this Section 12 or the EULA, Licensee will have no other right or license to the Selectron Services. At the termination or expiration of this Agreement, for any reason, the limit right to access the Selectron Services under this Section 12 will immediately terminate.
13. Selectron Services Restrictions. Licensee hereby acknowledges and agrees that it shall not use the Selectron Services for any purpose other than the purpose for which Selectron has developed the Selectron Services, and that it shall use the Selectron Services in accordance with the EULA and all applicable laws, rules, and regulations. Licensee shall not, and shall ensure that Authorized Users do not, directly or indirectly: (a) modify, rent, sublease, sublicense, assign, use as a service bureau, copy, lend, adapt, translate, sell, distribute, create derive works from, decompile, disassemble, reverse engineer or otherwi se attempt to discover the source code, object code or underlying structure, ideas, know -how, processes or algorithms relevant to the Selectron Services or remove any proprietary notices or labels affixed on or delivered with the Selectron Services.
Selectron may monitor use of the Selectron Services. In the event of any violation of this Section 13 or the terms of the EULA by Licensee or any person Licensee provides with access to the Licensed Software (whether or not such person is an employee that Licensee provides with access to the Selectron Services (“Authorized User(s)”), Selectron may require that Vendor terminate the provision of the Selectron Services under this Agreement.
14. Authorized Users; Licensee Identification and Passwords. Licensee shall not permit any person to access the Selectron Services other than employees whom Licensee has designated as Authorized Users. Each individual natural person shall be a separate Authorized User for purposes of this Agreement. Licensee shall create or r equest that Selectron create unique log- in credentials, consisting of a “User Identification” and “User Password”, for each individual Authorized User who shall be accessing the Selectron Services. Licensee hereby acknowledges that Licensee and its Author ized Users bear sole responsibility for protecting the confidentiality of all User Passwords and shall remain fully responsible and liable for (an d Selectron shall not be responsible or liable for) any unauthorized use of any User Identifications or User P asswords.
Licensee shall not share or disclose, and shall not permit any Authorized User to share or disclose, such Authorized User’s log-in credentials with or to any other individual or entity, even if such other individual is also an Authorized User. A User Identification may not be transferred from one Authorized User to another Authorized User. Licensee shall promptly terminate (or cause to be terminated by requesting that Selectron terminate) the User Identification for any individual who ceases to be an Authorized User for any reason, including without limitation due to termination of such individual’s employment with Licensee. Licensee shall promptly notify Selectron if it discovers or suspects that any log -in credentials have been accessed or used by any person other than the Authorized User to which such log-in credentials were granted, in which case Selectron shall promptly reset or provide Licensee with a means of resetting the password associated with such log-in credentials.
15. Customer Tools. Licensee may permit its customers to access and use the Customer Tools solely through Licensee’s website and/or an application that is set up and maintained as part of the Selectron Services, and solely for the purpose of enabling such customers to (a) receive notifications sent by or on behalf of Licensee, (b) make payments to Licensee, (c) view their invoices from Licensee and history of payments to Licensee, and (d) update their contact information with Licensee. “Customer Tools” mean the Selectron Services components and interfaces that, as described in the Documentation, are designed and intended to be accessed by customers of Licensee through an application that is set up and maintained as part of the Selectron Services and/or Licensee’s website.
16. Updates, Maintenance, and Technical Support. Licensee understands and agrees that Selectron may make modifications and updates to the Selectron Services from time to time. Modifications or updates to current features and functions built into the current version of Subscription Servies shall be provided at no additional charge to Licensee. In the event Selectron makes new features or functions available and does not remove any existing features or functionality, Selectron may determine in its sole discretion whether to provide such modifications and updates to Licensee and its other customers as an update to the Selectron Services provided hereunder, or whether such modifications and updates will be issued as a separate or new product or premium version of the Selectron Services that is available only at an additional charge.
