From : Massoud Abolhoda <[email protected]>
Subject : Requested Information and Optional Add-Ons
To : Alana Cheng <[email protected]>
Cc : David Dent <[email protected]>, Kenneth Le
<[email protected]>
Zimbra [email protected]
Requested Information and Optional Add-Ons
Wed, Oct 15, 2025 09:13 AM
1 attachment
Hi Alana,
Thank you for your help with the project — below is the additional information you requested.
Additional Scope of Work – Code Enforcement
Integration with Business Licensing and Water Account – $11,000 Adding Today Inspection and Today Case to homepage – $4,500 Adding four additional templates – $4,800
Miscellaneous change order allowance – $5,000
Total: $25,000
Planning Module
Attached is the scope of work I previously shared with David for the Planning Module.
One-time cost: $95,000
Annual fee: I noticed I misquoted the annual fee for the Planning Module when I texted David yesterday, stating it as $25K. The correct annual fee is $45K, as mentioned in my email to him on August 25. However, if that creates an issue, we can reduce the annual fee somewhat to help keep the project on track.
Optional Business Licensing Module
Scope of Work – Business License Module
The Business License Module provides a comprehensive online solution for managing licensing activities, including application intake, review, approval, and renewal.
Included Features:
Unlimited Users – No restriction on the number of staff or citizen users.
Citizen Access Portal – Public-facing interface for online submission, tracking, and renewal.
Auto-Renewal – Automated renewal notifications and processing.
Two Separate Application Types – Each with its own forms and requirements. 11/21/25, 9:33 AM Zimbra
https://zimbra.ggcity.org/h/printmessage?id=93034&tz=America/Los_Angeles&xim=1 1/2 Exhibit "A"
Two Workflow Models – Configurable to match different approval processes.
Three Distinct Reports – Covering license activity, revenue, and performance metrics.
Hosting on Amazon Web Services (AWS) – Secure, scalable, and reliable.
Support provided under the existing SLA for the Building Module.
Cost:
One-time setup: $25,000
Optional Integration with Finance Software: $9,000 one-time Annual Fee:
No recurring annual cost
$35 convenience fee per issuance or renewal
Engineering Module Separation
David mentioned the possibility of separating Engineering from Building.
If Engineering remains unchanged (data migration only), the estimate is 80–100 hours for setup, migration, and cleanup — $12,000–$15,000.
If Engineering includes citizen access, we’ll need to deploy Single Sign-On (SSO) for both staff and citizens, adding roughly 140 hours — $21,000 total.
Please note that we’re applying a reduced hourly rate of $150/hour (our standard programming rate is $200/hour).
I hope this provides the information you were looking for.
Best regards,
Massoud Abolhoda
Civos, Inc.
www.vivacivic.com
Cell: 510-549-9229
Phone: 805-450-6605
Planning Scope of Work 6 4 .docx
22 KB
11/21/25, 9:33 AM Zimbra
https://zimbra.ggcity.org/h/printmessage?id=93034&tz=America/Los_Angeles&xim=1 2/2
Scope of Work for Garden Grove
Code Enforcement Software Solution
Civos proposes the Viva Civic Code Enforcement Module as a comprehensive, flexible platform designed to modernize and streamline enforcement operations for the City of Garden Grove. This module will serve as a fully integrated case management system, connecting with the related Building and Engineering module, while focusing exclusively on internal workflows as depicted in the attached workflow.
1. Internal Complaint Intake and Routing
• City staff can initiate and manage complaints directly in the system based on predefined workflows.
• Staff can enter multiple complaint types per case, select from City-defined violation lists, and route cases to the appropriate staff for review.
• Notifications are sent to assigned staff upon case creation or routing.
2. Case Management, Workflow Automation and Dashboard
• Assigned staff will see their active/open cases in personalized dashboards and filtered work queues.
• Each case supports unlimited violation types.
• Staff can:
o View and update case status
o Attach photos, documents, and notes
o Track all changes with audit trails and time-stamped logs • Case progression follows the internal workflow described in the attached Code Enforcement Workflow document.
• Role-based access control ensures that users see only what they are authorized to view or edit.
• Automatic case assignment to the Code-Enforcement Officer based on GIS zone.
