SOFTWARE SERVICES AGREEMENT
[Land Management and Work Asset Management Software Services]
THIS SOFTWARE SERVICES AGREEMENT (the “Agreement”) is made at Orange, California, on this _____ day of ____________, 20 __ (the “Effective Date”) by and between the CITY OF ORANGE, a municipal corporation (“City”), and MAINTSTAR, INC ., a Texas corporation (“Contractor”), who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to the reasonable satisfaction of City the services set forth in Exhibit “A” and Exhibit “B,” which are attached hereto and incorporated herein by reference. As a material inducement to City to enter into this Agreement, Contractor represents and warrants that it has thoroughly investigated and considered the scope of services and fully understands the difficulties and restrictions in performing the work. The services which are the subject of this Agreement are not in the usual course of City’s business and City relies on Contractor’s representation that it is independently engaged in the business of providing such services and is experienced in performing the work. Contractor shall perform all services in a manner reasonably satisfactory to City and in a manner in conformance with the standards of quality normally observed by an entity provid ing such services to a municipal agency. All services provided shall conform to all federal, state and local laws, rules and regulations and to the best professional standards and practices. The terms and conditions set forth in this Agreement shall control over any terms and conditions in Exhibit "A" and Exhibit “B” to the contrary.
Frank Sun, Assistant Public Works Director/City Engineer (“City’s Project Manager”), shall be the person to whom Contractor will report for the performance of services hereunder. It is understood that Contractor’s performance hereunder shall be under the supervision of City’s Project Manager (or designee), that Contractor shall coordinate its services hereunder with City’s Project Manager to the extent required by City’s Project Manager, and that all performances required hereunder by Contractor shall be performed to the satisfaction of City’s Project Manager and the City Manager.
2. Compensation and Fees.
a. Contractor's total compensation for all services performed under this Agreement, shall not exceed ONE MILLION ONE HUNDRED NINETY-SEVEN THOUSAND FOUR HUNDRED EIGHTY-SIX DOLLARS and 00/100 ($ 1,197,486.00) without the prior written authorization of City. The subscription fees component of the compensation is payable as follows:
• The first year subscription cost shall be ONE HUNDRED EIGHTEEN THOUSAND DOLLARS and 00/100 ($118,000.00). Subsequent year subscription costs shall be increased by the CPI, up to a maximum of 5%. The first annual subscription cost shall be prorated according to the actual months the software is implemented.
2 b. The above compensation shall include all costs, including, but not limited to, a 10% contingency, all clerical, administrative, overhead, insurance, reproduction, telephone, travel, auto rental, subsistence, and all related expenses.
2.1 Term and Extension(s)
a. The Initial Term of this Agreement is five (5) year s (the “Initial Term”), commencing April 1, 2023, and expiring on March 31, 2028 (the “Expiration Date). The City has the right to extend the term of this Agreement by giving not less than sixty (60) days’ notice for the following extension and upon the following terms:
• The First Extension Term is five (5) years (the “First Extension Term”), commencing April 1, 2028, and terminating March 31, 2033, in a total amount not to exceed NINE HUNDRED FIFTEEN THOUSAND THREE HUNDRED THIRTY -NINE DOLLARS and 00/100 ($915,339.00). The First Extension Term year subscription cost shall be no greater than ONE HUNDRED FIFTY THOUSAND SIX HUNDRED ONE DOLLARS and 00/100 ($150,601.00). Subsequent year subscription costs shall be increased by the CPI, up to a maximum of 5%.
b. The City Manager is hereby authorized on behalf of City to give written notice to Contractor of City’s intention to exercise the Extension (if at all) no later than sixty (60) days prior to the Expiration Date of the Initial Term; provided, however, that City’s notice of its intention to extend the term of this Agreement shall be expressly conditioned upon and subject to the approval by the City Council, in its sole and absolute discretion, of an amount sufficient to pay the compensation set forth herein for the Extension as part of its annual budget approval process prior to the beginning the Extension. While the parties acknowledge that City is required to give its notice of intention to extend the term of this Agreement not l ater than sixty (60) days prior to the Expiration Date of Initial Term, it is possible that the City Council’s approval of its annual budget and appropriation of funds for the Extension in question may occur thereafter. Accordingly, if the City Council fai ls to approve and appropriate funds sufficient to pay the amount of compensation set forth herein for the Extension, this Agreement shall terminate and be of no further force and effect as of the expiration of the Initial Term. Notwithstanding anything in this provision to the contrary, in the event City gives Contractor written notice exercising the Extension and City receives notice that appropriation of funds for the Extension in question are not available after Contractor has performed services under th e Extension, City agrees that Contractor will be equitably compensated for all services performed under any portion of the Extension through the date of termination of the Agreement. Except as specifically set forth herein, the terms and conditions of the First Extension will be the same as the Initial Agreement.
c. The Extension, if properly exercised, shall be memorialized in the form of an amendment to this Agreement. The City Manager is hereby authorized to approve and execute amendments to this Agree ment reflecting the exercise of the Extension and the amount of compensation (including the amount of funds to be made available for additional work or services) payable to Contractor for the Extension
3. Payment.
3 a. As scheduled services are completed, or as otherwise provided in Exhibits “A” and “B,” Contractor shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred.
b. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed.
c. City will pay Contractor the amount invoiced within thirty (30) days of receipt of all deliverables.
d. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice.
4. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefor have been previously authorized in writing and approved by City as an amendment to this Agreement. City’s Project Manager is authorized to approve a reduction in the services to be performed and compensation therefor. All amendments shall set forth the changes of work, extension of time, and/or adjustment of the compensation to be paid by City to Contractor and shall be signed by the City’s Project Manager, City Manager or City Council, as applicable.
5. Licenses. Contractor represents that it and any subcontractors it may engage, possess any and all licenses which are required under state or federal law to perform the work contemplated by this Agreement and that Contractor and its subcontractors shall maintain all appropriate licenses, including a City of Orange business license, at its cost, during the performance of this Agreement.
6. Independent Contractor . At all times during the term of this Agreement, Contractor shall be an independent contractor and not an employee of City. City shall have the right to control Contractor only insofar as the result of Contractor's services rendered pursuant to this Agreement. City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Contractor shall, at its sole cost and expense, furnish all facilities, materials and equipment which may be required for furnishing services pursuant to this Agreement. Contractor shall be solely responsible for, and shal l indemnify, defend and save City harmless from all matters relating to the payment of its subcontractors, agents and employees, including compliance with social security withholding and all other wages, salaries, benefits, taxes, exactions, and regulation s of any nature whatsoever.
Contractor acknowledges that it and any subcontractors, agents or employees employed by Contractor shall not, under any circumstances, be considered employees of City, and that they shall not be entitled to any of the benefits or rights afforded employees of City, including, but not limited to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers' compensation insurance benefits.
7. Contractor Not Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an 4 agent. Contractor shall have no authority, express or implied, to bind City to any obligation whatsoever.
8. Designated Persons. Only those qualified persons authorized by City’s Project Manager, or as designated in Exhibit s “A” or “B,” shall perform work provided for under t his Agreement. It is understood by the parties that clerical and other nonprofessional work may be performed by persons other than those designated.
9. Assignment or Subcontracting. No assignment or subcontracting by Contractor of any part of this Agreement or of funds to be received under this Agreement shall be of any force or effect unless the assignment has the prior written approval of City. City may terminate this Agreement rather than accept any proposed assignment or subcontracting. Such assig nment or subcontracting may be approved by the City Manager or designee.
10. Time of Completion. Except as otherwise specified in Exhibit “A” or Exhibit “B,” Contractor shall commence the work provided for in this Agreement within thirty (30) days of the Effective Date of this Agreement and diligently prosecute completion of the work in accordance with the time period set forth in the Exhibits hereto or as otherwise agreed to by and between the representatives of the parties.
11. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall do all things necessary and incidental to the prosecution of Contractor's work.
12. Reserved.
13. Delays and Extensions of Time. Contractor's sole remedy for delays outside its control, other than those delays caused by City, shall be an extension of time. No matter what the cause of the delay, Contractor must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Contractor’s control. If Contractor believes that delays caused by City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost at the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount stated in Section 2.a, above, absent a written amendment to this Agreement.
14. Products of Contractor. The documents, studies, evaluations, asses sments, reports, plans, citations, materials, manuals, technical data, logs, files, designs and other products produced or provided by Contractor for this Agreement shall become the property of City upon receipt. Contractor shall deliver all such products to City prior to payment for same. City may use, reuse or otherwise utilize such products without restriction.
15. Equal Employment Opportunity . During the performance of this Agreement, Contractor agrees as follows:
a. Contractor shall not discrimi nate against any employee or applicant for employment because of race, color, religion, sex, national origin, mental or physical disability, or 5 any other basis prohibited by applicable law. Contractor shall ensure that applicants are employed, and that em ployees are treated during employment, without regard to their race, color, religion, sex, national origin, mental or physical disability, or any other basis prohibited by applicable law.
Such actions shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, a notice setting forth provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees placed by, or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, mental or phys ical disability, or any other basis prohibited by applicable law.
c. Contractor shall cause the foregoing paragraphs (a) and (b) to be inserted in all subcontracts for any work covered by this Agreement, provided that the foregoing provisions shall not apply to subcontracts for standard commercial supplies or raw materials.
16. Conflicts of Interest. Contractor agrees that it shall not make, participate in the making, or in any way attempt to use its position as a consultant to influence any decision of City in which Contractor knows or has reason to know that Contractor, its officers, partners, or employees have a financial interest as defined in Section 87103 of the Government Code.
