• Provide person data for parallel tenant and
submit to SFTP site.
• Create/maintain parallel testing defect
tracking log.
• Review and resolve issues from exception
reports.
• Complete catch-up data transaction entry
for each parallel cycle as defined by Parallel
Testing Strategy
• Execution of parallel per Client defined
Parallel Testing Strategy and success
criteria.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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• Schedule and conduct Workday Delivery
Assurance reviews.
• Provide Workday Go-Live checklist.
• Conduct administrative task knowledge
transfer to client WD Admin team members.
• Provide stage sign-off document.
• Review parallel variance reports and
conduct root cause analysis.
• Provide cut over schedule for legacy
systems.
• Provide functioning Client assigned
interfaces per the test plan.
• Develop deployment cutover plan.
• Train end users.
• Complete and sign the Workday go-live
checklist.
• Sign off on stag.e
A sample list of work products can be found in Appendix C: Work Product Inventory.
Test Stage Assumptions
• Client has completed configuration unit testing in Architect & Configure stage and is ready to perform End-to-End testing and the remaining test cycles. • Client testers have been trained to execute the test scenarios for each of the test cycles. • Client has completed the test resource planning and assigned all the test scenarios to each of the testers.
• The Client Test Lead will drive the test execution process, set up daily check in meetings, assign and follow up on defects for closure.
• Client Test Lead will develop daily status reports to provide progress, defect volume, and metrics. • The Avaap Engagement Manager and Functional Leads shall support the Client Test Lead and test team during test execution of each of the test cycles. • The Avaap Engagement Manager shall provide guidance, informal knowledge transfer, and advisement to the Client Test Lead during test execution defect management, and status reporting.
• The Avaap Engagement Manager shall help the Client Test Lead to prioritize the severity of the defects and ensure timely assignment and follow-up for resolution.
Deploy Stage
Upon completion of Test Stage, the Project is ready to begin deployment. In this Stage, Client’s end users complete training, transaction entry into the legacy system(s) is stopped (freeze period), the final data load(s) into the Workday Service are executed, a Move to Production is executed, and the Go-Live Checklist is completed.
The following table provides an overview of tasks and activities to be completed during the Deploy Stage .
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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Stage Avaap Responsibilities Client Responsibilities
Deploy
• Co-manage the project plan, participate
in weekly project meetings and steering
committee meetings.
• Provide the Workday Go-Live
authorization.
• Schedule the transition to production
support meeting with Client (held after
move-to-production).
• Co-schedule daily build meetings during
active tenant build timeframes.
• Jointly complete the Workday Go-Live
announcemen.t
• Provide stage signoff document.t
• Assist with the setup of a change control
process.
• Participate in weekly project meetings.
• Update integrations schedule recurrence
tracker as needed.
• Verify migration of Avaap assigned
integrations.
• Schedule integrations according to the
integration schedule recurrence tracker
• Migrate all custom reports.
• Where applicable, enable reports for
alerts and dashboards.
• Utilize Build Issues Checklist to record
any issues during any build activities.
• Provide completed data gathering
workbooks for GOLD tenant build.
• Build GOLD tenant.
• Load GOLD conversion files in SBX for
confirmation prior to GOLD/PROD load;
assist with error resolution.
• Load GOLD conversion files in
GOLD/PROD
• Produce and deliver tenant validation
reports.
• Execute move to production
• Co-manage the project plan,
participate in weekly project meetings
and steering committee meetings.
• Co-schedule daily build meetings
during active tenant build timeframes.
• Participate in weekly project and
workstream meetings.
• Participate in daily build calls.
• Manage and execute on deploy
cutover plan.
• Jointly complete the Workday Go-Live
announcemen.t
• Approve and sign off on the Workday
Go-Live announcement.
• Implement change control process.
• Sign off on project stage.
• Produce final Post Production Support
strategy
• Setup and document change control
process
• Utilize Build Issues Checklist to record
any issues during any build activities.
• Review and resolve issues during any
build activities.
• Participate in weekly project meetings.
• Complete catch-up transaction entry
• Validation of the GOLD tenant build
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
SOW Final.docx
Stage Avaap Responsibilities Client Responsibilities
• Validation of GOLD conversion files in
SBX and approve load to
GOLD/PROD
• Validation of GOLD conversion files in
GOLD/PROD
Deploy Stage Assumptions
• Client will validate that all configuration and worker data conversion has been completed in the Pre-Production (Gold) tenant.
• Client will assume responsibility for the functional and technical configurations of the Workday Service as part of post-production with full responsibility at time of Project closure.
Post-Production Support
Client will receive the following Post-Production Support:
1. HCM – Support will be provided for thirty calendar days following the Go-Live.
2. PATT – Support will be provided for the first two payroll cycles.
3. FINS – Support will be provided from the first day of FIN transactional use through the first month end close.
4. Integrations – Integrations will be supported thirty calendar days which includes and/or the first run in production, whichever comes first.
Description Avaap Responsibilities Client Responsibilities Post Go Live
Support
• Provide break/fix support after go-live
• Conduct knowledge transfer sessions
for Avaap developed integrations.
• Provide stage sign off document
• Staff and manage help desk.
• Make any updates to
production.
• Sign off on stage
After the initial support period, Avaap’s optional Application Management Service (AMS) can be used to address issues/requests beyond the period outlined in the SOW.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Appendix C: Work Product Inventory
The inventory of work products listed below is meant to be a representative list. This list will continue to be refined and updated as the team moves through the planning phase of the deployment.
Phase Stage Deliverable Description and
Acceptance Criteria
Owner Contributor
0 Pre
Plan
Project
Mobilization
Mobilize resources and
initiate initial processes and
protocols between Avaap
and client required to
facilitate communications,
security, invoicing, and
payment processes.
Acceptance
Criteria: Contract signing
Avaap Client
0 Pre
Plan
Leadership
Workshops
Completion of following
Workshops
-Workday Training Planning
-Organizational Alignment
-Financial Planning &
Reporting
Acceptance Criteria:
Completion of each
Workshop
Avaap Client
1 Plan Project
Charter
Document
Provides authorization for
the project and identifies
project goals, objectives,
scope, governance structure,
roles, and responsibilities.
Acceptance Criteria:
Project Charter accepted in
writing by Client in
accordance with Deliverable
Acceptance Procedure
finalized as part of the
Project Charter.
Client
and Avaap
(Shared)
1 Plan Project
Management
Plan - (V1)
Initial draft of the project
schedule for the project
management activities and
related monitoring of the
project activities (v1 is
created/reviewed). This
living document will be
updated and revised by
Avaap/Client management
Client
and Avaap
(Shared)
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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throughout the program.
Avaap takes the lead to
produce the initial draft then
turns it over to the Client for
review and addition of client
specific activities and/or
dependencies. that will then
be jointly revised and
managed between Avaap
and Client throughout the
project.
Acceptance Criteria:
Project management planV1
created and jointly reviewed
by Avaap EM and Client PM.