17. Internet Security. Selectron Services are made available through the internet and may be used to access and transfer information over the internet. Licensee is solely responsible for the security and integrity of information it transfers from the Selectron Services, if any. No representations or warranties to Licensee are made regarding (a) the security or privacy of Licensee’s network environment, or (b) any third-party technologies or services not included in the Software ability to meet Licensee’s security and privacy needs. These third-party technologies and services may include, but are not limited to, operating systems, database management systems, web servers, and payment proc essing services. Licensee is solely responsible for ensuring a secure environment for information it transfers from the Selectron Services, if any. 1024
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18. Outbound Services Disclaimer. Outbound services are intended to create additional methods of communication for Licensee’s employees who use the Selectron Services in support of existing processes. These services are not intended to replace all interaction with Licensee’s end users or employees. While the outbound services have been created with the best available tools and practices, they are dependent on infrastructure that is inherently not fail -proof including, but not limited to, infrastructure such as software, computer hardware, network services, telephone services, and e -mail. Examples of situations that could cause failure include but are not limited to: down phone lines, all lines busy, equipment failure, email address changes, and Internet service disruptions. For this reason, while outbound services are valuable in providing enhanced communication, they are specifically not designed to be used as the sole method to deliver critical messages.
Licensee acknowledges that it is aware of the potential hazards associated with relying on an automated outbound service feature, when using the Selectron Services, and Licensee acknowledges and agrees that it is giving up in advance any right to sue or make any claim against Selectron, and that Licensee forever releases Selectron from any and all liability caused by (a ) any failed call attempts (including excess of calls over and above network or system capacity), incomplete calls, or any busy - outs; (b) any failure to transmit, obtain or collect data from callers or for human and machine errors, faulty or erroneous input, inarticulate caller communication, caller delays or call lengths exceeding estimated call lengths or omissions, delays and losses in connection with the Selectron Services provided hereunder; or (c) if Licensee, Licensee’s employees, or Licensee’s end user suffer injury or damage due to the failure of outbound services to operate, even though Licensee does not know what or how extensive those injuries or damages might be, unless such losses were directly attributable to Selectron’s gross negligence or willful misconduct.
19. Data Transfers Between Licensee and Selectron. The parties acknowledge that, to facilitate providing the Selectron Services, Selectron and Licensee shall regularly transfer Licensee data to each other. Licensee, not Selectron, is responsible for providing and maintaining a secure file transfer protocol for such transfer of Licensee data, and shall be responsible for maintaining the security of the system components, environment, and procedures of such file transfer protocol.
20. Licensee’s Privacy Practices. Licensee acknowledges that the Licensee data includes information about individuals with whom Licensee, rather than Selectron, has direct relationships. Therefore, it is Licensee’s obligation, and not Selectron’s obligation, to provide any privacy notices or disclosures to, and obtain any consent from, such individuals as may be required by applicable law with respect to processing of the Licensee data by Selectron on Licensee’s behalf. Licensee represents, warrants, and covenants to Selectron that (a) Licensee has the authori ty to transmit the Licensee data to Selectron; and (b) Selectron’s collection, storage, transmittal, and other processing of the Licensee data on behalf of Licensee, as described in the Documentation and this Agreement, does not and will not violate any ap plicable laws, regulations, ordinances, contracts, policies, orders, or decrees to which Licensee is subject.
Confidentiality
21. General. The parties agree to hold each other’s Confidential Information in strict confidence, not to use it in any way, commercially or otherwise, other than for the legitimate purposes of this Agreement, and not to disclose it to others. For purposes of this Agreement, “Confidential Information” means and will include any information, materials or knowledge that is disclosed by one party or its Affiliates (“Discloser”) to the other party or its Affiliates (“Recipient”) during the relationship contemplated by this Agreement and concerns Discloser and its business, including business plans, roadmaps, financial condition, products, programming techniques, suppliers, technology or research and development. Recipient agrees to take all actions reasonably necessary to protect the confidentiality of all Confidential Information, including implementi ng and enforcing procedures to minimize the possibility of unauthorized use or disclosure of Confidential Information and not using or disclosing the Confidential Information to any third party (except as necessary to perform the Services or where required by law or court order). All Confidential Information, if any, is provided “AS IS” and without any warranty, express, implied or otherwise, regarding its accuracy or performance.
22. Exceptions. Confidential Information will not include any information that: (a) is or becomes publicly known through no fault of Recipient; (b) was rightfully in Recipient’s possession at the time of disclosure, without restriction as to use or disclosure; (c) has been rightfully received by Recipient from a third party without restriction as to use or disclosure; or (d) was developed by employees or agents of Recipient independently of and without access or reference to any information communicated to Recipient by Discloser. The Disclosing Party agrees that these obligations of confidentiality will cease to apply to any information after five (5) years following the Disclosing Party’s first disclosure thereof (excluding in respect of any trade secrets of Vendor or Partner, which will remain Vendor’s or Partner’s Confidential Information in perpetuity).