3. Mobile Field Operations
• Code Enforcement Officers can access the system via internet remotely using mobile devices:
o View cases in the field using mobile devices
o Upload photos
o Enter inspection outcomes
• Ability to take a photo and attach it to the case.
• Officers will have a dedicated Inspections Dashboard that includes a calendar view, shows today’s scheduled inspections, lists past inspections, and displays upcoming inspections.
• A map view of the day’s inspections is provided to support field navigation and planning.
4. Violation and Notice Management
• Support for:
o Multiple violations per case.
o Repeat violation tracking.
o Customizable violation letters (e.g., abatement, citations), up to 3 templates, with support for text and attached photos.
• Email notifications are sent to staff at defined workflow milestones. • Case records may be linked to parcels and used across permitting, inspection, and licensing modules.
5. Integrations and Property Context
• ESRI GIS integration allows for property validation, location-based workflows, and address-based filtering.
GIS Feature:
o Ability to draw a pin or draw a shape to define location. o Presenting Code Enforcement cases on GIS map.
o Presenting GIS information on project overview page.
• Integration with the City Portal System for accepting complaints. • Integration with Building and Engineering module.
• Integration with the City finance system (scope to be defined, Viva Civic has the ability to generate and process payments).
6. Reporting and Analytics
• Create 7 reports based on:
o Violation type, status, or department
o Case closure rates and staff workload
• Viva Civic comes with a built-in ad-hoc report writing feature.
7. Data Migration, Configuration, and Support
• Data migration from legacy platforms.
• Civos provides implementation, onboarding, and training services. • Ongoing support is provided Monday through Friday, 7:00 AM to 5:00 PM PT, with escalation support available as needed.
8. Special Features
a. A comprehensive dashboard on the home page showing project in different statuses.
b. Ability to set a compliance schedule, by when to obtain a permit and by when to complete construction.
c. Ability to put a project into a dormant phase.
d. Project History Timeline (Histogram).
e. Built-in communication between staff.
f. Full audit log.
g. Integrated Document Management System with version history. h. Data Export Tools.
i. Calendar for daily inspection slots.
Scope of Work – Viva Civic Planning Module
1. Application Intake & Customer Interface
Features:
• Customized Application Forms by Project Type
Support for tailored application forms, allowing definition of required attachments based on project type. (3 total)
• Mandatory Document Uploads (NEW)
Customers are prompted to upload all required documentation before submission. • Address & Parcel Verification
Auto-validates project location using City GIS and parcel data. • Guided Submission Interface
Step-by-step entry with clearly labeled required and optional fields, using dropdowns, calendars, radio buttons, and autofill to improve accuracy. • Customer Portal Integration
Enables applicants to manage all planning projects in one place—track status, receive communications, pay fees, and schedule public hearing appearances.
2. Internal Planning Staff Tools
Features:
• Configurable Review Workflows
Supports multi-stage workflow for review projects with iterative review and public comment periods.
• Multi-Agency Coordination
Routes cases to relevant internal and external agencies for concurrent or sequential review.
• Comprehensive Review Dashboards
Includes:
o Overall department dashboard for tracking case progress and next steps o Staff-specific dashboards with assigned workloads by review stage (NEW) o Optional: Adding staff-specific metrics to the dashboard • Granular Permissions
Access restricted by user role and department.
• Optional Add-On: Bluebeam Integration (NEW)
Direct markup and review of Bluebeam files from within Viva Civic—no need to download/upload.
• Task Assignment & Routing
Auto-assigns planning cases by project type and GIS zone. • Automated Notice Generation (up to 6 various notices) Auto-generates required notices for applicants or public meetings. • Conditions of Approval Management (NEW)
Collects and compiles review comments into a unified list, distinguishing between corrections and enforceable conditions.
• Attachment Tagging (NEW)
Allows tagging and categorization of uploaded files for easy retrieval. • Internal & External Messaging
Secure messaging with document attachments between staff, departments, and applicants. • Support for Tracking Studies
The system also includes support for tracking and managing Studies as a distinct sub- project type, with document handling and reporting.
3. System Integrations
Features:
• Building Module Integration
Automatically passes conditions of approval from planning to building for working drawing review.