Accepted in writing by Client
in accordance with
Deliverable Acceptance
procedure that is finalized as
part of the Project Charter.
1 Plan Scheduled
Alignment
Sessions
Initial iterative design
sessions are identified and
scheduled between Client
and Avaap for in scope
phase functional/technical
areas.
Acceptance Criteria:
Sessions are identified and
scheduled between Avaap
Consultants and Client
functional/technical leads.
Session schedule is
accepted in writing by Client
in accordance with
Deliverable Acceptance
procedure finalized as part of
the Project Charter.
Avaap Client
1 Plan Initial Data
Gathering
Workbook
Review initial workbook used
to gather the Client
information inclusion in the
Foundation Tenant.
Acceptance Criteria:
Workshops conducted to
review data gathering
workbooks to educate Client
on data so extraction can
begin. Workshops completed
and accepted in writing by
Client in accordance with
Deliverable Acceptance
Avaap Client
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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procedure finalized as part of
the Project Charter.
1 Plan Project
Kickoff
Introduce team members
and executive sponsors.
Overview of project goals,
review of scope and high-
level timeline. Identification
of project roles and
responsibilities.
*If agreed upon by both
parties, this Kick-Off can also
occur on the first day of
Architect Design sessions in
the Architect Phase
Acceptance Criteria:
Project kickoff conducted
and accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part of
the Project Charter.
Client
and Avaap
(Shared)
1 Plan Delivery of
Foundation
Tenant
Delivery of the initial
Foundation tenant
Acceptance Criteria:
Foundation Tenant delivered
to the project team for use in
System Design & Build.
Accepted in writing by Client
in accordance with
Deliverable Acceptance
procedure finalized as part of
the Project Charter.
Avaap
1 Plan Plan Stage
Sign off
Completion of stage
deliverables.
Acceptance Criteria:
Acceptance and approval of
stage deliverables accepted
in writing by Client in
accordance with Deliverable
Acceptance procedure
finalized as part of the
Project Charter.
Client and
Avaap
(Shared)
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Phase Stage Deliverable Description and
Acceptance Criteria
Owner Contributor
1 A&C Testing
Strategy
Document –
V1
Initial Testing Strategy
document (V1) will define
testing strategy for each
type of testing planned,
purposes, responsibilities,
guidelines, high level
schedule, and other
information specific to
each round of testing to
occur in the Test Stage.
Acceptance Criteria:
Initial Testing Strategy
document created and
jointly reviewed by Avaap
EM and Client PM.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure that is finalized
as part of the Project
Charter.
Client
Avaap
Phase Stage Deliverable Description and
Acceptance Criteria
Owner Contributor
1 A&C Tenant
Management
Plan
Define the plan for
managing each tenant.
Acceptance Criteria:
Tenant Management Plan
created reviewed with the
Client PM. Accepted in
writing by Client in
accordance with
Deliverable Acceptance
procedure that is finalized
as part of the Project
Charter.
Avaap n/a
1 A&C Complete
Scope Alignment
Session
Complete
functional/technical
confirmation alignment
sessions between Client
and Avaap for in scope
phase functional &
technical areas.
Acceptance Criteria:
Sessions are completed
between Avaap
consultants and Client
Avaap Client
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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functional/technical
leads.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
1 A&C Deliver
Configuration
and Data
Gathering
Workbooks
Complete and deliver all
Configuration Workbooks
(CWB) and Data
Gathering Workbooks
(DGWB) for in scope
phase functional areas
after Iterative Design
Workshops are
complete.
Acceptance Criteria:
All Configuration
Workbooks and Data
Gathering Workbooks are
delivered to Client.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Avaap Client
1 A&C Provide all
required
Workbooks for
E2E Tenant
Build
Provide sign-off on all
required CWB workbooks
used to document design
elements for all in scope
(as defined in Section 2.3)
phase functional areas.
Populate all required
DGWB workbooks used to
gather the Client
information for inclusion in
E2E Tenant build. The
Client at this time will
document any required
data mapping, extraction
scripts, etc., and keep
updated throughout the
project.
Acceptance Criteria: All
Configuration Workbooks
have been reviewed and
signed off on by Client as
defined by the Acceptance
Criteria developed as part
of the Project Charter.
Client Avaap
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
2 - 2025-04-18 Avaap_City of Carlsbad
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Data gathering workbooks
are populated in the
required format for
inclusion in the E2E
tenant build. Accepted in
writing by Client in
accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
1 A&C A&C – Part 1
Sign off
Completion of first half of
stage deliverables.
Acceptance Criteria:
Acceptance and approval
of first half of stage
deliverables. Determined
primarily by timeline of
completion of activities.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Avaap Client
1 A&C Scheduled
Customer
Confirmation
Sessions
Initial customer
confirmation sessions
between Client and Avaap
are scheduled for in scope
phase functional/technical
areas.
Acceptance Criteria:
Sessions are scheduled
between Avaap
Consultants and Client
functional/technical leads.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Avaap Client
1 A&C Final
Configuration
Workbooks
Deliver final Configuration
Workbooks to Client.
Acceptance Criteria:
Configuration Workbooks
accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Avaap Client
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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After this acceptance it is
the Client’s responsibility
to update and maintain
these design documents if
they choose to do so.
1 A&C End to End
Tenant Build
End to End Tenant -
Configured tenant based
on the decisions made in
the Stage. The Client is
responsible for validating
its accuracy.
Acceptance Criteria:
E2E tenant build complete
and available to project
team for use during End-
to-End testing. Accepted
in writing by Client in
accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Client and
Avaap
(Shared)
1 A&C Test Scenarios Client defines all test scenarios to run
successfully during
testing. Avaap will provide
the Client with test
scenarios from the
Workday deployment
guide as a starting point
and facilitate the
completion of these by the
Client.
Acceptance Criteria:
Test scenarios refined,
created, and accepted
based on Client
uniqueness. Accepted in
writing by Client in
accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Client Avaap
1 A&C A&C Stage Sign
off
Completion of stage
deliverables.
Acceptance Criteria:
Acceptance and approval
of stage deliverables.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
Client and
Avaap
(Shared)
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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procedure finalized as part
of the Project Charter.
Phase Stage Deliverable Description and
Acceptance Criteria
Owner Contributor
1 Test Completed End
to End
Testing
Completed test cycle to
validate the flow of end-to-
end processes between
multiple functions and third-
party integrations. Support
from Avaap will include
answering questions on
transaction processing as
well
as trouble shooting and
supporting the Client in
correcting issues found.
Acceptance Criteria: End
to end tests completed
based on the stringing of
unit tests together and
results documented in
project portal. Accepted in
writing by Client in
accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Client Avaap
1 Test Completed
Payroll Parallel
Testing
Completed payroll parallel
testing for 3 payroll parallel
test cycles. Support from
Avaap will include
answering questions on
transaction processing as
well as trouble shooting,
and correcting issues
found.
Acceptance Criteria:
Three consecutive payroll
cycles tested, reconciled,
and completed per the
parameters laid out in the
Testing Strategy Document.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
Client Avaap
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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procedure finalized as part
of the Project Charter.