23. Usage Data. Notwithstanding anything to the contrary in this Agreement or otherwise, Vendor, Partner, and Selectron may collect and analyze Usage Data and will be free, during and after the Term, to (i) use such information and data to improve and enhance the Services and Selectron Services and for other development, diagnostic and corrective purposes in 1025
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connection with the Services and Selectron Services and other offerings, and (ii) use and disclose Usage Data pertaining to Licensee in aggregate or other de-identified forms in connection with business. As used herein, “Usage Data” means data and other information, including derivatives thereof, relating to the provision, use and performance of the Services and Selectron Services.
Limitation of Liability
24. The Vendor will not be liable for any general, special, incidental or consequential damages including, but not limited to, loss of production, loss of profits, loss of revenue, loss of data, or any other business or economic disadvantage suffered by the Licensee arising out of the use or failure to use the Software.
25. With the exception of warranties outlined in this Agreement, the Vendor makes no warranty expressed or implied regarding the fitness of the Software, Partner Subscription Services, or Selectron Services for a particular purpose or that the Softwa re, Partner Subscription Services, or Selectron Services will be suitable or appropriate for the specific requirements of the Licensee.
26. The Vendor does not warrant that use of the Software, Partner Subscription Services, or Selectron Services will be uninterrupted or error-free. The Licensee accepts that software in general is prone to bugs and flaws within an acceptable level as determined in the industry.
Warrants and Representations
27. Vendor warrants that:
a. Software will perform without Defects during the term of this Agreement. If the Software does not perform as warranted, Vendor will use all reasonable efforts, consistent with industry standards, to cure the Defect. b. “Defect” means any failure of the Software or Services or component thereof to conform in any material respect with applicable Functional Requirements as defined and included in this Agreement as Exhibit C or any specifications mutually agreed to as part of any accepted Deliverable as define by an applicable Statement of Work. c. Vendor will (a) perform the services in a professional, workmanlike manner, consistent with industry standards; (b) perform the services in a manner that complies with all applicable laws and regulations; (c) staff the project with a sufficient number of resources with skills and experience sufficient to perform services in accordance with the requirements of this Agreement; and (d) comply with applicable functional requirements in Exhibit A and Exhibit C or other plans or specifications approved by Vendor and the City in any approved deliverables or work products. In the event Vendor provides services that do not conform to this warranty, Vendor will timely re-perform such services at no additional cost to City.
28. Vendor warrants that (a) it will perform the Services in a manner that complies with all applicable laws and regulations, and (b) when City requirements are included in an SOW, the City shall provide all Services and Work Products to comply with identified functional requirements or other expectations listed in the applicable SOW.
29. In the event that any Service or Work Product fails to conform to the foregoing warranty in any material respect, Vendor will, at its expense, promptly use commercially reasonable efforts to cure or correct such failure.
Indemnification
30. By Licensee. Licensee will defend, indemnify and hold Vendor, Partner, Selectron and their officers, directors, employees and agents harmless from and against any liabilities, losses, damages and expenses, including court costs and reasonable attorneys’ fees (collectively, “Losses”), arising out of or in connection with any third-party claims; (i) arising from Licensee’s (or any User’s or Authorized User’s) use of the Services or Selectron Services in violation of this Agreement or applicable law; or (ii) alleging that Customer Data or the use thereof in accordance with this Agreement infringes or misappropriates a party’s intellectual property or other rights therein.