17. Indemnity.
a. To the fullest extent permitted by law , Contractor agrees to indemnify, defend and hold City, its City Council and each member thereof, and the officers, officials, agents and employees of City (collectively the “Indemnitees”) entirely harmless from all liability arising out of:
(1) Any and all claims under workers’ compensation acts and other employee benefit acts with respect to Contractor’s employees or Contractor’s subcontractor’s employees arising out of Contractor’s work under this Agreement, including any and all claims under any law pertaining to Contractor or its employees’ status as an independent contractor and any and all claims under Labor Code section 1720 related to the payment of prevailing wages for public works projects; and
(2) Any claim, loss, injury to or death of persons or damage to property caused by any act, neglect, default, or omission other than a professional act or omission of Contractor, or person, firm or corporation employed by Contractor, either directly or by independent contract, including all damages due to loss or theft sustained by any person, firm or corporation including the Indemnitees, or any of them, arising out of, or in any way connected with the work or services which are the subject of this Agreement, including injury or damage either on or off City’s property; but not for any loss, injury, death or damage caused by the active negligence or willful misconduct of City. Contractor, at its own expense, cost and risk, shall indemnify any and all claims, actions, suits or other proceedings that may be brought or instituted 6 against the Indemnitees on any such claim or liability covered by this subparagraph, and shall pay or satisfy any judgment that may be rendered against the Indemnitees, or any of them, in any action, suit or other proceedings as a result of coverage under this subparagraph.
b. To the fullest extent permitted by law, and as limited by California Civil Code 2782.8, Contractor agrees to indemnify and hold Indemnitees harmless from all liabili ty arising out of any claim, loss, injury to or death of persons or damage to property to the extent caused by its negligent professional act or omission in the performance of professional services pursuant to this Agreement.
c. Except for the Indemnitees, the indemnifications provided in this Agreement shall not be construed to extend any third party indemnification rights of any kind to any person or entity which is not a signatory to this Agreement.
d. The indemniti es set forth in this secti on shall survive any closing, rescission, or termination of this Agreement, and shall continue to be binding and in full force and effect in perpetuity with respect to Contractor and its successors.
18. Insurance.
a. Contractor shall carry workers ’ compensation insurance as required by law for the protection of its employees during the progress of the work. Contractor understands that it is an independent contractor and not entitled to any worker s’ compensation benefits under any City program.
b. Contractor shall maintain during the life of this Agreement the following minimum amount of comprehensive general liability insurance or commercial general liability insurance: the greater of (1) One Million Dollars ($ 1,000,000) per occurrence; or (2) all the insurance coverage and/or limits carried by or available to Contractor. Said insurance shall cover bodily injury, death and property damage and be written on an occurrence basis.
c. Contractor shall maintain during the life of this Agreement, the fo llowing minimum amount of automotive liability insurance: the greater of (1) a combined single limit of One Million Dollars ($ 1,000,000); or (2) all the insurance coverage and/or limits carried by or available to Contractor. Said insurance shall cover bod ily injury, death and property damage for all owned, non-owned and hired vehicles and be written on an occurrence basis.
d. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits which are applicable to a given loss shall be available to City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Contractor under this Agreement.
e. Each policy of general liabilit y and automotive liability shall provide that City, its officers, officials, agents, and employees are declared to be additional insureds under the terms of the policy, but only with respect to the work performed by Contractor under this Agreement. A policy endorsement to that effect shall be provided to City along with the certificate 7 of insurance. In lieu of an endorsement, City will accept a copy of the policy(ies) which evidences that City is an additional insured as a contracting party. The minimum coverage required by Subsection 18.b and c, above, shall apply to City as an additional insured. Any umbrella liability insurance that is provided as part of the general or automobile liability minimums set forth herein shall be maintained for the duration of the Agreement.
f. Contractor shall maintain during the life of this Agreement professional liability insurance covering errors and omissions arising out of the performance of this Agreement with a minimum limit of One Million Dollars ($1,000,000) per claim. Contractor agrees to keep such policy in force and effect for at least five (5) years from the date of completion of this Agreement.
g. The insurance policies maintained by Contractor shall be primary insurance and no insurance held or owned by City shall be called upon to cover any loss under the policy.
Contractor will determine its own needs in procurement of insurance to cover liabilities other than as stated above.
h. Before Contractor performs any work or prepares or delivers any materials, Contractor shall furnish certificates of insurance and endorsements, as required by City, evidencing the aforementioned minimum insurance coverages on forms acceptable to City, which shall provide that the insurance in force will not be canceled or allowed to lapse without at least ten (10) days’ prior written notice to City.
i. Except for professional liability insurance coverage that may be required by this Agreement, all insurance maintained by Contractor shall be issued by companies admitted to conduct the pertinent line of insurance business in California and having a rating of Grade A or better and Class VII or better by the latest edition of Best Key Rating Guide. In the case of professional liability insurance coverage, such coverage shall be issued by companies either licensed or admitted to conduct business in Ca lifornia so long as such insurer pos sesses the aforementioned Best rating.
j Contractor shall immediately notify City if any required insurance lapses or is otherwise modified and cease performance of this Agreement unless otherwise directed by City.
In such a case, City may procure insurance or self-insure the risk and charge Contractor for such costs and any and all damages resulting therefrom, by way of set -off from any sums owed Contractor.
k. Contractor agrees that in the event of loss due to any of the perils for which it has agreed to provide insurance, Contractor shall look solely to its insurance for recovery.
Contractor hereby grants to City, on behalf of any insurer providing insurance to either Contractor or City with respect to the services of Contractor herein, a waiver of any right to subrogation which any such insurer may acquire against City by virtue of the payment of any loss under s uch insurance.
l. Contractor shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to City for 8 review and approval. All coverages for subcontractors shall b e subject to all of the requirements stated herein.
19. Termination. City may for any reason terminate this Agreement by giving Contractor not less than five (5) days’ written notice of intent to terminate during the implementation phase. Upon receipt of such notice, Contractor shall immediately cease work, unless the notice from City provides otherwise. Upon the termination of this Agreement, City shall pay Contractor for services satisfactorily provided and all allowable reimbursements incurred to the date of termination in compliance with this Agreement, unless termination by City shall be for cause, in which event City may withhold any disputed compensation. City shall not be liable for any claim of lost profits. After implementation phase of the project and go live, City may for any reason terminate this Agreement by giving Contractor not less than ninety (90) days’ written notice of intent to terminate , the City annual subscription cost shall be pror ated for the month software service used.
20. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Contractor and its subcontractors shall maintain reasonably full and complete books, documents, papers, acc ounting records, and other information (collectively, the “records”) pertaining to the costs of and completion of services performed under this Agreement.
City and its authorized representatives shall have access to and the right to audit and reproduce any of Contractor's records regarding the services provided under this Agreement. Contractor shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Contractor agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days’ notice from City, and copies thereof shall be furnished if requested.
21. Compliance with all Laws/Immigration Laws.
a. Contractor shall be knowledgeable of and comply with all local, state and federal laws which may apply to the performance of this Agreement.
b. If the work provided for in this Agreement constitutes a “public works,” as that term is defined in Section 1720 of the California Labor Code, for which prevailing wages must be paid, to the extent Contractor’s employees will perform any work that falls within any of the classifications for which the Department of Labor Relations of the State of California promulgates prevailing wage determinations, Contractor hereby agrees that it, and any subcontractor under it, shall pay not less than the specified prevailing ra tes of wages to all such workers . The general prevailing wage determinations for c rafts can be located on the w ebsite of the Department of Industrial Relations (www.dir.ca.gov/DLSR). Additionally, to perform work under this Contract, Contractor must meet all State registration requirements and criteria, including project compliance monitoring.
c. Contractor represents and warrants that it:
(1) Has complied and shall at all times during the term of this Agreement comply, in all respects, with all immigration laws, regulations, statutes, rules, codes, 9 and orders, including, without limitation, the Immigration Reform and Control Act of 1986 (IRCA); and
(2) Has not and will not knowingly employ any individual to perform services under this Agreement who is ineligible to work in the United States or under the terms of this Agreement; and
(3) Has properly maintained, and shall at all times during t he term of this Agreement properly maintain, all related employment documentation records including, without limitation, the completion and maintenance of the Form I -9 for each of Contractor’s employees; and
(4) Has responded, and shall at all times during the term of this Agreement respond, in a timely fashion to any government inspection requests relating to immigration law compliance and/or Form I -9 compliance and/or worksite enforcement by the Department of Ho meland Security, the Department of Labor, or the Social Security Administration.
d. Contractor shall require all subcontractors or subconsultants to make the same representations and warranties as set forth in Subsection 21.c.
e. Contractor shall, upon request of City, provide a list of all employees working under this Agreement and shall provide, to the reasonable satisfaction of City, verification that all such employees are eligible to work in the United States. All costs associated with such verification shall be borne by Contractor. Once such request has been made, Contractor may not change employees working under this Agreement without written notice to City, accompanied by the verification required herein for such employees.
f. Contractor shall require all subcontractors or sub-consultants to make the same verification as set forth in Subsection 21.e.
g. If Contractor or subcontractor knowingly employs an employee providing work under this Agreement who is not authorized to work in the United States, and/or fails to follow federal laws to determine the status of such employee, that shall constitute a material breach of this Agreement and may be cause for immediate termination of this Agreement by City.
h. Contractor agrees to indemnify and hold City, its officers, officials, agents and employees harmless for, of and from any loss, including but not limited to fines, penalties and corrective measures City may sustain by reason of Contractor's failure to comply with said laws, rules and regulations in connection with the performance of this Agreement.
22. Governing Law and Venue. This Agreement shall be construed in accordance with and governed by the laws of the State of California and Contractor agrees to submit to the jurisdiction of California courts. Venue for any dispute arising under this Agreement shall be in Orange County, California.
10 23. Integration. This Agreement constitutes the entire agreement of the parties. No other agreement, oral or written, pertaining to the work to be performed under this Agreement shall be of any force or effect unless it is in writing and signed by both parties. Any work performed which is inconsistent with or in violation of the provisions of this Agree ment shall not be compensated.
24. Notice. Except as otherwise provided herein, all notices required under this Agreement shall be in writing and delivered personally , by e -mail, or by first class U.S. mail, postage prepaid, to each party at the address listed below. Either party may change the notice address by notifying the other party in writing. Notices shall be deemed received upon receipt of same or within three (3) days of deposit in the U.S. Mail, whichever is earlier. Notices sent by e- mail shall be deemed received on the date of the e-mail transmission.
“CONTRACTOR” “CITY”
Maintstar, Inc. City of Orange
300 E. Chapman Avenue
Orange, CA 92866-1591
Attn.: Attn.: Public Works Director
Telephone: Telephone: 714-744-
E-Mail: E-Mail: [email protected]
25. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Signatures transmitted via facsimile and electronic mail shall have the same effect as original signatures.