1 Test Completed
Production
Dress
Rehearsal
Testing
Completed test cycle to
validate acceptance of
system. Support from
Avaap will include
answering questions on
transactional processing.
Client will be responsible for
correcting issues found.
Acceptance Criteria:
Production Dress
Rehearsal tests completed
based on end-to-end testing
representing Client
departments and results
documented in project
portal. Accepted in writing
by Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Client Avaap
1 Test Initial Cutover
Plan – V1
Initial plan for cutover to
Workday used to track
completion of activities and
overall status of the
cutover. This is a living
document that will be
updated revised by
Avaap/Client management
throughout the program.
Acceptance Criteria:
Cutover plan V1 created
jointly reviewed by the
Avaap EM and Client PM.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure that is finalized
as part of the Project
Charter.
Client and
Avaap
(Shared)
1 Test Test Stage
Sign-off
Completion of stage
deliverables.
Acceptance Criteria:
Acceptance and approval of
stage deliverables.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
Client and
Avaap
(Shared)
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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procedure finalized as part
of the Project Charter.
Phase Stage Deliverable Description and
Acceptance Criteria
Owner Contributor
1 Deploy GOLD/Pre-
Production
Tenant Build
All configuration and data
migrations are complete
based on in scope
requirements for Phase
1. Validated by the Client
Acceptance Criteria:
GOLD tenant delivered to
Client project team for final
validation and catch-up
transactions. Accepted in
writing by Client in
accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Client and
Avaap
(Shared)
1 Deploy Final Go-Live
Workday
Checklist
Completion of the Workday
Go Live Checklist,
including all required
information, prior to
Workday’s Project
Readiness – Deploy
Delivery Assurance
Review.
A copy of the Go-Live
Checklist must be
reviewed, signed and
attached to the Move to
Production Workday case
at least 2 weeks prior to
it.
Acceptance Criteria:
Go-Live Checklist created
and accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Client and
Avaap
(Shared
1 Deploy Deploy Stage
Sign-off
Completion of stage
deliverables.
Acceptance Criteria:
Acceptance and approval
of stage deliverables.
Accepted in writing by
Client in accordance with
Client and
Avaap
(Shared)
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Deliverable Acceptance
procedure finalized as part
of the Project Charter.
1 PPS Post-
Production
Support
Complete –
Phase 1
Complete 6-week
postproduction support
activities
Acceptance Criteria:
6-week postproduction
support period completed
wherein all true defects,
either related to go-live
activities or previously
identified and agreed upon
by both Avaap and Client
as “punch list” items have
been resolved. Timely
testing of these defects
and/or punch list items is
the responsibility of the
Client. Phase Acceptance
granted by Client.
All knowledge transfer
must be completed before
the end of the consulting
team support period and is
limited to the Workday-
recommended standard
knowledge transfer
sessions required to
maintain a Workday
service in Production.
Accepted in writing by
Client in accordance with
Deliverable Acceptance
procedure finalized as part
of the Project Charter.
Avaap Client
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Appendix D: Detailed Project Roles
Avaap Team Roles
Avaap Role Description of Role
Executive
Sponsor/Program
Director
Each project is assigned an Avaap Executive Sponsor and/or Program Director. This individual will serve in an advisory role and will provide oversight for the entire project. This individual provides an escalation point for any issues related to the delivery of services or issues that have the potential of adversely affecting the timeline or budget of the project. This individual maintains executive level relationships with the Client and participates in Steering Committee meetings to facilitate effective project governance. The Executive Sponsor will handle any negotiation related to scope or resource changes as required to successfully execute the project and any associated amendments.
Engagement Manager Avaap will designate an Engagement Manager to be responsible for working with the Client Project Manager to ensure the overall and timely success of the initial deployment of each work stream. The Engagement Manager will help guide the deployment by providing Avaap best practices as they relate to project management techniques, the use of Avaap tools and templates, and leveraging Avaap’s implementation methodology. The Engagement Manager will staff the project with Avaap or partner resources and guide their activities based on a mutually agreed upon project plan.
The Engagement Manager will provide overall project status to key members of Client and Avaap’s management team and participate in internal review meetings to help ensure the project is meeting deadlines and mitigate any risk.
Solution
Architects/Leads
Responsible for providing cross-functional oversight to the Functional Consultants to help manage configuration and design challenges. The Solution Architect will drive consistency, efficiency and focus on the Client’s objectives. Each Solution Architect maintains an overarching view of the functional aspects of the Client’s Workday deployment and provides senior guidance in the details of Workday. As well, each Solution Architect leverages lessons learned from other projects to facilitate the most effective and efficient approaches and techniques related to design, configuration, integration development, testing, data conversion, reporting, and complete alignment with Workday.
Functional
Consultant(s)
Responsible for working with Client to design business processes, gather functional and reporting requirements. The Consultant configures Workday according to Client requirements and documents any areas where requirements are not met. They provide best practices to ensure the Client Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Avaap Role Description of Role
is taking full advantage of the features/functions of the Workday solution.
They support testing, data conversion, knowledge transfer, change management and integration development efforts. They escalate issues that may impact the go-live date to the Avaap Engagement Manager.
Integration
Consultant(s)
Responsible for working with the Avaap Business Consultant and Client Business Analysts to gather and document integration requirements. The Integration Consultant supports the configuration and testing of Avaap packaged integrations and the development of Client integrations as defined by the Statement of Work along with knowledge transfer.
Organizational Change
Management
Consultant
Responsible for executing the overall approach to change and the various elements of the change management plan in conjunction with the Client OCM resources, The consultant works closely with the client OCM lead and resources, the Engagement Manager, and the Functional Leads. The OCM consultant collaborates with the client OCM team and the client project team to assess the areas impacted by the project, define the strategies that will be employed to mitigate the risks associated with the change, and develop a plan to address each area.
Subject Matter
Experts
Identified as needed during this implementation. Example roles could be Financial Planning SME, Security SME, or future Workday product experts.
Continuity of project personnel throughout the project is critical to the success of the Workday implementation. However, if an Avaap team member is not meeting the needs of the city, the Avaap Engagement Manager will work with the city’s leadership to mutually agree on an appropriate resolution, which may include replacement of personnel.
Key project personnel may also be replaced due to unforeseen circumstances, such as a change in role or promotion. Avaap will provide as much advance notice as possible under the circumstances of the change and will assign a resource with similar experience and qualifications.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Client Team Roles
Client personnel are experts on Client business and technologies. As such, they will have responsibility for providing project management, non-Workday functional, technical, and culture expertise to the project. The following chart depicts the delineation in the roles as it relates to Client project team.
These roles may be further refined during the project Plan Stage based on Client availability and organizational structure.
Client Role Description of Role
Executive Sponsor /
Steering Committee
Provides funding and support for the Project including ensuring all appropriate resources are available for the Project; resolving issues that are blocking the critical path of the Project, providing overall direction to Client’s Project Manager and may sign, or delegate signing of, key work products/Project milestones.