31. By Vendor, Partner, and Selectron. To the fullest extent permitted by law, Vendor will defend, indemnity and hold Licensee and its officers, directors, employees and agents harmless from and against any Losses arising out of a third -party claim (i) that the Software or Services infringe any United States patent or any copyright or misappropriate of any trade secret or (ii ) arising from Vendor, Partner, or Selectron’s gross negligence or willful misconduct in performance of the Services. The foregoing obligations do not apply (i) with respect to portions or components of the Software or Services not supplied by Vendor, Partner, or Selectron, made in whole or in part in accordance with Licensee’s direction or specifications, modified after delivery by Licensee, or combined with other processes or materials where the alleged infringement relates to such supply, use, modification or combination; (ii) where Licensee continues allegedly infringing activity after being notified 1026
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thereof or after being informed of modifications that would have avoided the alleged infringement; or (iii) with respect to any use of the Software or Services in violation of this Agreement or applicable law. a. Notwithstanding the foregoing, in the event a particular design, process or product of a particular manufacturer is specified by City in writing, City shall defend, indemnify and hold Vendor , Partner, or Selectron harmless from any suits or claims of patent or copyright infringement arising out of Vendor, Partner, or Selectron 's use of those specified designs, processes or products. City does not, however, consent to or authorize the unauthorized, unlicensed or otherwise impermissible use of any patented or copyrighted designs, processes, or products by Vendor, Partner, or Selectron. Therefore, if Vendor, Partner, or Selectron has any reason to believe the use of a specified design, process or product would result in the infringement of any patents or copyrights, Vendor , Partner, or Selectron shall promptly provide written notice thereof to City. b. If Vendor, Partner, or Selectron is subject to a claim of patent or copyright infringement, then Vendor, Partner, or Selectron hereby agrees to provide City prompt notice of any such claim, and to permit City to assume and control the defense of such action, with counsel selected by City. Vendor, Partner, or Selectron shall not enter into any settlement of any such claim without City's prior written consent, which shall not be unreasonably withheld.
This indemnification obligation shall survive this Agreement and shall not be limited by any term of any insurance policy required under this Agreement.
32. Infringement Claims. If, due to a claim of infringement, the Software or Partner Subscription Services are held by a court of competent jurisdiction to be or are reasonably believed by Vendor, Partner, or Selectron to be infringing, Vendor, Partner, or Selectron may, at its option and expense (a) replace or modify the Software or Services to be non -infringing provided that such modification or replacement contains substantially similar features and functionality, (b) obtain for Licensee a license to continue using the Software or Services, or (c) if neither of the foregoing is commercially practicable, terminate this Agreement and provide Licensee a refund for any prepaid, unused fees for the Services. The foregoing is Licensee’s sole and exclusive remedy with respect to infringement claims.
33. Procedure. To be entitled to the benefit of a Party’s (“Indemnitor”) obligations under this Section, (i) the other Party (“Indemnitee”) must advise the Indemnitor in writing of the existence of the claim promptly upon learning of its assertion; (ii) the Indemnitee must cooperate with the Indemnitor in all reasonable aspects connected with the defense of the claim; and (iii) the Indemnitor must have the sole right to control the defense and/or settlement of all such claims, inclu ding selection of counsel. Notwithstanding the foregoing, if any settlement admits wrongdoing by Indemnitee, Indemnitee will have the right to pre-approve any such settlement in writing, such approval not to be unreasonably withheld. Further, Indemnitee will have the right to participate in the defense of any claim with separate counsel of its own choice at its own expense.
Professional Services
34. Under this Agreement the Vendor shall perform the services identified Exhibit A.
35. Vendor shall, at its own cost and expense, furnish all facilities and equipment necessary for Vendor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.
36. City shall have the ability to interview Vendor staff filling roles defined by the SOW as “key personnel.” Once assigned, Vendor may not remove, except for reasons outside the control of Vendor, personnel listed in an applicable SOW as “key personnel” without the approval of the City. Both parties acknowledge that removal of “key pers onnel” would have detrimental impacts on the project. In the event that “key personnel” are removed for any reason, Vendor and City shall mutually agree upon process and period for onboarding new staff, which shall be provided at no cost to the City.
37. During the term of this Agreement, and for a period of one (1) year following the expiration or termination of this Agreement, City and Vendor agree, not take action to disrupt or interfere, or attempt to disrupt or attempt to interfere, wit h the business of the other party by directly or indirectly soliciting, recruiting, or attempting to recruit any of the other party’s employees, contactors or consultants or otherwise inducing or attempting to induce the termination of any employee, contractor, or consultant of the other party. For the purposes of this provision, “take action” shall not be deemed to include broad based recruiting efforts, including, but not limited to, help wanted advertising and City posting of open positions.
38. Vendor will abide by any applicable City security or human resource policies in effect and communicated to Vendor when accessing City systems or facilities.
39. Vendor will comply with any instructions, restrictions, or conditions related to use of any City systems.
40. Professional Ability. Vendor acknowledges, represents and warrants that Vendor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations. City has relied upon the professional ability and training of Vendor as a material inducement to enter into this Agreement. Vendor shall perform in accordance with generally accepted professional practices and standards of Vendor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Vendor to perform services hereunder, such person shall be removed immediately upon receiving notice from City. 1027
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41. Implementation Software is limited to the functional areas identified in Exhibit A.