• Code Enforcement Integration
Flags parcels with active code enforcement cases during planning intake. • Payment & Finance System Integration
Connects with City payment gateways and financial systems for streamlined invoicing and reconciliation.
4. GIS Integration
Features:
• Map-Based Application Start
Initiate planning requests by selecting parcels, drawing boundaries, or dropping pins on the map.
• Live Parcel Data Display
Real-time overlay of zoning, ownership, flood zones, and overlays from ESRI-based systems.
• Permit Overlay Visualization
View related planning cases and permit activity directly on zoning layers.
5. Scheduling & Calendar Management
Features:
• Hearing Scheduling & Calendar Sync
Schedule Planning Commission, Zoning Board, and public hearings using integrated calendars.
• Deadline Alerts & Notifications
Sends automatic reminders for upcoming hearings, missing documents, and resubmittal deadlines.
• Built-in Hearing Assistant
Intelligent task assistant for staff preparing hearing items, ensuring key steps are completed before agenda deadlines.
6. Document & Plan Management
Features:
• Integrated Document Storage
Organizes files by planning phase and review cycle.
• Retention Rules
Configure specific retention timelines for various document types. • Unlimited Uploads with Versioning & Tagging
Supports clear naming, tagging, and version tracking (e.g., “Concept Plan v2”).
7. Reports, Dashboards & KPIs
Features:
• Performance Analytics
Tracks time-to-approval, number of active cases, staff workload, and processing bottlenecks.
• Custom Reports (all existing report)
Plus Ad-hoc report builder with filters by project type, geographic area, and more.
• Real-Time Dashboards
Visual dashboards provide quick access to pending reviews, hearing schedules, workload summaries, and operational KPIs.
8. Workflow Automation
Features:
• Planning Case Lifecycle Automation
Automates all stages from intake through final approval, including status transitions, notifications, and task reminders.
• Smart Routing & Exception Handling
Supports re-review cycles, escalation paths, and conditional routing based on project attributes or timing constraints.
9. Compliance, Notifications & Audit Trail
Features:
• Comprehensive Audit Logs
Tracks all actions on each case for transparency, security, and internal reviews. • Automated Email Notifications
Notifies staff, reviewers, and applicants of case updates, hearings, deadlines, and status changes.
• Communication Logs
Stores all internal and public-facing messages related to each project for full accountability.
10. Granular Security & Role-Based Access
Features:
• Permission-Based Controls
Access to projects, forms, tools, and data is configured based on roles, teams, and jurisdictional assignments.
• Data Privacy & Access Compliance
Ensures that sensitive documents and internal deliberations are only accessible to authorized personnel.
Scope of Work & Cost Proposal
City of Garden Grove
Single Sign-on (SSO) across modules & OAuth2 for Water Billing API
This Scope of Work describes the implementation of staff Single Sign On (SSO) using OpenID Connect for the City’s Code Enforcement and Building Permitting modules, and the implementation of an OAuth2 based authentication layer for the City’s Water Billing API. The work is limited to authentication and related configuration. It does not include changes to citizen facing authentication, cha nges to the City’s business processes, or changes to Water Billing API functionality beyond its authentication layer.
To meet the City’s request for a focused initial scope and lower ongoing costs, this Scope of Work uses a paid support model rather than a fixed annual maintenance fee.
Under this model, Viva Civic will implement the functionality described below and will provide ongoing assistance for configuration changes, troubleshooting, testing and related activities as paid support, billed in 30-minute increments, as described in section 3.
1. Staff SSO via OpenID Connect (estimated time 40 hrs.) Enable staff SSO for the Code Enforcement and Building Permitting modules using the City’s OIDC compliant identity provider, while keeping citizen facing portals on the existing email and password authentication and keeping Viva Civic as the system of record for roles and permissions.
Viva Civic will:
Implement OpenID Connect (Authorization Code Flow) for staff logins for Code Enforcement and Building Permitting, using the City’s OIDC compliant identity provider and Viva Civic’s existing authentication foundation. Rely on the City’s OIDC-compliant identity provider’s standard OIDC discovery and JWKS endpoints for certificate and signing key rotation, so norm al key rotations published via these endpoints are intended to be automatic and are not expected to require changes to Viva Civic’s SSO configuration. Limit SSO to internal staff accounts so that citizen facing portals continue to use the existing email and password authentication.