[Remainder of page intentionally left blank; signatures on next page]
11 IN WITNESS of this Agreement, the parties have entered into this Agreement as of the year and day first above written.
“CONTRACTOR” “CITY”
MAINTSTAR, INC., CITY OF ORANGE, a municipal corporation
*By: By:
Printed Name: Daniel R. Slater, Mayor
Title:
*By: ATTEST:
Printed Name:
Title:
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Mary E. Binning, City Attorney
*NOTE: City requires the following signature(s) on behalf of the Contractor:
-- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant Treasurer. If only one corporate officer exists or one corporate officer holds more than one corporate office, please so indicate. OR -- The corporate officer named in a corporate resolution as authorized to enter into this Agreement. A copy of the corporate resolution, certified by the Secretary close in time to the execution of the Agreement, must be provided to City.
EXHIBIT “A”
SCOPE OF SERVICES
ENTERPRISE ASSET MANAGEMENT SYSTEM
[Beneath this sheet.]
MARCH 3, 2023
Prepared by: Eric Sabato
STATEMENT OF WORK FOR
THE CITY OF ORANGE
ENTERPRISE ASSET
MANAGEMENT
CITY OF ORANGE
800 • 255 • 5678 phone
949 • 458 • 7626 fax
[email protected]
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
Contents
PROJECT INTRODUCTION ............................................................................................3 Executive Summary .................................................................................................3 TASKS AND DELIVERABLES ..........................................................................................3 Shared Responsibilities ...........................................................................................3 Requirements Review and Confirmation .................................................................4 Project Planning and Management .........................................................................4 Meetings and Updates ............................................................................................9 Training Plan ...........................................................................................................9 Go-Live Conditions ................................................................................................ 10 Support Options .................................................................................................... 11 Project Closeout .................................................................................................... 12 ACCEPTANCE ............................................................................................................ 13 PROJECT QUOTE ...................................................................................................... 14
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
PROJECT INTRODUCTION
Executive Summary
This Statement of Work (SOW) defines the tasks and deliverables required of MaintStar for the installation, configuration, integration and maintenance and support of the MaintStar version 15 Enterprise Asset Management System for the City of Orange, CA. Working in a partnership with city staff, this project will consist of the following:
• Upgrade of existing MaintStar application to Version 15 • Conversion of Assets, all work history, Work Orders, and appropriate Setup Tables • Setup and Implementation of Street Maintenance, Water, Fleet, Traffic, Engineering, Facilities and Parks
• Setup of Maintstar Mobile Citizen and Work Request
• Setup Warehouse Network
• Conduct Facilities Conditions Assessment Data and Integrate Data into Facilities Module • GIS Setup and Implementation
• Dedicated On Site Project Manager
• Up to 35 Days on site training and configuration
• Hosting, Licensing and Support
TASKS AND DELIVERABLES
Shared Responsibilities
Throughout the project, MaintStar will provide dedicated and professional staff to ensure project success. It is requested that City of Orange provide primary and backup staff with sufficient available time and technical proficiency or third-party consultant. All team members will be introduced, and roles explained during the initial project kickoff meeting.
At a minimum, the following City of Orange staff resources are recommended to comprise the Orange Project Team:
• Project Manager (primary and secondary)
• Functional business expert(s) for work requests, work orders inventory and fiscal reports, service writers, crew leaders, supervisors, and end users.
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
• Third-Party Implementor
In addition to staff member availability, it is also requested that MaintStar be provided all appropriate access to existing databases, applications, and available resources to successfully facilitate database conversion. City reserves full rights to MaintStar access to existing databases, applications, and available resources.
Requirements Review and Confirmation
The specified requirements will be reviewed, confirmed, and finalized and will be conducted with MaintStar and designated key members of the Orange Project Team, especially business subject matter experts. Any additional requirements identified beyond those previously specified in this SOW or in a requirements list will be analyzed and documented. Additional requirements will be discussed to determine feasibility of inclusion into the project, either in or out of scope.
Customizations and modules outside the scope of this document are subject to a change order process.
Any additional or future interfaces and training beyond what is contained within this Scope of Work and Quote will be subject to additional charges.
Project Planning and Management
MaintStar will provide a dedicated primary and backup project manager throughout implementation.
In addition, a developer, database analyst and GIS specialist will be assigned with backups available to assist. Implementation staff will partner with appropriate City of Orange staff to ensure project success. In consideration of technology requirements, project timelines and staff availability a project plan will be developed and will consist of the following:
• Install and make operational version 15 with all selected modules • Perform data conversion of historical data, asset IDs, reports, previous attachments, and other associated information to be sent to a test environment. • MaintStar shall provide an outline of the system configuration and on-going maintenance procedures to the City’s IT Department.
Requirements and Process Analysis
• Onsite project management
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
• Review and Enhancement of existing processes and systems • Project Mission, Scope, and Objectives
• Technology Assessment
Infrastructure Preparation
• Provision Server(s) and instance(s) in AWS environment • Configure reporting server
• Assign license modules (Work Request, Portal, Mobile, GIS, Fleet – where applicable)
• Configure: email, attachments, workgroups, and all other default modules • Setup Work Request and Portal
Conversion
• Obtain legacy database
• Conduct database mapping and run test import of work orders and assets • Run data validation against legacy records
• Kick Off Meeting
o Project team introductions
o Timelines and milestones
o Meeting intervals
o Provide initial access to staff
Implementation and Configuration
• Single Sign on – two options SAML or OAUTH 2 included if needed • Workgroup setup
• GIS integration of existing layers
• Asset import (both GIS and non-GIS assets)
• Asset import for Facility Condition Assessment data in PDF • Creation of Container Files for each facility
• User and Trades setup
• Security Group creation
• Work Task Checklist: asset tracking including repair history, materials needed, and who tasks are assigned to
• Preventative Maintenance Scheduling with Updating Logic • Analytic Dashboard Configuration
• Financial Software Integration
• Currently using Tyler Technologies – Eden
• Work Order customization and including the legacy codes from MaintStar (This list below includes the minimum, but does not limit to the following):
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
• Street Maintenance
• Preventative Maintenance (PM)
o Logic to assist with efficiency of PM scheduling
• Roadway
• Concrete
• Asphalt
• Storm
• Sewer
o Import and Integration with Cues and Granite Net (Daily) • Sign and Striping
• Sidewalk
• Graffiti
• Public Right of Way
o PM
• Trees
o Data Import from West Coast Arborist
o Data Import of Landscape Maintenance Districts
• Traffic Control
▪ Fleet
• Preventative Maintenance (PM)
o Logic to assist with efficiency of PM scheduling
• Repairs
• Asset depreciation and replacement
• Fuel Master
• Sub warehouse
• Activity Codes (including new Supervisor Inspection)
▪ Facilities
• Preventative Maintenance (PM)
o Logic to assist with efficiency of PM scheduling
• Repairs
• Asset depreciation and replacement
• Based on the finding from the Facilities Conditions Assessment, the information from the report will be uploaded into MaintStar • Building Assets and Inventory (Container File)
▪ Water
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
• Preventative Maintenance (PM)
o Logic to assist with efficiency of PM scheduling
• Water hydrant
• Exercise Valve
• Pump Maintenance
• Water Distribution
• Customer Service
• Service Crew
• Miscellaneous
• Sub warehouse
▪ Traffic
• Preventative Maintenance (PM)
o Logic to assist with efficiency of PM scheduling
• Signal
o Battery Backup
• Street light
• Network Segments
• Handholes
• TMC Integration (Live)
• Miscellaneous
▪ Engineering
• FOG inspection
• CPI – Roadway
• Integration and Import (Annually)
▪ Sanitation
▪ Parks
• Parks and Park facilities (separate data group from Facilities) and corresponding assets including, but not limited to:
Baseball Field
Football Field
Soccer Field
Softball Field
Basketball Court
Handball Court
Horseshoe Pit
Tennis Court
Volleyball Court (hard)
Volleyball Court (sand)
Groundcover/shrubs
Wild flowers
Building/Security Lighting
Football Field Lighting
Fountain Lighting
Handball Court Lighting
Horseshoe Pit Lighting
Parking lot Lighting
Picnic Shelter Lighting
Pool Lighting (exterior)
Pool Lighting (interior)
Tennis Court Lighting
Volleyball Court Lighting
Wallkway/Landscape Lighting
Benches Steel
Benches Wood / Steel
Benches Wood
Bleachers Aluminum (3 row)
Bleachers Aluminum (4 row)
Bleachers Aluminum (15 ft, 5
Row)
Bleaches Aluminum (10 Row)
Bleaches Aluminum (12 Row)
Bike Racks
Picnic Tables Aluminum
Picnic Tables Aluminum (ADA)
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
Turf
Playground/Tot Lot
Tot Lot Slide
Tot Lot Swing
Shade Sail
Rubberized Surface
Pool
Pool Deck
Pool Building
Amphitheaters
Animal Pen Barn
Animal Pen Building
Armory
Barn Building (Museum)
Community Buildings
Concession Buildings
Honey House
Kiosks
Maintenance Building
Monument Signs
Multipurpose Building
Restrooms
Asphalt Parking Lots
Ball Field Lighting
Basketball Court Lighting
Concrete
DG Path
Asphalt
Exercise Equipment
Backflow Prevention Devices
Booster Pumps
Controllers
Gate Valves
Manual Valves
Pressure Relief Valves
Fencing
Walls
Pedestrian Bridges
Aluminum Bench (5 ft no/back)
Aluminum Bench (8 ft w/back)
Aluminum Bench (8 ft dugout)
Aluminum Bench (12 ft dugout)
Aluminum Bench (15ft dugout)
Aluminum Bench (16ft dugout)
Aluminum Bench (21 ft dugout)
Aluminum Bench (24 ft dugout)
Benches Concrete
Benches Recycled Plastic (5ft)
Benches Recycled Plastic (8ft)
Benches Rubberized
Picnic Tables Concrete
Picnic Tables Concrete (Circular)
Picnic Tables Rubberized
Picnic Tables Wood
Picnic Shelter
BBQs
Hot Coal Receptacle
Trash Cans Aluminum
Trash Cans Concrete
Trash Cans Metal (drum)
Trash Cans Metal (flat top)
Trash Cans Metal (funnel)
Trash Cans Plastic (Rubbermaid)
Trash Cans Recycled Plastic
Planks
Trash Cans For Recyclables
Drinking Fountains
Drinking taps (for dogs)
Decorative Fountains
Flag Pole
Dedication Plaques
Doggy Bag Stations
• Trees (separate data group from street trees)
• Etc. (park will add)
▪ Misc.