42. Implementation of the Software is limited to the features and/or applications identified in Exhibit A.
Support Services
43. The Vendor shall support and maintain computer software to the City including the following. Services shall be provided consistent with the service level agreements identified in Exhibit A. a. The City will be entitled to hosting services in Microsoft Azure at no additional cost. The Vendor will provide both a Production and Test environment that include necessary software licenses and capacity to accommodate the City’s needs under this Agreement.
b. The City will be entitled to maintenance, upgrades, and backups of the hosted environments. c. The City will be entitled to unlimited technical support during Vendor business hours (7:30 AM to 5:30 PM Pacific, Monday through Friday). at no additional cost. A contact number will be provided for critical issues outside of business hours. Support is provided via email, or phone. Phone support includes screen sharing when required. d. The City will be entitled to regular software updates. e. The City will be notified via email when an update becomes available. If the City elects not to upgrade they will not be able to take advantage of features and fixes added in that update. f. The City will be entitled to a reasonable number of refreshes upon request per year of their test environment from production.
g. The City is also entitled to licensing costs for major upgrades that require services at no additional cost. In these cases, the City will only incur the cost of the services required. An example of a major upgrade would be a change in the development platform or re-write of the program based on newly available programming tools. Such upgrades would be very infrequent but could require implementation services and training to successfully migrate.
44. The annual fee for Hosting, Technical Support, and Maintenance is identified in Exhibit A, due within 30 days of agreement execution.
45. The annual fee for Hosting, Technical Support, and Maintenance in subsequent years will receive a 5% increase from the preceding year, and is due within 30 days of the Acceptance date anniversary:
46. City data will be used only to provide City with the defined services and for purposes compatible with providing those services. Vendor will not use City data or derived information for any commercial purposes. City retains all rights, titles, an d interests in and to their data, and Vendor acquires no rights to City data other than the rights granted to provide the servi ce.
Vendor will not disclose City data except as directed by the City or as required by law.
47. City will have the ability to request access to City database backup and copy of City files at any time during the term of service upon request. In the event of expiration or termination of service, Vendor will make City data (database backup and attached files) available to download for a period of 90 days after expiration or termination of service. At the end of the 9 0- day retention period, Vendor will delete City data. City is solely responsible for the retention or extraction of software provided by City. Vendor has no liability for the deletion of data as described in this section.
Third-Party Software/Services
48. Under this Agreement Vendor shall ensure the performance of the Selectron services identified in Exhibit A under the coordination and oversight of Vendor.
49. Under this Agreement Vendor shall ensure the performance of the PermitRocket services identified in Exhibit A under the coordination and oversight of Vendor.
50. Under this Agreement CORE Business Technologies shall perform the services identified in Exhibit CA (“ Payment Processing Agreement Application and Fee Schedule”) under coordination and oversight of Vendor.
Third-Party Software/Services Additional Terms
51. Additional terms relative to the agreement with CORE Business Technologies are detailed in Exhibit CA.
Implementation Cost
52. The cost for implementation will be as described in Exhibit A.
Payment Schedule
53. The payment schedule will be as described in Exhibit A.
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Acceptance
54. All terms, conditions and obligations of this Agreement will be deemed to be accepted by the Licensee ("Acceptance") upon the execution and delivery hereof by each of the parties hereto of this agreement and an accepted purchase order, but in no event later than January 31, 2024.
Term and Termination
55. Term. This Agreement is effective as of the Effective Date and will continue in effect until terminated in accordance with this Section (the “Term”). In respect of the Vendor Hosting, Partner Subscription Services, and Selectron Services, Exhibit A will indicate periods for which City is permitted to use the Subscription Services and Selectron Services (each, a “Subscription Period”). Unless otherwise set out in the Order Form, at the end of City’s first Subscription Period and each subsequent Subscription Period thereafter, City’s commitment to purchase Subscription Services will automatically renew (each, a “Renewal”). A Renewal may be cancelled by one Party notifying the other Party of its intent to not renew no less than sixty (60) days prior to the Renewal. In respect of any Professional Services, Vendor will commence work on the date listed in the applicable Order Form or Statement of Work and continue performance for the period designated therein .