Project Champions (one or
more Client executives
depending on the project
scope and executive
expertise)
Acts as a vocal and visible champion, legitimizes the project’s goals and objectives, keeps abreast of major project activities and is a decision-maker for the project. The Project Champion provides strategic support for the Project Manager; assists with major issues, problems, and policy conflicts; removes obstacles; is active in planning the scope; approves scope changes; signs off on major work products; and signs off on approvals to proceed to each succeeding project stage. The Project Champion is the project advocate, ensuring the overall success and direction of the project. Ideally this person has both technical acumen, process and project management acumen and is respected as a leader among the end user community. This person builds relationships across functions and acts as a change management champion and catalyst for transformation through all stages of deployment and once in production. The Project Champion sets the organizational message and expectations for all Workday users.
Client Project Manager Provides day–to-day direction for Client roles by owning the project plan, establishing, and managing project details, work products, schedules, tasks, and assignments. Additionally, this role will coordinate activities with other teams, including 3rd party providers and identifying potential issues and proactively resolving the issues to minimize the impact to the project budget, scope, and schedule. This role may also have responsibility for signing and approving completion of key work products/milestones.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Client Role Description of Role
Business Analysts
(Subject Matter Experts)
The individual or individuals who are familiar with Client business processes and systems and can provide information to the Business Consultants to configure the Workday Solution. Responsibilities include: Communicating functional requirements that need to be configured in Workday; describing current business processes and working with the team to simplify and improve; working with Business Consultant to help map and load data into Workday; actively participating in all testing activities; cleansing data prior to providing it to Avaap Business Consultant; standardizing job, compensation, and organization set-up data; validating data converted into the Workday solution; developing custom reports; and conducting end-user training.
Technical Analysts
(Subject Matter Experts)
Technical resources that will perform the following: provide expertise on the third-party interface requirements; design, develop, and test all custom integrations identified in Project scope; assist Avaap in the configuration and testing of all Workday integrations identified in the Project scope; supporting the extraction of data from legacy systems and support the conversion and loading of data into Workday.
Testing Lead The individual is familiar with Client business processes and systems and will assist with coordinating the resources in the various test cycles. As part of this role, the individual is expected to help collect and assemble test scripts, organize into the Avaap provided Testing Management Tool, ensure that tests are executed and the subsequent results are collected from functional Testers and maintained in the Testing Management Tool, ensure that any issues/defects are document by the functional Testers using the identified defect management process.
Workday Administrator This resource will be a key contact to Workday’s Client Success during deployment. He/she may be responsible for logging Client care cases, training, or other Client Success activities. This resource will be the person responsible for the Workday solution following the Move to Production. Typically provides “Tier 1” support to the Client’s organization and serves as point of contact for the Workday Production Support team and to Avaap. Looks for ways to optimize and improve the use of the Workday application. Coordinates and ensures updates are planned for and executed properly.
OCM Lead Responsible for the overall OCM partnership with Avaap and the internal leadership of OCM resources and the client facing change leadership. Responsible for the execution of OCM-related activities and deliverables.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Client will:
• Designate and involve a senior executive to be actively involved in project oversight and to serve as a project champion who can be available to resolve escalations impacting the fundamental success of the project;
• Ensure that Client staff is available to provide such assistance as Avaap reasonably requires and that Avaap is given reasonable access to Client senior management, as well as any members of its staff to enable Avaap to provide the Services. Client will ensure that its staff has the appropriate skills and experience. If any Client staff fails to perform as required, Client will make suitable additional or alternative staff available;
• Provide all information and materials reasonably required to enable Avaap to provide the Services. Avaap will not be responsible for any loss, damage, delay, or deficiencies in the Services arising from inaccurate, incomplete, or otherwise deficient information or materials supplied by or on behalf of Client;
• Obtain and manage (with appropriate agreements in place) any third parties and those third -party products (including any hardware, software, communications equipment, and the like) and services upon which Avaap is relying on to provide the Services described herein (e.g., Workday and third-party services integrated with Workday);
• Provide Avaap with access to all preparatory analyses, including readiness assessments, total cost of ownership estimates, requirements analyses, and Workday fit/gap assessments; • Verify Client has appropriate agreements in place with third parties whose work may affect Avaap’s ability to provide the Services. Unless specifically agreed to otherwise in writing, Client is responsible for the management and performance of third parties, and for any third-party hardware, software or communications equipment used in connection with the Services; • If making available to Avaap any facilities, software, hardware, or other resources in connection with Avaap’s performance of Services, obtain at no cost to Avaap, any licenses or approvals related to these resources that may be necessary for Avaap to perform the Services. Avaap will be relieved of its obligations that are adversely affected by Client’s failure to promptly obtain such licenses or approvals. Client agrees to reimburse Avaap for any reasonable expenses that Avaap may incur from Client’s failure to obtain these licenses or approvals; • After Workday is live in Production, customer will be solely responsible for testing and any activities in the Workday Production tenant which shall include configuration, business processes, data, reports, and integrations. Client will provide written acceptance of test results to Avaap at the end of the Test Stage. If Avaap agrees in writing to access Client’s production tenant for any activity client shall verify production results and is solely responsible for production accuracy. Client shall provide written acceptance to Avaap after activity is executed in a Production tenant.
• Perform Client roles and responsibilities as indicated in the “Roles and Responsibilities” Appendix C and the Workday Roles
• Client acknowledges and agrees that Avaap is not responsible for any project delays resulting from defects or functionality gaps in the Workday software. • Client acknowledges and agrees that all work products and services provided as part of such Workday services are the responsibility of Workday.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 Avaap – City of Carlsbad, CA – SOW-001
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Workday Team Roles
Workday Role Description of Role
Workday
Delivery
Assurance
Group
Avaap partners closely with Workday for the mutual benefit of all parties continually throughout the deployment. The primary avenue of this partnership is through Workday Delivery Assurance. Comprised of Workday Implementation Specialists, the Delivery Assurance Group works with team toward the implementation of Workday.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 IT ADDENDUM TO CONTRACTOR’S AGREEMENT FORM
The City of Carlsbad (“City”) and Avaap U.S.A. LLC (“Contractor”) are using the standard form agreement provided by the Contractor. Nevertheless, the parties agree that this addendum is a part of the form agreement (“Agreement”), and amends and modifies the Agreement as provided below:
1. Payment. Notwithstanding anything in the Contractor’s form to which this Addendum is attached, the payments to be made by the City for all goods, services and other deliverables under this Agreement shall not exceed $4,111,800.00
2. Independent Contractor. In its performance under this Agreement, the Contractor and the agents and employees of Contractor act and will act in an independent capacity and not as an agent or employee of the City.