▪ Work Request customization
• General Warehouse setup
• Portal configuration
• Labor, Equipment and Materials
• Reports and Queries
• Setup Table integration
• Mobile Citizen customization
• Integration and import data from GoGov
▪ Link with GoGov and integration
• Fuel Master integration
▪ Vehicle fuel usage tracking
▪ Vehicle engine run and idle time
• Sewer Video Inspection and Data import (GraniteXP integration) ▪ Store future video and inspection on Maintstar if possible ▪ MicroPaver integration
• Pavement conditional index (PCI) on segment Id
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
▪ Arbor Access Integration
• Tree inventory and last trim maintenance activities
▪ Document integration with Laserfiche
Milestone Sign Off
Go Live
• Onsite Training and Go Live Support
• Option to have multiple Go Live phases
Post Go Live Support
• Milestones and Deliverables
• Quarterly assistance on each module, along with assistance on changing, importing, updating, or altering configurations and codes.
ESTIMATED DURATION: 3 Months
The above estimations are made with the assumption that City of Orange staff are reasonably available to work with MaintStar and vice versa. To facilitate timely completion of the project, Orange will endeavor to provide access to existing databases and systems, conversion testing, end user acceptance, requirements for reports and milestone acknowledgement.
Meetings and Updates
Regularly scheduled meetings are critical to ensure two-way communication, expectation management and project milestones are achieved. MaintStar recommends twice weekly scheduled meetings to discuss actions, issues, and other project related items. At a minimum, project managers and technical leads should be available for these meetings.
At the request of City of Orange, MaintStar will provide a dedicated project manager to be on site and in the field for 3 weeks during Month 1, 2 weeks of Month 2 and 2 weeks of Month 3. The investment of this time will be invaluable to the project and ensure timely completion.
Training Plan
During the implementation, 35 days of onsite and (optional) online training will be provided to ensure staff are sufficiently trained in customizations, asset management, work order entry and completion, report generation and other agreed upon requirements. To ensure appropriate resources are
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
available, MaintStar requests as much notice as possible when scheduling any training. The training plan will be developed and provided to ensure training is tailored to the staff in attendance.
At the City’s option, MaintStar may be available to provide 1 week of training for years 2-5. 5 Days onsite training @ $13,500 per week all expenses included. Upgrades are of no charge first 5 years as Hosting, Licenses, and Support are current.
The estimated professional fees are based on the resource requirements forecast at the time of the quotes and are subject to change because of changes in the project schedule, scope, or resource requirements for given tasks/activities.
Go-Live Conditions
The purpose of the Go-Live process to ensure that the MaintStar system is fully functional and operating properly. Particularly important will be the Public facing modules which must perform all advertised functions for City of Orange residents by the end of the go-live process. MaintStar will work with the City of Orange to coordinate a mutually agreeable Go-Live date which will be dependent on staff availability, end user training and system readiness. During the system implementation and data conversion phase, all customizations, setup tables, data validation and reports will be confirmed prior to, during and after Go-Live, as follows:
• Conditions for Go Live: City of Orange sign-off on reports, screen customizations, data import, asset and asset type setup, workgroup configuration, user accounts, work request and portal setup, and critical setup tables.
• Pre-Go Live: Subject Matter Expert crossover training, end user training, access to legacy database, City communications and outreach to internal/external customers, scheduling of downtime.
• Go Live: MaintStar to run final conversion, usually on a Thursday and Friday with Saturday and Sunday being reserved for any necessary work. City to shut down legacy system during this time and commit to running on “paper” during the outage. • Post Go Live: MaintStar staff to be available to provide production support. City of Orange to schedule the retirement of the legacy system
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
Support Options
POST GO LIVE WARRANTY SUPPORT – for 90 days following application “Go Live”, MaintStar will provide direct support to the customer to ensure application functions as expected. This support will be coordinated through regular meetings with the Project Team(s).
TRANSITION TO REGULAR SUPPORT – following the warranty period, the customer will transition to the regular support model, as outlined below.
NORMAL SUPPORT HOURS – means Monday – Friday, 4:00am – 4:00pm PST, except CONTRACTOR’S seven (7) Observed Holidays, which are:
1. New Year’s Day
2. Memorial Day
3. Independence Day
4. Labor Day
5. Thanksgiving Day
6. Day after Thanksgiving
7. Christmas Day
ISSUE BEGINS – an issue does not count if it is reported during planned system maintenance. The issue begins the latter of these three (3) events:
• When MaintStar Support answers the phone call reporting an issue during Normal Support Hours, from a Designated Support Contact; or
• The customer sent e-mail received during Normal Support Hours; or • The designated customer point of contact submits an online Issue Tracker request
ISSUE ENDS – the issue ends when the Supported Application returns to operational status.
SUPPORT AVAILABILITY – is during Normal Support Hours. Compliance means providing a response within one to four hours of the Issue Beginning for Severity one (1) issue (see table below). For other issues, MaintStar will respond within accordingly, depending on the priority.
BEST EFFORTS – means that MaintStar will provide best efforts to use all resources at our disposal to resolve the issue as quickly as possible. We cannot guarantee exactly how long this will be, and it will
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
vary depending upon the nature of the outage. Certain outages caused by an Act of God (beyond anyone’s reasonable control) may take longer to resolve than others.
PROCEDURE TO REPORT AN ISSUE – the Customer is responsible to report an issue. This can be completed in three (3) ways:
• For Non-Emergency Issues (Priorities 2 or 3):
o Utilize the Issue Tracker within the MaintStar Application • Use Support.Maintstar.com
• For Emergency After Hour Issues (Priority 1) call (800) 255-5675
Project Closeout
Project Closeout signifies final acceptance and formal closing of the Project and that all project goals and objectives have been achieved. At this time the City of Orange may choose to pursue additional or other out of scope at continuous improvement Projects, applications or interfaces, further building on the completed solution. At closeout the following is true:
Objectives:
• Confirm no critical issues remain for the project teams to resolve • Determine proper knowledge transfer to the City of Orange teams for key processes and subject areas has occurred
• Verify all deliverables included in the Agreement are delivered
Billing Schedule
• 50% due at project start
• 50% due at Go Live
• Optional training and services due after services rendered • Add storage capacity and option to increase per TB free of charge. • $59,000 Year 1
• $61,950 Year 2
• $65,047 Year 3
• $68,299 Year 4
• $71,713 Year 5
o Include CPI table CPI* 5% if actual is lower, we will lower. • Includes any upgrades during the length of the agreement
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
o MaintStar will provide support on any new upgrades
• $75,298 Year 6
• $79,062 Year 7
• $83,015 Year 8
• $87,165 Year 9
• $91,523 Year 10
ACCEPTANCE
Customer Company Name Service Provider Name
Full Name Full Name
Title Title
Signature Signature
Date Date
STATEMENT OF WORK FOR THE CITY OF ORANGE
MARCH 3, 2023
3510 Turtle Creek Blvd #17B
Dallas • TX • 75319
PROJECT QUOTE
13 EXHIBIT “B”
SCOPE OF SERVICES
LAND MANAGEMENT SYSTEM
[Beneath this sheet.]
MaintStar, Inc.
28 Hammond Unit D
Irvine, CA 92618
800-255-5678
949-458-7626 fax
www.maintstar.com
Eric Sabato
Vice President of Sales
714-883-8851
[email protected]
City of Orange - CA
MaintStar LMS Land Management System
Scope of Work
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 2
CONTENTS
Table of Contents 2
Overview 4
Services Description 4
Project Schedule 5
Project Management 5
Critical Success Factors 5
Iterative Refinement 6
Web-Based Shadow Training 6
Work Description 6
Initiation 7
Deliverable 1 – Project Initiation 7
Assumptions and City Responsibilities 7
Acceptance Criteria 8
Analysis 9
Deliverable 2 – Conversion Analysis 9
Assumptions and City Responsibilities 9
Acceptance Criteria 9
Configuration Support 10
Deliverable 3 - Configuration 10
Assumptions and City Responsibilities 10
Acceptance Criteria 10
Build 11
Deliverable 4 – Legacy Data Conversion Analysis 11
Assumptions and City Responsibilities 11
Acceptance Criteria 11
Deliverable 5 - Legacy Data Conversion 12
Assumptions and City Responsibilities 12
Acceptance Criteria 12
Deliverable 6 – Interfaces 13
Assumptions and City Responsibilities 13
Acceptance Criteria 14
Deliverable 7 – Reports 15
Assumptions and City Responsibilities 15
Acceptance Criteria 15
Readiness 16
Deliverable 8 - Training 16
Assumptions and City Responsibilities 16
Acceptance Criteria 17
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 3 City of Orange
Statement of Work – Land Management Software and Deployment Deploy 18
Deliverable 9 – Production Support 18
Assumptions and City Responsibilities 18
Acceptance Criteria 18
Deliverable 10 – Post Deployment Support and Transition to MaintStar Support 19 Assumptions and City Responsibilities 19
Acceptance Criteria 19
Attachment A – Required Features and Capabilities 20
General Requirements 20
On-Line Requirements 22
Mobile Field Access 23
Standard and Custom Reporting 24
Intake and Processing Module 25
MaintStar Electronic Plan Review 27
Inspection Module 29
Code Enforcement Module 31
Attachment B – Cost Quote 32
Attachment C – Sign Sheet 35
Project Costs and Fees 35
Payment Milestones 35
Acceptance 35
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 4 MaintStar Inc. (‘MaintStar’) will work with City of Orange, CA (“City”) staff to implement the software, leverage best practices, improve the customer experience, and meet functionality, timing, and cost requirements. This Statement of Work (SOW) sets forth a scope and definition of professional services work and project (“Services”) to be provided by MaintStar to the City.