Restrict the scope to authentication only, without automated user provisioning or de provisioning, SCIM, or synchronization of groups or roles from the City’s identity provider.
Maintain roles and permissions within Viva Civic as the system of record for access control, with no changes to the existing authorization model. Link staff SSO accounts to existing Viva Civic staff user records by matching email address on first login, without introducing an additional administrative interface for SSO link management.
Address any remediation of mis linked or obsolete staff accounts, and any subsequent OIDC related adjustments, through billable support requests initiated by the City.
Configure, validate and deploy the OIDC integration in the Production environment.
This SSO implementation is based on the City’s current OIDC -compliant identity provider and its standard OIDC behavior. Because providers can differ in how they implement OIDC, the scope of this work is tied to the provider as c onfigured during this project. If the City later replaces the provider or makes fundamental changes, any related work would be out of scope and would need to be reviewed and scoped separately.
2. Water Billing API OAuth2 Authentication (estimated time 40 hrs.)
Introduce an OAuth2 based authentication layer for the Water Billing API so that calls made from Viva Civic use access tokens obtained at staff sign in and each request can be attributed to the staff user who initiated it.
Viva Civic will:
Implement a new OAuth2 based authentication layer for the Water Billing API, integrating with the City’s OIDC compliant identity provider. Use the OIDC sign in to obtain OAuth2 access tokens for the authenticated staff member and send those tokens with Water Billing API requests, following an on behalf of pattern.
Add the necessary logic to request, receive and securely handle OAuth2 access and refresh tokens using Viva Civic’s existing authentication foundation. Attach OAuth2 tokens to outbound Water Billing API cal ls made by the Viva Civic application so each request can be attributed to the initiating staff user. Limit this scope strictly to the OAuth2 authentication layer for the Water Billing API, with other API functionality to be scoped separately if needed. Configure, test and deploy the OAuth2 integration in the Production environment.
This work is limited to implementing the OAuth2 authentication layer that Viva Civic will use when the City’s Water Billing API is implemented. It assumes that the future Water Billing API will accept OAuth2 bearer tokens issued by the City’s OIDC - compliant identity provider for this purpose. Design or development of the Water Billing API itself, or changes to its business logic, are out of scope.
3. Support and Maintenance
Ongoing SSO, OIDC and OAuth2 support, including Water Billing API authentication, is provided as paid support billed in 30-minute increments. This reflects the City’s request to keep the initial scope and price lower in place of a fixed annual maintenance fee.
Viva Civic will provide support for the following activities:
Login and authentication issues via SSO or OAuth2, including cases where staff are unable to sign in, SSO errors occur, token errors arise, or Water Billing API access issues are encountered.
Issues with manually provisioned user accounts in Viva Civic that are caused by or linked to SSO or OIDC.
Configuration changes on Viva Civic’s side, including client IDs, secrets, redirect URLs, scopes, environment settings and Water Billing API OAuth2 configuration.
Investigation and debugging of SSO, OIDC and OAuth2 related errors, including Water Billing API authentication errors, log analysis and coordination with the City’s IT team, when requested by the City.
Testing and verification that is specific to the City’s implementation of SSO, OIDC and OAuth2.
Work required due to changes on the City’s SSO or identity provider that affect SSO, OIDC or Water Billing API OAuth2 authentication, such as configuration or policy changes.
SSO, OIDC and OAuth2 related documentation or training requested by the City, including materials or sessions specific to SSO and Water Billing API authentication, provided as paid support.
Cost Proposal
Cost Proposal for the Scope of Work Outlined Above:
1) The total cost to complete Tasks 1 and 2 (Staff SSO via OpenID Connect and Water Billing API OAuth2 Authentication) is $12,000.
2) Ongoing support for SSO, OIDC, and OAuth2—including Water Billing API authentication—will be provided on an hourly basis and billed in 30-minute increments. Support efforts anticipated to exceed one hour must first receive approval from the City. The hourly rate for support services is $200 per hour.