3. Inapplicable Terms. Because the City cannot accept certain standard clauses that may appear in the Agreement as a matter of law and policy, the Contractor agrees that no provision described below which appears in the Agreement shall be of any force and effect against the City:
a. Renewing or extending the Agreement beyond its initial term or duration other than by mutual agreement of the parties.
b. Requiring or stating that the terms of the Contractor’s online forms or agreements, shall prevail over the terms of this addendum in the event of conflict. c. Requiring the City to indemnify, defend, or hold the Contractor harmless against claims of any kind or nature.
d. Requiring the City to pay liquidated damages, indirect, special, punitive, incidental or consequential damages, including without limitation lost profits, lost revenue, lost business opportunities, loss of data, interruption of business, regardless of the theory of liability, even if City has been advised of the possibility of such damages. e. Requiring the City to pay any type of contract termination fee. f. Disclaiming negligence in violation of public policy. g. Permitting unilateral modification of this Agreement by the Contractor or deeming the City to agree to a modification by means other than affirmatively signing a modification to the Agreement.
h. Obligating the City to pay court costs, costs of collection, or attorneys’ fees. i. Limiting the City’s ability to terminate the Agreement by providing thirty (30) days written notice to Contractor.
4. Technology Terms and Conditions. In addition, the Agreement is hereby amended to include the following Information Technology Terms and Conditions:
a. Data Location and Ownership. Storage of City Data at rest shall be located solely in data centers in the United States. Contractor will notify the City of any plans to relocate its hosted services to another data center. Contractor shall not allow personnel or subcontractors to store City Data on portable devices, including personal Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 computers, except for devises that are used and kept only at its U.S. data centers. The Contractor shall permit its personnel and subcontractors to access City Data remotely only as required to provide technical user support or other customer support. The City will own all right, title and interest in City Data that is related to the services provided by this Agreement.
b. Data Protection. Contractor shall ensure there is no inappropriate or unauthorized use of City Data at any time. T o this end, Contractor shall safeguard the confidentiality, integrity, and availability of City Data within its control using security technologies and techniques in accordance with standard industry practices for such data. In no event may Contractor’s action or inaction result in any situation that is less secure than the security Contractor provides for its own systems and data.
c. Data Breach Responsibilities. This section only applies when there is a breach of City Data within the possession or control of Contractor . Contractor shall : ( 1) promptly notify City within 24 hours or sooner by telephone, unless shorter time is required by applicable law, if it confirms that there is or reasonably believes that there has been a data breach ; (2) cooperate with the City as reasonably requested by the City to investigate and resolve the data breach and provide daily updates; (3) quarantine the data breach and ensure secure access to City Data; (4) promptly implement necessary remedial measures; and (5) document responsive actions taken related to the data breach.
d. Background Checks. As permitted or required by law, the Contractor shall conduct criminal background checks and not utilize any staff, including subcontractors, to fulfill the obligations of the Agreement who have been convicted of any crime of dishonesty, including but not limited to criminal fraud, or otherwise convicted of any felony or any misdemeanor offense for which incarceration for up to 1 year is an authorized penalty.
The Contractor shall promote and maintain an awareness of importance of securin g the City’s information among the Contractor’s employee and agents.
e. Information Technology Access. All electronic and information technology procured through this Agreement must meet the applicable accessibility standards of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended and is viewable at http://www.section508.gov. Further, the Contractor assures the City that the Contractor complies with the American with Disabilities Act of 1990 (42 US.C. 12101 et seq .), including the Department of Justice ’s final rule revising the regulation implementing title II of the Americans with Disabilities Act to establish specific requirements, including the adoption of specific technical standards, for making accessible the services, programs, and activities offered by State and local government entities to the public through the web and mobile applications (“apps”) which becomes effective June 24, 2024 ( 89 FR 31320 .). And in accordance with California Government Code Section 7405(b), the Contractor shall have the ongoing oblig ation to promptly respond to and resolve any complaint regarding accessibility that is brought to the attention of the Contractor.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
5. City’s Limitation on Liabilit y. The City’s liability for damages to Contractor for any cause whatsoever arising out of or relating to this Agreement , and regardless of the theory of liability shall be limited to the total fees paid or payable by City to Contractor for the twelve- month period immediately preceding the date the cause of action arose. The existence of more than one claim shall not expand such limit. This limitation will apply notwithstanding any failure of any essential purpose of any limited remedy.
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Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
6. IN WITNESS WHEREOF, the parties have obtained all necessary approvals and have caused the Agreement and this addendum to the Agreement to be executed by their duly authorized representatives.
Executed this___________ day of _______________________, 2025.
Avaap USA, LLC, a Delaware limited liability
company
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: By:
(sign here) City Manager
(print name/title)
Attest:
SHERRY FREISINGER, City Clerk
By:
Faviola Medina
Director of Constituent & Clerk Services
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: _____________________________
Deputy City Attorney
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 April
Steve Csuka CEO
22nd
Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
Staff contact:
Contractor company name:
Contractor primary contact:
Reason for waiver request:
Background process description (attachments acceptable):
Signatures:
Contractor: _
IT Director: ____
Deputy City Manager: ______
Doug Kappel
AVAAP
Rebecca Workman
Vendor has an existing background process as well international staff See Attached
(signed on attachment)
Docusign Envelope ID: F4548102-BDD5-41B9-B8E3-7A8716BC8E31 Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
Avaap USA, LLC | 1400 Goodale Blvd, Columbus, OH, 43212 | 614.796.0090 | avaap.com
MEMORANDUM
From: Rebecca Workman, SVP, Operations
Date: April 2, 2025
Subject: Avaap’s Standard Background Check
Avaap uses ADP Screening and Selection Services to run background checks on all our US employees at time of hire. We have two standard packages.
All Workday-certified employees complete a background check that includes the following:
1. Criminal Records Search
• 1 ADP Crim Radar
• 10 Criminal Court Records (consists of counties/municipalities, federal and states based on the addresses that pull up based on SSN)
2. Verification Tools
• 1 Social Security Number Death Master Search (SSNDMS)
3. Reference Validation
• 1 Education Reference Check Verification
• 1 Employment Reference Check Verification
4. Sex Offender Registry Search
• 1 Multi State Sex Offender Registry
5. Governmental Registries Search
• 1 Government Sanctions and Registries
Employees who do not hold Workday certifications complete the following:
1. Criminal Records Search
• 1 ADP Crim Radar
• 10 Criminal Court Records (consists of counties/municipalities, federal and states based on the addresses that pull up based on SSN)
2. Verification Tools
• 1 Social Security Number Death Master Search (SSNDMS)
3. Sex Offender Registry Search
• 1 Multi State Sex Offender Registry
4. Governmental Registries Search
• 1 Government Sanctions and Registries
Docusign Envelope ID: F4548102-BDD5-41B9-B8E3-7A8716BC8E31 Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
Avaap USA, LLC | 1400 Goodale Blvd, Columbus, OH, 43212 | 614.796.0090 | avaap.com Avaap uses Verifacts Services Pvt Ltd to conduct background checks on employees in India at the time of hire. The standard background check for all India employees includes the following: 1. Court and Global Check (criminal records, last 5 years) 2. Employment verification (last 3 employers) 3. Education check (highest qualification) 4. UAN check (Universal Account Number) Docusign Envelope ID: F4548102-BDD5-41B9-B8E3-7A8716BC8E31 Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:
CONTACT
(A/C, No):
FAX
E-MAIL
ADDRESS:
PRODUCER
(A/C, No, Ext):
PHONE
INSURED
REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLY
NON-OWNED
SCHEDULEDOWNED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
ER
OTH-
STATUTE
PER
LIMITS(MM/DD/YYYY)
POLICY EXP
(MM/DD/YYYY)
POLICY EFF
POLICY NUMBERTYPE OF INSURANCELTR
INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB $EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION $
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCE
DAMAGE TO RENTED
$PREMISES (Ea occurrence)
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO-
JECT LOC
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
4/18/2025
HAUSER
5905 E. Galbraith Rd., Suite 9000
Cincinnati OH 45236
Brittany Cochran
513-745-9200
513-745-9219
[email protected]
Chubb National Insurance Company
10052
Chubb Ins Co of New Jersey
41386
Avaap USA, LLC; Avaap Holding 1 LLC; Avaap Holdings II LLC; Falcon Consulting Group, LLC;
Navigator Management Partners LLC; Navigator Management Partners
1400 Goodale Blvd, Suite 100
Axis Insurance Company
37273
ACE American Ins. Co.