PURPOSE
The purpose of this project is to implement the City’s MaintStar LMS cloud environment. Through this SOW, MaintStar and the City will detail the scope of activities, deliverables, roles and responsibilities, and acceptance criteria that will enable the City to achieve its objectives through the implementation and configuration of:
• Record / Config / Sub- types Configuration – this will include the following record types:
• Building Permit
• Planning and Zoning
• Code Enforcement with housing config. type
• Grading
• Encroachment / Transportation
• Workflow Configurations
• Inspection Configuration for all types of required inspections • Fee Configurations
• Email Templates
• Attachment, Contact Types Configuration
• Security Configuration
• Reports, Queries, and Form Writing
• Image Capturing (Attachments)
• ESRI Integration (ArcGIS)
• Laserfiche Integration
• Contractor State Licensing Board Integration
• City Area / GIS Zones Configuration
• Portal Configuration
• Payment Vendor Integration for portal payment processing
OVERVIEW
SERVICES DESCRIPTION
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 5 City of Orange
Statement of Work – Land Management Software and Deployment
PROJECT SCHEDULE
Upon execution of this SOW, MaintStar and the City will collaborate to determine a start date for services to be rendered. MaintStar will work with City staff to collaboratively define a baseline project schedule to achieve a 6 to 12- month schedule.
PROJECT MANAGEMENT
By mutual agreement, MaintStar will work with the City to provide ongoing project management services throughout the implementation to plan and monitor the execution of the project following the activities outlined in the SOW. These services include the following:
• Facilitate a weekly project status meeting with MaintStar and the City Project Team to review tasks completed during the prior weeks, the upcoming tasks requiring completion during the coming weeks, the resources needed to complete the tasks, a listing of any issues that may be placing the project at risk (e.g., issues that may delay the project or jeopardize the production date). • The City Project Manager will work with MaintStar to manage Project Documentation using the LMS Implementation record type, including:
• Issue log management and escalation
• Status reporting
• Change Order Management
• Resource Management
• Project oversight
• Facilitate a monthly project review meeting with the Project Steering Committee • Payment Vendor Integration for portal payment processing
CRITICAL SUCCESS FACTORS
To successfully execute the services described herein, there are several critical success factors for the project:
• Knowledge Transfer: A critical part of the implementation involves MaintStar’s transfer of knowledge to the City so that the City builds its knowledge to become self- sustainable in supporting MaintStar LMS.
After post-production assistance tasks are completed by MaintStar, The City will be responsible for the normal administrative support for the MaintStar LMS system. The administration support includes tasks like: fee updates, updating TBS document templates, managing users and rights, internal training, etc. Strong and focused participation by City staff throughout the configuration and deployment of MaintStar LMS will enable MaintStar to equip the City to assume operation of MaintStar LMS once the • Dedicated City Participants: The success of the project hinges on thoughtful, prepared, and sustained participation from City staff. MaintStar fully understands City staff has responsibilities that will compete with the time that can be dedicated to the MaintStar LMS implementations project and will take steps to be respectful of that time.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 6
ITERATIVE REFINEMENT TO SYSTEM IMPLEMENTATION
MaintStar will use the proven phased and iterative implementation approach, ensuring process-specific detail perfection before each subsequent stage (iterative refinement processing). A collaborative Project Management system offers project governance and a mutual method for tracking implementation. All implementation uses a formalized sign-off process, defined by clearly stated deliverables.
WEB-BASED SHADOW TRAINING
During the course of implementation MaintStar performs web based shawdow training. Shawdow training method (“show you, show me”) is a proven method to provide users and customer teams to gain a confident strong understanding not only of system operation but system design concepts that they leverage to get the most advantages from the applications.
As each milestone is achieved, mutual testing with shawdow training provides optimal combination of implementation success measurement, ease of use feedback, and system understanding.
WORK DESCRIPTION
The following section describes the activities and tasks that will be executed to meet the objectives and requirements of the City for this project. In support of the implementation, MaintStar will provide the following implementation services. For each deliverable, a description is provided as well as assumptions, City responsibilities, and criteria for acceptance of deliverables.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 7 City of Orange
Statement of Work – Land Management Software and Deployment
INITIATION
DELIVERABLE 1 – PROJECT INITIATION
Project initiation ensures the project starts in a well- organized, structured fashion and reconfirms expectations regarding the implementation. This deliverable is comprised of project planning activities, set up of project management templates and tools, and the first meeting conducted between the City and MaintStar after signing of the SOW.
In conjunction with City representatives and any designated support consultants, MaintStar will perform the following tasks:
• Kickoff: Conduct formal Project Initiation Kickoff to bring together key project sponsors to review the project scope and methodology – and set expectations for the delivery team. • Methodology: communicate the MaintStar methodology that will be used to deliver the services. • Project Document Management: Utilize the City’s LMS sandbox site for project documentation. •
Communication Plan and Project Guidelines: Develop a Communication Plan and project guidelines including communication norms, escalation procedures, status reporting templates, issue/risk management logs, work locations, etc.
• Scheduling: Establish weekly Project Status meeting and monthly Steering Committee schedule and confirm attendees.
• Deliverable Acceptance: Finalize and document formal deliverable sign- off procedures, identify team members that will be responsible for sign- off from the City and MaintStar. • Baseline Project Plan: Review and provide feedback to the integrated baseline project plan that includes resource allocation for all work in the project.
ASSUMPTIONS AND CITY RESPONSIBILITIES
Project initiation ensures the project starts in a well- organized, structured fashion and reconfirms expectations regarding the implementation. This deliverable is comprised of project planning activities, set up of project management templates and tools, and the first meeting conducted between the City and MaintStar after signing of the SOW.
In conjunction with City representatives and any designated support consultants, MaintStar will perform the following tasks:
• The city will:
• Assign a project manager.
• Assist in the development of the implementation plan
• Assign appropriate resources to each of the kickoff activities described above. • Identify and set expectations with key resources and Subject Matter Experts (SMEs) for ongoing participation in the project.
• Provide timely and appropriate responses to MaintStar’s requests for project planning input and meeting logistics requests.
• Adhere to agreed time-lines for deliverable review and acceptance. • Project Sponsors will participate in the Project Kickoff meeting to lay the groundwork for a successful project.
• MaintStar, the City and their designated support consultants will participate in a meeting before the kickoff to mutually agree on the above listed deliverables.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 8
ACCEPTANCE CRITERIA
The deliverable will be considered complete when the following is executed: • Review and acceptance of:
In conjunction with City representatives and any designated support consultants, MaintStar will perform the following tasks:
• Review and acceptance of:
• Project Initiation Kickoff presentation
• Project Status Report T emplate
• Baseline Project Plan
• Completion of:
• Project Initiation Kickoff meeting
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 9 City of Orange
Statement of Work – Land Management Software and Deployment
ANALYSIS
DELIVERABLE 2 – CONVERSION ANALYSIS
Conversion Analysis is comprised of activities required to identify the current procedures and data to be converted. MaintStar will review the comprehensive summary documentation provided by the City to learn as- is process work-flows and previously identified issues, opportunities, and recommendations. The key output of the process is the screen and data conversion mapping documentation, which serves as a blueprint for design and configuration efforts throughout the project and establishes the benchmarks for testing and acceptance at the conclusion of the project.
In conjunction with City representatives and their designated support consultants, MaintStar will perform the following tasks:
• Develop the screen and data conversion mapping documentation. MaintStar will work closely with City SMEs and their designated support consultants to identify any necessary revisions in planning, organizing, direction, and resource monitoring functionality processes as the result of LMS implementation with City SMEs and their designated support consultants to identify any necessary revisions in planning, organizing, direction, and resource monitoring functionality processes as the result of LMS implementation.
• Familiarize City leads and SMEs with MaintStar LMS software and capabilities to ground them in the knowledge they need going into the implementation.
• Create of the screen and data conversion mapping documentation. Provide input and guidance on development of the screen and data conversion mapping documentation.
ASSUMPTIONS AND CITY RESPONSIBILITIES
The City will:
• The City will:
• Provide the screen shots, working reports, data maps and other existing business process documentation including process flows, reports and forms, and other relevant information. • Make available the appropriate City SMEs to provide the required information, participate in the configuration analysis and verify the accuracy of the documented formats and data elements. • Schedule participants for meetings in workshops as needed. • Provide timely and appropriate responses to MaintStar’s request for information. • Documentation and analysis sessions as necessary will be performed remotely.
ACCEPTANCE CRITERIA
The deliverable will be considered complete when the following is executed:
• Review of the screen and data mapping documents to validate that the content accurately reflects the identified required planning, organizing, direction, and resource monitoring functionality processes as a result of conversion to MaintStar LMS.
• Acceptance of the updated Comprehensive Summary Document.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 10
CONFIGURATION SUPPORT
DELIVERABLE 3 – CONFIGURATION
MaintStar will provide the Configuration of MaintStar LMS to support the requirements defined in the developed screen and data conversion mapping documentation.
MaintStar will perform the following tasks:
• Configure System: Work with the City and designated support consultants to configure MaintStar LMS as defined in the developed screen, fees, inspection, work-flows, and all other aspects of system configuration. The configuration of the system will be the basis for the data conversion mapping from the existing system to the configured record types in MaintStar LMS. • Knowledge Transfer: Provide support in the demonstration of the configuration process to City staff so that they may learn through observation.
ASSUMPTIONS AND CITY RESPONSIBILITIES
The City will:
• The City will:
• Make available the appropriate City users and SMEs to:
• Participate in configuring the system to learn about the system. • Work with MaintStar to verify the system has been configured as required in the • Provide timely and appropriate responses to MaintStar’s request for information. • Documentation and analysis sessions as necessary will be performed remotely.
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• Review and approve the base implemented configuration of MaintStar LMS as documented in the approved developed screen and data conversion mapping documentation.. • Acceptance of the updated Comprehensive Summary Document.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 11 City of Orange
Statement of Work – Land Management Software and Deployment BUILD
DELIVERABLE 4 – LEGACY DATA CONVERSION ANALYSIS
The required data mapping effort will be conducted by MaintStar staff in conjunction with City personnel and their designated support consultants. MaintStar will work in partnership with appropriate City staff and their designated support consultants, to prepare for the migration of data from the City’s legacy system(s) to MaintStar’s Cloud LMS Development Environment.