22667
1036759570
A
X
1,000,000
X
1,000,000
15,000
1,000,000
2,000,000
X
Y
Y
D98363002
11/30/2024
11/30/2025
2,000,000
B
1,000,000
X
X
73630789
11/30/2024
11/30/2025
X - No Owned Autos
B
X
X
10,000,000
78197921
11/30/2024
11/30/2025
10,000,000
A
X
71833764
11/30/2024
11/30/2025
1,000,000
1,000,000
1,000,000
C
D
Primary TECH E&O/Cyber
Excess Tech E&O
P00100147662601
G71457357
11/30/2024
11/30/2024
11/30/2025
11/30/2025
$5,000,000
$5M Excess $5M
Limit
Limit
City of Carlsbad is included as additional insured if required by written contract or agreement subject to the policy terms and conditions. Waiver of Subrogation is applicable where required by written contract.
City of Carlsbad
1635 Faraday Ave.
Carlsbad CA 92008
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 1 of 9
COMMERCIAL GENERAL LIABILITY ENHANCEMENT ENDORSEMENT
Named Insured
AVAAP USA LLC
Policy Number
D98363002
Policy Period
11-30-2023 to 11-30-2024
Effective Date of Endorsement
11-30-2023
Name of Company
CHUBB NATIONAL INSURANCE COMPANY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE FORM
If any other endorsement attached to this policy amends any provision also amended by this enhancement endorsement, then that other endorsement controls with respect to such provision, and the changes made by this enhancement endorsement with respect to such provision do not apply.
TABLE OF CONTENTS
A. Expected Or Intended Injury – Exception For Property Damage Caused By Reasonable Use Of Force B. Non-Owned Watercraft Under 55 Feet
C. Non-Owned Aircraft Exception
D. Damage To Property – Exception For Equipment Loaned Or Rented To The Insured E. Electronic Data – Exception For Physical Injury To Tangible Property F. Pollution – Exception For Damage To Rented Premises Caused By Hostile Fire G. Personal And Advertising Injury Coverage – Contractual Liability Exception For Insured Contracts H. Medical Expenses Coverage – Three Years To Report Expenses I. Supplementary Payments – Increased Limits
J. Who Is An Insured – Subsidiaries Or Newly Acquired Or Formed Organizations – Including New And Existing Subsidiaries, Partnerships, Joint Ventures, Limited Liability Companies K. Who Is An Insured – Employees Including Incidental Healthcare Professional Services L. Additional Insureds
Controlling Interest
Lessors Of Leased Equipment
Managers Or Lessors Of Premises
Mortgagee, Assignee Or Receiver
Other Persons Or Organizations Pursuant To A Contract Or Agreement Trade Show Event Lessor
Vendors
M. Medical Expense Limit – $15,000
N. Knowledge/Notice Of Occurrence
O. Primary And Non-Contributory
P. Unintentional Failure To Disclose Hazards
Q. Waiver Of Subrogation Required By Contract
R. In Rem
S. Coverage Territory – Limited Worldwide
T. Insured Contract Amended – Railroad Limitations Removed A. Expected Or Intended Injury – Exception For Property Damage Caused By Reasonable Use Of Force Exclusion a. under Paragraph 2. Exclusions of Section I – Coverage A – Bodily Injury And Property Damage Liability is deleted and replaced by the following:
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 2 of 9 a. Expected Or Intended Injury
"Bodily injury" or "property damage" expected or intended from the standpoint of the insured, even if the actual “bodily injury” or “property damage” is of a different degree or type than intended or expected. This exclusion does not apply to "bodily injury" or “property damage” resulting from the use of reasonable force to protect persons or property.
B. Non-Owned Watercraft Under 55 Feet
Paragraph (2) of Exclusion g. under Paragraph 2. Exclusions of Section I – Coverage A – Bodily Injury And Property Damage Liability is deleted and replaced by the following:
This exclusion does not apply to:
(2) A watercraft you do not own that is:
(a) Less than 55 feet long; and
(b) Not being used to carry persons or property for a charge; C. Non-Owned Aircraft Exception
Exclusion g. under Paragraph 2. Exclusions of Section I – Coverage A – Bodily Injury And Property Damage Liability is amended to include the following exception:
This exclusion does not apply to:
(6) An aircraft you do not own provided:
(a) The pilot in command holds a currently effective certificate, issued by the duly constituted authority of the United States of America or Canada, designating that person as a commercial or airline transport pilot; (b) It is rented with a trained, paid crew; and
(c) It does not transport persons or cargo for a charge.
D. Damage To Property – Exception For Equipment Loaned Or Rented To The Insured Exclusion j. under Paragraph 2. Exclusions of Section I – Coverage A – Bodily Injury And Property Damage Liability is amended to include the following exception:
Paragraphs (3) and (4) of this exclusion do not apply to “property damage” to equipment rented or loaned to the insured, provided such equipment is not being used to perform any operations at a construction job site.
E. Electronic Data – Exception For Physical Injury To Tangible Property Exclusion p. under Paragraph 2. Exclusions of Section I – Coverage A – Bodily Injury And Property Damage Liability is deleted and replaced by the following:
p. Electronic Data
Damages arising out of the loss of, loss of use of, damage to, corruption of, inability to access, or inability to manipulate electronic data.
However, this exclusion does not apply to:
(1) "Bodily injury"; or
(2) Physical injury to tangible property.
As used in this exclusion, electronic data means information, facts or programs stored as or on, created or used on, or transmitted to or from computer software, including systems and applications software, hard or floppy disks, CD-ROMs, tapes, drives, cells, data processing devices or any other media which are used with electronically controlled equipment.
F. Pollution – Exception For Damage To Rented Premises Caused By Hostile Fire Exclusion f. under Paragraph 2. Exclusions of Section I – Coverage A – Bodily Injury And Property Damage Liability is amended to include the following exception:
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 3 of 9 This exclusion does not apply to “property damage” to premises while rented to you or temporarily occupied by you with the permission of the owner and caused by a “hostile fire”, explosion, smoke or leakage from fire protection equipment.
G. Personal And Advertising Injury Coverage – Contractual Liability Exception For Insured Contracts Exclusion e. under Paragraph 2. Exclusions of Section I – Coverage B – Personal And Advertising Injury Liability is deleted and replaced by the following:
e. Contractual Liability
"Personal and advertising injury" for which the insured has assumed liability in a contract or agreement. This exclusion does not apply to liability for damages:
(1) That the insured would have in the absence of the contract or agreement; or (2) Assumed in a written contract or agreement that is an “insured contract” provided the “personal and advertising injury” is caused by an offense first committed after the execution of the contract or agreement.
H. Medical Expenses Coverage – Three Years To Report Expenses Subparagraph 1.a.(b) under Section I – Coverage C – Medical Payments is deleted and replaced by the following:
(b) The expenses are incurred and reported to us within three years of the date of the accident; and I. Supplementary Payments – Increased Limits
Paragraph 1. under Section I – Supplementary Payments –Coverages A And B is deleted and replaced by the following:
1. We will pay, with respect to any claim we investigate or settle, or any "suit" against an insured we defend:
a. All expenses we incur.
b. The cost of:
(1) Bail bonds; or
(2) Bonds required to:
(a) Appeal judgments; or
(b) Release attachments;
but only for bond amounts within the available limit of insurance. We do not have to furnish these bonds. c. All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or "suit", including actual loss of earnings up to $1,000 a day because of time off from work. d. All court costs taxed against the insured in the "suit". e. Prejudgment interest awarded against the insured on that part of the judgment we pay. If we make an offer to pay the applicable limit of insurance, we will not pay any prejudgment interest based on that period of time after the offer.
f. All interest on the full amount of any judgment that accrues after entry of the judgment and before we have paid, offered to pay, or deposited in court the part of the judgment that is within the applicable limit of insurance.
J. Who Is An Insured – Subsidiaries Or Newly Acquired Or Formed Organizations – Including New And Existing Subsidiaries, Partnerships, Joint Ventures, Limited Liability Companies Paragraph 2. under Section II – Who Is An Insured is deleted and replaced by the following:
2. If there is no other insurance available, each of the following is also a Named Insured:
a. A subsidiary organization of the first Named Insured shown in the Declarations of which, at the beginning of the policy period and at the time of loss, the first Named Insured controls, either directly or indirectly, more than 50 percent of the interests entitled to vote generally in the election of the governing body of such Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 4 of 9 organization; or
b. A subsidiary organization of the first Named Insured shown in the Declarations that the first Named Insured acquires or forms during the policy period, if at the time of loss the first Named Insured controls, either directly or indirectly, more than 50 percent of the interests entitled to vote generally in the election of the governing body of such organization.
K. Who Is An Insured – Employees Including Incidental Healthcare Professional Services Paragraph 3.a. under Section II – Who Is An Insured is deleted and replaced by the following:
3. Each of the following is also an insured:
a. Your "employees" but only for acts within the scope of their employment by you or while performing duties related to the conduct of your business. However, no “employee” is an insured for:
(1) "Bodily injury" or "personal and advertising injury":
(a) To you, to any of your directors, managers, members, “executive officers” or partners (whether or not an “employee”) or to any co-“employee” while such injured person is either in the course of his or her employment or while performing duties related to the conduct of your business; (b) To the brother, child, parent, sister or spouse of such injured person as a consequence of any injury described in Paragraph (1)(a) above; or
(c) For which there is any obligation to share damages with or repay someone else who must pay damages because of any injury described in Paragraph (1)(a) or (b) above.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 5 of 9 With respect to “bodily injury” only, the limitations described in Paragraph 3.a.(1) above do not apply to:
(i) You or to your directors, managers, members, “executive officers”, partners or supervisors as insureds;
(ii) Your “employees” as insureds, with respect to such damages caused by cardiopulmonary resuscitation or first aid services administered by such an “employee”; or (iii) Your “employees” who are nurses, emergency medical technicians, or paramedics as insureds, with respect to such damages that are caused by providing or failing to provide professional healthcare services, but only if you are not engaged in the business or occupation of providing medical, paramedical, surgical, dental, x-ray or nursing services. (2) "Property damage" to any property owned, occupied or used by you or by any of your directors, managers, members, “executive officers” or partners (whether or not an “employee”) or by any of your “employees”. This limitation does not apply to “property damage” to premises while rented to you or temporarily occupied by you with the permission of the owner.
L. Additional Insureds
Paragraph 3. under Section II – Who Is An Insured is amended by including the following:
Controlling Interest
Any person or organization that has financial control of you or owns, maintains or controls premises while you lease or occupy such premises, but only with respect to their liability arising out of:
(1) Their financial control of you; or
(2) Premises they own, maintain or control while you lease or occupy these premises.
However, no such person or organization is an insured with respect to structural alterations, new construction or demolition operations performed by or for that person or organization.
Lessors Of Leased Equipment
Any person or organization from whom you lease equipment, but only with respect to the maintenance or use by you of such equipment, and only if you are obligated pursuant to a contract or agreement to provide them with such insurance as is afforded by this Coverage Part. However, no such person or organization is an insured with respect to an “occurrence” that takes place, or an offense that is committed, after the equipment lease ends.
Managers Or Lessors Of Premises
Any person or organization from whom you lease premises, but only with respect to the ownership, maintenance or use of that particular part of such premises leased to you and only if you are obligated pursuant to a contract or agreement to provide them with such insurance as is afforded by this Coverage Part. However, no such person or organization is an insured with respect to:
(1) An “occurrence” that takes place, or an offense that is committed, after you cease to be a tenant in such premises; or
(2) Any structural alteration, new construction or demolition operations performed by or on behalf of them.
Mortgagee, Assignee Or Receiver
A mortgagee, assignee or receiver of premises, but only with respect to such mortgagee, assignee or receiver’s liability for “bodily injury”, “property damage” or “personal and advertising injury” arising out of your ownership, maintenance or use of a premises by you. However, no such person or organization is an insured with respect to structural alterations, new construction or demolition operations performed by, on behalf of, or for such additional insured.
Other Persons Or Organizations Pursuant To A Contract Or Agreement Any person or organization that you are obligated pursuant to a contract or agreement to provide with such insurance as is afforded by this policy are insureds.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 6 of 9 However, the person or organization is an insured only:
(1) To the extent such contract or agreement requires the person or organization to be afforded status as an insured; (2) For activities that did not occur, in whole or in part, before the execution of the contract or agreement; and (3) With respect to damages, loss, cost or expense for injury or damage to which this insurance applies.
No person or organization is an insured:
(1) That is more specifically identified under any other provision of Section II – Who Is an Insured (regardless of any limitation applicable thereto).