MaintStar will perform the following tasks:
• Data Specification: Provide consultation to City personnel in mutually agreed upon requirements and mapping of the City’s legacy data into MaintStar LMS.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• The City will:
• Provide staff knowledgeable with the legacy data to assist in the data migration/conversion effort.
• The City maintains responsibility for data quality assessment and/or data cleansing. The City will need to review it’s existing data that is intended to be converted and do any adjustments or corrections they deem needed in the existing data prior to final conversion. Some data issues may be handled post conversion using the tools available in the MaintStar system and this should be discussed in detail with your MaintStar implementation team to define the best methods for handling any data corrections in the historical data. • The conversion process will execute up to three (3) iterations of the data conversion with testing of the converted data after each conversion run. If additional conversions are required and project schedule permits, additional conversion can be conducted upon mutual agreement
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• All data elements have been identified and confirmed by the City for conversion from the legacy system to MaintStar LMS.
The build stage includes the data conversion, development of interfaces, and custom report development. It comprises all the additional critical activities outside of the core configuration. Similar to Configuration, the City and their designated support consultants involvement in each step is critical to ensure success.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 12 DELIVERABLE 5 – LEGACY DATA CONVERSION: MAINTSTAR LMS
MaintStar will migrate appropriate legacy data into the MaintStar LMS Development Environment.
MaintStar will perform the following, working in partnership with appropriate City staff and their designated support consultants, to convert the data from the City’s legacy data to MaintStar LMS Cloud Development Environment:
• Migrate: MaintStar will migrate appropriate legacy data into the MaintStar LMS Development Environment.
• Validation: Provide confirmation documentation during each conversion test to verify data is being transferred correctly.
• Planning: Work with the City and their designated support consultant to plan and execute the final data conversion.
• Conversion: MaintStar to provide guidance on data elements that cannot be mapped.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• The City will:
• Maintain responsibility for data quality/data cleansing. • Provide staff knowledgeable with the legacy data to assist in the data migration/conversion effort.
• Validate/test the converted data. - Provide access to appropriate SMEs or system owners as needed throughout the conversion process.
• Provide timely and appropriate responses to MaintStar’s request for information. - Facilitate mapping effort and map the data.
• Provide access to legacy data for the mapping tool.
• The conversion process will execute up to 3 iterations of the data conversion with testing of the converted data after each conversion run. If additional conversions are required and the project schedule permits, additional conversions can be conducted upon mutual agreement. • Each data conversion will include up to three test runs. • The City will provide resources to accurately assess the quality of legacy data to be converted and take mutually acceptable measures to improve the quality of the data to meet project requirements.
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• Legacy data has been converted to MaintStar LMS Cloud Development Environment and confirmed by the City.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 13 City of Orange
Statement of Work – Land Management Software and Deployment DELIVERABLE 6 – INTERFACES – ESRI, CSLB, Laserfiche, and Tyler EDEN The City will use ESRI as a source for address, parcel, owner information, asset details, etc. The City will be responsible for all working portions of this interface as they pertain to ESRI whereas MaintStar will be responsible for all portions as they pertain to MaintStar. MaintStar will perform the following tasks in partnership with City staff:
• Data Gathering: Conduct interface analysis sessions with the City to determine requirements. • Interface Specification: Produce ESRI Interface/map and feature services specifications document as a basis for configuring the map services.
• Create GIS Service: Create and maintain a GIS service to be utilized by the interface. • Assist in testing and debugging: Assist the City with testing and debugging of the interface.
The City system will implement the standard interface to the California State Licensing Board (CSLB) that will validate a contractor’s state license in a real- time mode. The options for use of this module will be reviewed and configured during the implementation meetings.
The system will be configured to use the City Laserfiche document management system as the long- term repository of system related documents. The City will need to provide the API license and related documentation from Laserfiche that the LMS system will use for interaction with the Laserfiche system. The City will need to ensure the MaintStar LMS cloud system will have connection access to the City’s Laserfiche platform for testing and production.
The system will utilize the standard MaintStar interface to the Tyler EDEN accounting system utilizing the City’s available EDEN file import format as EDEN does not have a direct API interface for posting transactions.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• The City will:
• Provide the necessary information needed to assist in developing the ESRI Interface Specifications document.
• Provide interface data in the format(s) specified by the MaintStar team including:
• Ensure proper data is being pushed to MaintStar LMS module. • Assist in the interface specification development and data mapping process between MaintStar LMS module and ESRI GIS.
• Review and approve the ESRI Interface Specifications document. • Allocate the time for qualified personnel to test the interface for acceptance and ensure the data is pushed successfully according to the ESRI Interface Specifications document.
• Create test data for and certify interface before the start of User Acceptance Testing (UAT).
• Provide timely and appropriate responses to MaintStar’s request for information. • The purpose of all interfaces will be limited to an exchange of data.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 14
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• Legacy data has been converted to MaintStar LMS Cloud Development Environment and confirmed by the City.
• Demonstration and approval of the completed interface as per the requirements detailed in the ESRI Interface Specifications document.
• MaintStar LMS is fully operational with the City’s GIS interface MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 15 City of Orange
Statement of Work – Land Management Software and Deployment DELIVERABLE 7 – REPORTS
Reports are defined as anything that can be printed from the system, including but not limited to, reports, forms, queries, documents, notices, and correspondence the City wishes to print or export as identified during configuration analysis. During the system implementation process (up- to the system going live), the City can identify any forms or reports they want created and the MaintStar implementation team will configure those forms and reports as part of the implementation process at no additional cost. Reports and exports will be developed using Queries/SSRS/Word- TBS.
In support of report development, MaintStar will perform the following tasks:
• Optional Custom Reports (if requested)
• Analysis: Work with key City Stakeholders to identify reports to be developed as part of the implementation.
• Specifications: Provide Report Design Specification document as the basis for developing in- scope reports.
• Development: Based on Reports Design Specification document, develop all in- scope reports. • Training: Train City staff on Queries/SSRS/Word- TBS in support of the City authoring their own reports. After the appropriate training on the database and Queries/SSRS/Word- TBS report writing tool is completed, the City staff will be able to handle additional and future report requirements.
• Knowledge Transfer: Mentor the City throughout the process of developing in- scope reports, providing opportunity for knowledge transfer.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• The City will:
• If option is selected for custom reports:
• Make available the appropriate key staff and content experts to participate in the Report Design Specification document development and validation activities. • Provide Timely and appropriate responses to MaintStar’s request for information. • Provide electron copies or mockups of reports.
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• City validation of the output of reports based on specifications and confirmation reports are operational in MaintStar LMS.
• Demonstration and approval of the completed interface as per the requirements detailed in the ESRI Interface Specifications document.
• MaintStar LMS is fully operational with the City’s GIS interface City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 16
READINESS
DELIVERABLE 8 – TRAINING
MaintStar will provide training for City staff that focuses on the administration, maintenance, and augmentation of the MaintStar LMS configuration. MaintStar’s goal is to educate City resources on all aspects of MaintStar system to ensure the City becomes self- sufficient once the project ends. MaintStar recommends that training session are limited to 10 – 15 people to allow students to have more one- on- one interaction with the trainer.
This is only a recommendation and not a restriction, there is no additional cost if the City wants to hold larger class sizes.
MaintStar may be requested by the City to provide the following training in support of the implementation in this SOW:
• Core Team Training: day course, this course will give clients the knowledge they need about MaintStar LMS prior to going into the Analysis and Configuration phases. It will familiarize them with the terminology, basic to advanced concepts, possibilities of automation, and other relevant MaintStar LMS information. The audience should consist of the team that will be most involved in the Analysis and Configuration sessions and are working with the MaintStar team on making decisions. • MaintStar Admin Training: day course, generally after Analysis, which includes information on skill sets needed for Administrative level role played by the client. Client will become full familiar with these concepts so they may either completely build out the City on their own or assist in business analysis and process design. Participants will also learn how to manage the day to day operation of MaintStar LMS and perform minor ongoing system enhancements and changes. • MaintStar End User Training: day course conducted close to the go- live date. Participants will learn the processes within MaintStar LMS and how to navigate to the appropriate information and update as needed.
• MaintStar Optional Reports Query Builder/SSRS Training: day course, generally conducted following the Analysis phase. The skill sets learned are essential for any report development role played by the City.
MaintStar will also provide the following:
• Scheduling: Coordinate with the City to define the training schedule and logistics (the City will be responsible for the scheduling of participants).
• Documentation: Deliver standard training documentation in a format that can be used to customize the documentation.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• Training is limited to 15- 20 participants per course. By Mutual agreement, the MaintStar trainer and City may modify the class size.
• The City will:
• Support the training with City and designated support consultant participating in the training session applying actual work processes.
• Identify all trainers and engage them with the project team as early as possible in the schedule to develop their knowledge of the system.
• Arrange the time and qualified people for the training who are critical to the project’s success. • Manage the scheduling of all City attendees.
• Documents delivered by MaintStar to the City will be valid for LMS and the version the City is trained on.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 17 City of Orange
Statement of Work – Land Management Software and Deployment
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• Completion of pre and post live support following the contractual scope • The production system is in use by the City on a daily basis.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 18 DEPLOY
DELIVERABLE 9 – PRODUCTION SUPPORT
Production support transpires when MaintStar LMS moves from the Development Environment to the Production Environment. The go- live date will be agreed to by both MaintStar and the City. In the days before moving to Production, MaintStar will assist in final data conversion and system validation.
As part of Production Support, MaintStar will perform the following tasks:
• Pre- Production Checklist: Assist in the development of a Pre- Production checklist that details the critical tasks that must be accomplished before moving to Production. • Cut-over: Provide resources to support the move from the Development Environment to the Production Environment. MaintStar will provide resources during pre- production deployment and cut-over operations and will provide resources for post- production support. • System Configuration Migration: With assistance from the City, lead the effort to transfer the system configuration and any required data from Support to Production.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• The City will:
• Allocate appropriate staff to this effort to ensure the system is operating per signed specifications and ready for the move to production.