(2) With respect to any assumption of liability (of another person or organization) by them in a contract or agreement. This limitation does not apply to the liability for damages, loss, cost or expense for injury or damage, to which this insurance applies, that the person or organization would have in the absence of such contract or agreement.
Trade Show Event Lessor
With respect to your participation in a trade show event as an exhibitor, presenter or displayer, any person or organization whom you are required to include as an additional insured, but only with respect to such person or organization’s liability for “bodily injury”, “property damage” or “personal and advertising injury” caused by:
(1) Your acts or omissions; or
(2) The acts or omissions of those acting on your behalf, in the performance of your ongoing operations at the trade show event premises during the trade show event.
However, no such person or organization is an insured with respect to “bodily injury” or “property damage” included within the “products-completed operations hazard”.
Vendors
Any person or organization who is a vendor of “your products”, but only with respect to liability for “bodily injury” or “property damage” resulting from the distribution or sale of “your product” in the regular course of their business.
However, no such person or organization is an insured with respect to any:
(1) Assumption of liability (of another person or organization) by them in a contract or agreement. This limitation does not apply to the liability for damages for “bodily injury” or ”property damage” that such person or organization would have in the absence of such contract or agreement; (2) Representation or warranty unauthorized by you;
(3) Physical or chemical change in “your product” made intentionally by the vendor; (4) Repackaging, except when unpacked solely for the purpose of inspection, demonstration, testing or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (5) Failure to make such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of “your product”;
(6) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor’s premises in connection with the sale of “your product”; or (7) Of “your products” which, after distribution or sale by you, have been labeled or relabeled or used as a container, ingredient or part of any other thing or substance by or for the vendor.
Further, no person or organization is an insured from whom you have acquired “your product”, or any ingredient, part or container entering into, accompanying or containing “your product”.
Limitations Applicable To Additional Insureds
With respect any person or organization that qualifies as an additional insured under paragraph L. above, the following limitations apply to such insured:
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 7 of 9 (1) The insurance afforded to such additional insured only applies to the extent permitted by law; and (2) If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured.
Limits Of Insurance Applicable to Additional Insureds
With respect any person or organization that qualifies as an additional insured under paragraph L. above, the following is added to Section III – Limits Of Insurance:
If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance:
(1) Required by the contract or agreement; or
(2) Available under the applicable limits of insurance; whichever is less.
However, the above paragraph shall not increase the applicable limits of insurance.
M. Medical Expense Limit – $15,000
Paragraph 7. under Section III – Limits Of Insurance is amended by including the following:
The Medical Expense Limit is the greater of:
a. $15,000; or
b. The amount shown in the Declarations for the Medical Expense Limit.
N. Knowledge/Notice Of Occurrence
Paragraph 2. under Section IV – Commercial General Liability Conditions is amended to include the following:
f. Knowledge of an “occurrence” or offense by an agent or “employee” of the insured will not constitute knowledge by the insured, unless an “executive officer” (whether or not an “employee”) of any insured or an “executive officer’s” designee knows about such “occurrence” or offense. g. Failure of an agent or “employee” of the insured, other than an “executive officer” (whether or not an “employee”) of any insured or an “executive officer’s” designee, to notify us of an “occurrence” or offense that such person knows about will not affect the insurance afforded to you. h. If a claim or loss does not reasonably appear to involve this insurance, but it later develops into a claim or loss to which this insurance applies, the failure to report it to us will not violate this condition, provided the insured gives us immediate notice as soon as the insured is aware that this insurance may apply to such loss or claim.
O. Primary And Non-Contributory
Subparagraph 4.a. under Section IV – Commercial General Liability Conditions is amended to include the following:
However, if you are obligated to a written contract or agreement to provide a person or organization that is included in Section II – Who Is an Insured with primary insurance such as is afforded by this policy, then this insurance is primary and we will not seek contribution from insurance available to such person or organization.
P. Unintentional Failure To Disclose Hazards
Paragraph 6. under Section IV – Commercial General Liability Conditions is amended to include the following:
Unintentional failure of an “employee” of the insured to disclose a hazard or other material information will not violate this condition, unless an “executive officer” (whether or not an “employee”) of any insured knows about such hazard or other material information.
Q. Waiver Of Subrogation Required By Contract
Paragraph 8. under Section IV – Commercial General Liability Conditions is deleted and replaced by the Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 8 of 9 following:
8. Waiver Of Subrogation Required By Contract
We will waive the rights of recovery we would otherwise have had against another person or organization, for loss to which this insurance applies, provided the insured has waived their rights of recovery against such person or organization in a contract or agreement that is executed before such loss.
To the extent that the insured’s rights to recover all or part of any payment made under this Coverage Part have not been waived, those rights are transferred to us. The insured must do nothing after loss to impair them. At our request, the insured will bring “suit” or transfer those rights to us and help us enforce them. This paragraph does not apply to Coverage C.
R. In Rem
The following is added to Section IV – Commercial General Liability Conditions:
Any “suit” brought as an action In Rem against any watercraft owned or operated by or for the insured shall in all respects be treated in the same manner as though such “suit” were brought against the insured.
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8 CB CG 04 0001 0320 Includes copyrighted material of Insurance Services Office, with its permission. Page 9 of 9 S. Coverage Territory – Limited Worldwide
Paragraph 4. under Section V – Definitions is deleted and replaced by the following:
4. "Coverage territory" means all parts of the world.
However, “coverage territory” does not include any:
a. “Bodily injury” or “property damage” that takes place or any offense committed outside of the United States of America (including its possessions and territories), Canada and Puerto Rico, unless the insured’s responsibility to pay damages is determined by a “suit” on the merits that is brought in the United States of America (including its possessions and territories), Canada or Puerto Rico; or b. Injury or damage in connection with any “suit” brought outside the United States of America (including its possessions and territories), Canada and Puerto Rico.
T. Insured Contract Amended – Railroad Limitations Removed Paragraph 9. under Section V – Definitions is deleted and replaced by the following:
9. "Insured contract" means:
a. A lease of premises;
b. A sidetrack agreement;
c. An easement or license agreement;
d. An obligation, as required by ordinance, to indemnify a municipality, except in connection with work for a municipality;
e. An elevator maintenance agreement; or
f. Any other contract or agreement pertaining to your business (including an indemnification of a municipality in connection with work performed for such municipality) in which you assume the tort liability of another person or organization to pay damages, to which this insurance applies, sustained by a third person or organization.
“Insured contract” does not include that part of any contract or agreement that indemnifies an architect, engineer or surveyor for damages arising out of:
(1) Preparing, approving, or failing to prepare or approve, maps, drawings, opinions, reports, surveys, field orders, change orders, designs or specifications; or
(2) Giving directions or instructions, or failing to give them.
All Other Terms And Conditions Remain Unchanged.
Authorized Representative
Docusign Envelope ID: C1090233-04D1-48A3-AAE4-400F0B24F548 Docusign Envelope ID: 80A041F0-AA75-412F-8903-C977A4DB01F8