• Develop the User Acceptance T est scripts.
• Identify and document any issues encountered during UAT and provide them to MaintStar to resolve.
• Provide timely and appropriate responses to MaintStar’s request for information.
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• Completion of UAT.
• A fully tested system that is ready to move to the Production Environment.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 19 City of Orange
Statement of Work – Land Management Software and Deployment DELIVERABLE 10 – POST DEPLOYMENT SUPPORT AND TRANSITION TO MAINTSTAR SUPPORT MaintStar will provide assistance to address issues and provide consultative advice immediately following the move to Production for daily use by their annual maintenance agreement.
As part of Post Deployment Support MaintStar will perform the following tasks via their annual maintenance agreement for the cloud- based system:
• Support: Provide post- production support for MaintStar developed configuration and components.. • Issue Identification: Assist with the identification of post- production issues and identify issues to be resolved by MaintStar.
• Troubleshooting: Resolve issues on the list; address issues that may arise related to the deliverables in this SOW. Help City staff answer questions associated with using MaintStar LMS and advice in training issues.
ASSUMPTIONS AND CITY RESPONSIBILITIES
• The City will:
• Provide technical and functional user support for post- production support and monitoring. • Develop and maintain a post- production issues list.
• Provide timely and appropriate responses to MaintStar’s request for information. • Ensure appropriate project leadership and ongoing support staff participants in the hand-off call with MaintStar Support.
• Provide timely and appropriate responses to MaintStar’s request for information.
ACCEPTANCE CRITERIA
This deliverable will be considered complete when the following is executed:
• City sign-off / acceptance of the system based upon completion of services described in this SOW. • MaintStar’s agreement of the contractual agreements for maintenance of the Cloud based system.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 20 ATTACHMENT A – REQUIRED FEATURES AND CAPABILITIES
General Requirements
1 System is browser-based (i.e., “cloud-based”).
2 System centralizes and integrates all aspects of the activity life-cycles, from initiation/application through ultimate disposition.
3 System provides dynamic screen generation, based on type of case, permit, activity, etc. 4 System provides multi-modal screens allowing users to use/access several records or windows at once to support multi-tasking.
5 System provides configurable menus and lookup options. 6 System provides ability to tab from field to field.
7 System provides ability to search on all fields.
8 System provides a calendar interface for date fields. 9 System provides confirmation prompts prior to deletion, with option to cancel. 10 System provides ability to import/attach multiple electronic documents from staff or customers to permits, inspections, plans, activities, cases, parcels, violations, etc. 11 System work-flows management structure is flexible, expandable, and configurable. 12 System work-flows features sequential flow, automatically alerting staff or customers to the next task, action, deadline or milestone in the process.
13 System work-flows provides the flexibility to re-route or reassign tasks, add or delete steps, delay rescheduling of tasks and milestones, or defer a condition to a future date. 14 System work-flows features flexibility to add activities such that the newly-added activities will auto- generate requisite, associated activities, based on type of activity. 15 System work-flows features should allow City to be able to associate multiple persons with planning tasks, permit processing, inspection assignment, plan review, miscellaneous activities, and code enforcement cases/violations, in essence generating a running contact/reference list for each stage of the process.
16 System should allow all staff to easily verify status of required fields and conditions prior to proceeding to next sequential step or activity. In order to complete tasks, users should be able to access or link to task-related information, such as permit applications, digital plans, staff comments, etc.
17 System provides integrated, multi-functional GIS capabilities for users, including staff, applicants and the general public.
18 System utilizes City’s GIS system as the basis upon which all subsequent geographic data sets are derived and maintained, avoiding third party mapping systems.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 21 City of Orange
Statement of Work – Land Management Software and Deployment 19 System maintains a real-time connection to ESRI’s ArcServer 10.x and higher version geo-databases without reliance on shapefiles.
20 System provides parcel history and tracking through spatial queries to create link between “parent” tables and “child” tables in the database schema.
21 System provides ability to auto populate fields providing basic information (e.g., ownership, address, parcel number, zoning, etc.) using either a parcel identifier, spatial query, or selection of a GIS feature. 22 System provides ability to retrieve system data (e.g., permits, cases, inspections) by selecting parcels, either by point or polygon.
23 System provides ability to display all development information (e.g. projects, permits, violations) on any geographical area upon demand.
24 System provides ability to assign a project/case to a spatial entity other than a parcel. Should have the ability to assign to point and line features, as well as user-defined polygons.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 22 On-Line Requirements
1 System allows submission of permit application(s) on-line. 2 System allows existing data in the system (i.e., account information, related projects, owner, company, location, or license information) to pre-populate information into the on-line application. 3 System allows applicants to submit plans and supporting documentation. 4 System allows generation of fee estimates by calculating various fee types, including minimum-, fixed-, basic-, variable-, additive-, multiplicative-, or incremental-fee calculations dependent on various factors, such as base amounts, multipliers, steps, etc. 5 Ability to process fee payments through payment platform hosted by Contractor or qualified third- party provider.
6 Ability to generate a fee history and audit trail, including fee distribution information corresponding to City business rules (e.g., general ledger codes, departments, business units, or accounts). 7 System provides applicants ability to check status of applications, review comments. 8 System provides applicants ability to request an inspection and preferable time (e.g., a.m. or p.m.). 9 System provides ability to view current fines, fees, liens due. 10 System provides ability to request a refund of fees or other payments. 11 System provides ability to report a code violation or submit a complaint. 12 System provides ability to request an appeal or variance. 13 System provides ability to generate fee estimates and receive on-line payments, and print receipts and payment history.
14 System provides customers with detailed instructions and requirements for applications and submissions.
15 System provides customers with save points to avoid lost progress and allows customers to return later to complete applications.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 23 City of Orange
Statement of Work – Land Management Software and Deployment Mobile Field Access
1 System allows designated users to interact with all relevant data and task functions remotely, using a range of mobile devices.
2 System allows designated users to access sortable, filterable lists of daily or weekly inspections, including inspection type, and priority, status.
3 System allows designated users to access real-time updates to the mobile device, including any changes to an assigned inspection.
4 System allows designated users to view results, comments, outcomes of previous inspections, if any. 5 System allows designated users to view application, plans, previous inspection records and comments.
6 System allows designated users to access location-specific information via GIS integration. 7 System allows designated users to utilize dynamic checklists for inspection types. 8 System allows designated users to upload of photos and videos. 9 System allows designated users to initiate re-inspections. 10 System allows designated users to initiate enforcement actions, such as stop work orders, violations, etc.
11 System allows designated users to reassign inspections from one inspector to another, either by inspector or supervisor action.
12 System allows designated users to digitally capture signatures in the field.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 24 Standard and Custom Reporting
1 System data will be readily available in standardized, integrated report templates. 2 System allows City to create and save custom reports which, once created, offer the same functionality as standardized reports.
3 Standardized or custom reports are exportable into Adobe format and Microsoft Office Suite formats. 4 Standardized and custom reports provide standard word processing functionality (e.g., cut and paste, word wrap, and spell check).
5 Standardized or custom reports displayed in columnar or grid format are configurable by users (i.e., sorting, grouping, and subtotaling).
6 System provide users the ability to report on all fields, including custom, user defined fields. 7 System provides mail-merge capability for mass mailings/reports/notifications. 8 System provide ability to generate notifications using GIS (i.e., notify adjacent properties or properties within a user-defined radius of a selected point, parcel, or polygon). 9 System provides ability to utilize dashboards and dynamic charts and graphs or to create same. 10 System provides ability to view and/or generate real-time “to-do” lists. 11 System allows the import of graphics, such as City logo or departmental logos, into standardized and customized reports.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 25 City of Orange
Statement of Work – Land Management Software and Deployment Intake and Processing Module
1 System will facilitate project intake via a variety of methods, including on-line applicant submissions and intake/entry by City staff of over-the-counter submission. 2 System will auto-generate a temporary, pre-filing number and assign it to unsubmitted applications to assist with support, if needed, to take the application to formal submission. 3 System will auto-generate a unique project I.D. once required project information is provided and application is submitted.
4 System will pre-populate information into the on-line application based on preexisting data in the system (i.e., account information, related projects, owner, company, location, license information). 5 System will support the capability to queue the application for review by personnel prior to routing to departments for processing or to reopen a closed or canceled application. 6 System will retrieve pertinent parcel and property-related information, including any existing records on uses, citations, inspections, or reports, based on the location entered on the application. 7 System will determine required permits, inspections, clearances, and/or conditions, based on type of application or permit and prompt for required inputs by the applicant. 8 System will determine existing permitted use of proposed project site. 9 System will generate conditions of approval.
10 System allows generation of fee estimates by calculating various fee types, including minimum-, fixed-, basic-, variable-, additive-, multiplicative-, or incremental-fee calculations. 11 System will process fee payments through systems native payment platform or qualified third-party provider.
12 System will generate a fee history and audit trail, including fee distribution information corresponding to City business rules (e.g., general ledger codes, departments, business units, or accounts). 13 System will connect with state licensing boards to determine status of professional certifications/ licenses.
14 System will facilitate manual and condition-based routing of applications, based on pre-defined work- flows processes and business rules.
15 System will generate a menu of items that are required, such as data, plans, and required studies and reports and related status (i.e., received, incomplete, reviewed, approved, needs revision, or not received).
16 System will track key dates, milestones, meetings, etc. 17 System will allow deferred submittal of required items, subject to approval by supervisors. 18 System will generate notice(s) to applicants listing required items, either at specified point in the process or on demand by staff.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 26 19 System will process and track appeals, including sending notifications to appropriate parties. 20 System will determine if permits are subject to renewal and, if so, auto-generate renewal date and date for pre-expiration notification.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 27 City of Orange
Statement of Work – Land Management Software and Deployment MaintStar Electronic Plan Review Module
1 System provides ability for applicant to submit plans on-line in specified dimensions and digital formats (e.g., PDF) or in person, in either specified digital or paper format, which can then be scanned or uploaded into the system by City personnel.
2 System provides ability to annotate/markup plans using pre-defined shapes and colors, track all versions of plans submitted for a project, superimpose two drawings to view differences and automatically flag, or otherwise visually indicate any new sheets or changes made. 3 System provides ability to markup plans on-line (tablet/stylus tools and text tools) and save changes to the plans.
4 System provides ability to automatically notify applicant of key statuses via electronic notification and for applicant to review plan review information, updates, and status on-line. 5 System provides ability to load code sets into system (e.g., building, zoning, etc.). 6 System allows migrated application records to complete the permitting process through plan review, permit issuance, and completion (includes recording plan review comments, fee calculation, fee acceptance, permit issuance, inspection, and completion). 7 System provides ability to configure plan review work-flows based on permit requirements and business rules (e.g., payment of fees) and accommodate simultaneous reviews and identify review dependencies, including:
8 Capability to designate project managers and involved reviewers, as well as to define skill sets, plan review type, department, supervisor, etc. for City staff and for non-staff, professional reviewers. 9 Capability to assign or re-assign plan review to multiple staff disciplines, including non-staff, contracted professional reviewers, assign plan review components accordingly, and to hold, cancel or escalate plans for review.
10 Ability for reviewers to view project information related to the plan review, including clearances, conditions, or other relevant information.
11 Capability to notify all reviewers that changes have been made by another department (even after the department has approved) because additional review may be necessary and to alert users if a plan review approaches or moves beyond an acceptable measure. 12 Ability to create comments and/or conditions, with metadata, from a predetermined list or manually, which shall be locked from modification by the applicant, and to consolidate all comments from reviewers into a plan review report (e.g., comment sheet) exportable to multiple formats. 13 Capability to flag a plan review for supervisor review/approval. 14 Capability to automatically trigger a follow-up plan review when a modified plan is submitted by the applicant.
15 Capability to allow the Supervisor to revise any comments and conditions that have been made and captured changes in an audit trail.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 28 16 Capability to restart the application process at the appropriate step, as determined by the plan reviewer or supervisor, if the requested corrections force the applicant to re-engineer the plans. 17 Ability to enable secure, electronic approval stamps/seals for all pages or a specified range of pages of a plan set. The stamps/seals shall be customizable by department, unalterable and non-duplicable, including date, time and author.
18 Capability to save approved plans in a file format that prevents any further changes to the plans (e.g., PDF) and to provide the approved plans and review report available for download by the applicant via the on-line portal.
19 Ability to generate sortable and exportable performance metrics, such as priority and aging metrics, preferably in a dashboard feature.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 29 City of Orange
Statement of Work – Land Management Software and Deployment Inspection Module
1 System provides inspection module fully integrated with the work-flow module to allow for an inspection to be automatically triggered as part of a work-flow process. Supervisors or designated staff should have the ability to manually override a list of required inspections. 2 System provides fully customizable inspection module, with both the ability to manually assign or reassign inspections and auto-configure inspection scheduling. 3 System provides flexible management of multiple inspection types, including, but not limited to, building, electrical, plumbing, sign-age, encroachment, temporary, and special inspections. 4 System provides ability to categorize inspection types by department, division, or section and associate fees with each inspection type.
5 System computes inspection scheduling availability based on designated inspector of record, inspector availability, and complexity of inspection.
6 System provides ability for inspectors in the field the flexibility to schedule an ad-hoc inspection not on the original inspection list.
7 System provides ability to notify an inspector of a change in his or her inspection schedule (e.g., addition, cancellation) and also notify applicant of scheduled inspection via electronic notification. 8 System provides ability for inspections to be triggered or halted if dictated by work-flow/project status.
Likewise, the work-flow should halt or advance based on the outcome/status of inspections. 9 System provides the ability to track and cross-reference inspection activity and performance across a range of metrics, including by type of inspection and by respective personnel, as well as by date range, geography, outcome and type of project work-flow. 10 System provides ability for mobile upload of mandatory inspection information (e.g. required fields and checklists).
11 System provides ability for mobile upload of supporting documentation with or without connectivity. 12 System provides ability for mobile upload of pictures and/or video with or without connectivity. 13 System provides ability for mobile entry of standard disposition codes and rejection codes for inspection types.
14 System provides ability for mobile entry of standard sets of comments and conditions for an inspection type(s).
15 System provides ability for mobile additions of a new inspection, follow-up inspection and/or permit requirement.
16 System provides ability for mobile capture of electronic signature(s).
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 30 17 System provides ability for mobile, automated notification of inspection outcome to applicant and to appropriate City staff/departments.
18 System provides ability for mobile close-out, hold or cancel permits based on inspection results. 19 System provides ability for mobile printing of inspection documentation (e.g., correction notice, red tag, inspection results, violation notice, etc.).
20 System provides inspectors with mobile access to contact information for contractor or other responsible party.
21 System provides inspectors with mobile access to permit application(s). 22 System provides inspectors with mobile access to permit history, if any. 23 System provides inspectors with mobile access to project plans. 24 System provides inspectors with mobile access to prior inspection(s), outcome(s) and notes. 25 System provides inspectors with mobile access to correction notices, if any. 26 System provides inspectors with mobile access to code violations, active and historic.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 31 City of Orange
Statement of Work – Land Management Software and Deployment Code Enforcement Module
1 System provides enforcement module integrated with the permitting, work-flow and GIS aspects of the system and fully accessible by mobile device.
2 System allows the general public to submit complaints via the on-line public portal using standardized menus for complaints and violations that are also fully customizable by the City. 3 System provides ability to generate a new complaint record either electronically via on-line portal submission or manually by City staff via accessing the system in the office or through mobile access in the field.
4 System provides ability to capture complaint type, details/description, address/location, and complainant contact information.
5 System provides ability to generate a unique complaint number. 6 System provides mobile ability to upload of photos and video. 7 System provides ability to associate a complaint with an existing application(s) or project ID(s), if applicable.
8 System provides ability to hide complainant personal contact information from view by the pubic in the on-line portal.
9 System provides ability to automatically notify the complainant of action taken in response to the submission.
10 System provides ability for mobile access to violator information and property information. 11 System provides ability to associate complaints with property address or parcel number, as well as with multiple permits and permit types and review information related to those records. 12 System provides ability to track/store complaint history for a location and to access the information in the field.
13 System provides ability to display or hide complaint data from the public on-line according to business rules.
14 System provides ability to manually request inspections by other department staff. 15 System provides ability to trigger an event in a work-flow (e.g., hold on the application) based on the outcome of a complaint investigation.
16 System provides ability to issue enforcement-related documents to a complainant, property owner or responsible party in response to a violation.
17 System provides ability to track all review, notification, enforcement, and disposition actions related to a complaint.
18 System provides ability to generate letters, notices, and citations on standardized or customized templates integrated into the enforcement work-flow for mailing, mail-merge, or export to other formats.
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 32 ATTACHMENT B – COST QUOTE
City of Orange CA - Software License
Software Licensing MaintStar LMS - Vendor Hosted Land Management Permitting Module $ 45,000.00
Inspections Module $ 45,000.00
Code Enforcement Module $ 40,000.00
Planning & Zoning Module $ 45,000.00
Discount - $ 60,000.00
Total Software Licensing Costs $ 115,000.00
City of Orange CA - Implementation*
Professional Services MaintStar LMS - Vendor Hosted Land Management Configuration and Implementation
System Setup/Config., Data Input, Forms, Notifications
$ 55,000.00
Data ETL from CentralSquare TrakIT
Data Extract, Transform, and Load
$ 25,500.00
Configuration and Implementation
Public Portal
$ 65,000.00
Configuration and Implementation
Mobile Inspection
$ 14,500.00
On Site Training/Go Live Assistance
5 Days - On Site Training/Travel Expenses Included
$ 13,500.00
Discount - $ 40,000.00
Total Professional Services Costs $ 133,500.00
City of Orange CA - Agency Integration*
Interface Development Services MaintStar LMS - Vendor Hosted Land Management ESRI ArcGIS
Multiple layer, GIS Service - Bi-Direction
Standard Interface
Microsoft Exchange/Office 365
Business Software Integration
Standard Interface
Total Agency Interface Costs $ 0.00
* Any fees from Third Parties for professional services are not included, and are negotiated and paid by the agency.
MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 33 City of Orange
Statement of Work – Land Management Software and Deployment City of Orange CA - Annual Hosting, Support and Updates Annual Recurring Fee $ 39,500.00
Total Annual Fee $ 39,500.00
* Subject to 5% CPI Annual Increase
City of Orange CA - Total First Year Pricing
Total First Year Outlay MaintStar LMS - Vendor Hosted Land Management MaintStar LMS Total First Year Costs $ 288,000.00
Two System Loyalty Discount - $ 50,000.00
$ 238,000.00
City of Orange
Statement of Work – Land Management Software and Deployment MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 34 City of Orange CA - Electronic Plan Review Module Software License Software Licensing MaintStar LMS - Electronic Plan Review Module Electronic Plan Module $ 35,000.00
Implementation Discount - $ 10,000.00
Total Software Licensing Costs $ 25,000.00
City of Orange CA - Annual Hosting, Support and Updates Annual Recurring Fee $ 19,500.00
Total Annual Fee $ 19,500.00
* Subject to 5% CPI Annual Increase
City of Orange CA - Electronic Plan Review Module Total First Year Pricing Total First Year Outlay MaintStar LMS - Electronic Plan Review Module MaintStar EPR Module Total First Year Costs $ 44,500.00 MaintStar, Inc. | 3510 Turtle Creek Blvd. Unit 17B • Dallas, TX 75219 | City of Orange | February 8, 2023 page 35 City of Orange
Statement of Work – Land Management Software and Deployment ATTACHMENT C – SIGN SHEET
PROJECT COSTS AND FEES
The estimated professional fees are based on the resource requirements forecast at the time of the quotes and are subject to change because of changes in the project schedule, scope, or resource requirements for given tasks/activities.
PAYMENT MILESTONES
• 50% due at project commencement
• 50% due at Go Live
• Optional training and services due after services rendered • The on-line storage space will be unlimited for system data and attachments
ACCEPTANCE
MaintStar City of Orange
By By
Printed Printed
Title Title
Date Date