56. Removed.
57. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Agreement at any time, immediately upon written notice to Vendor. In the event of termination Vendor shall be compensated for:
a. All authorized work satisfactorily performed prior to the effective date of termination. b. Any necessary materials or services of others ordered by Vendor for this Agreement, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Vendor is not able to cancel such orders. Compensation for Vendor in such event shall be determined by City in accordance with the percentage of the project or services completed by Vendor; and all of Vendor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City.
Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
58. Termination in the Event of Default. Should Vendor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Agreement, City may immediately terminate this Agreement by giving written notice of such termination, stating the reasons for such termination. Vendor shall be compensated as provided in this section; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Vendor's breach of this Agreement. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
59. Termination. In addition to any other remedies it may have, (a) either Party may terminate this Agreement (i) with thirty (30) days’ notice if the other Party materially breaches any of the terms or conditions of this Agreement and fails to cure the breach during the notice period; (ii) with thirty (30) days’ notice if the other Party becomes insolvent or (iii) by issuing a notice not to renew (as set out in above) where no other Order Forms or Statements of Work are then in effect; and (b) Vendor may terminate this Agreement (i) immediately if Licensee violates the Subscription Services section (Prohibited Use), or (ii) with ten (10) days’ notice if Licensee fails to pay Fees when due and does not rectify non-payment in the notice period.
60. Termination for non-appropriation. In the event the Licensee does not appropriate funding for this agreement, Licensee shall have the option to terminate the Agreement with thirty (30) days notice to Vendor.
61. Effect of Termination; Survival. In the event of any termination of this Agreement under this Section, (i) Vendor’s or Partner’s obligations to perform and Licensee’s rights to use the Services will immediately cease; and (ii) all outstanding Fees, including fees for Hosting and Partner Subscription Services that are reconciled for the period up to the effective date of termination and fees for Professional Services rendered prior to termination, will become immediately due and payable. If Vendor hosts database portions of the Software, Vendor will make Customer Data available to Licensee for electronic retrieval via a database export for a period of thirty (30) days following Agreement termination; thereafter Vendor may, but is not obligated to, delete stored Customer Data. Any termination of this Agreement prior to Vendor’s completion of Professional Services may be subject to additional terms and conditions as set out in the applicable Order Form or Statement of Work if designated by Vendor. All sections of this Agreement which should, by their nature, remain applicable after termination will survive, including accrued rights to payment, confidentiality obligations, warranty disclaimers, and limitations of liability.
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Fees and Payment Policy
62. Vendor shall invoice the City for any software, support, or professional service fees based on payment terms identified in Exhibit A.
Unless otherwise identified in a statement of work, professional service and support fees include any expenses incurrent by Vendor in performing the services.
63. Provided Vendor is not in default under this Agreement, Vendor shall be compensated as provided as per the payment terms listed in Exhibit A. Any and all payments made pursuant to this Agreement shall be subject to the Agreement Payment Limit.
The Payment Limit includes expenses (phones, photocopying, meals and travel etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Vendor may be required to provide back -up material upon request.
Vendor shall submit timely invoices to the following address:
a) Attention: City of Richmond, Finance Department - Accounts Payable P.O. Box 4046
Richmond, CA 94804-0046
Email: [email protected]
64. All invoices that are submitted by Vendor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.
65. The City will pay invoice(s) within 30 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
66. All insurance coverage required by this Agreement shall be provided by the Vendor before this Agreement shall be executed by the City. The insurance coverage must be kept current during the term of this Agreement for payments to continue to be authorized.
General Terms and Conditions
67. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock- outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Agreement, riots, civil unrest, acts of terrorism, insurrection, w ar, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
68. If Licensee provides any feedback, comments, suggestions, ideas, requests or recommendations for modifications or improvements to Vendor’s or Partner’s products, services, websites, documentation or similar materials (“ Feedback”), Licensee hereby assigns and agrees to assign all right, title and interest in any such Feedback to Vendor or Partner to be us ed for any purpose.
69. If a dispute arises out of or relates to this contract, or the breach thereof, and if the dispute cannot be settled through negotiation, the parties agree first to try in good faith to settle the dispute by mediation administered by the American Arbitration Association under its Commercial Mediation Procedures before resorting to arbitration, litigation, or some other dispute resolution procedure.
70. The Parties to this Agreement submit to the jurisdiction of the courts of the State of California for the enforceme nt of this Agreement or any arbitration award or decision arising from this Agreement. This Agreement will be enforced or construed according to the laws of the State of California.
71. This Agreement can only be modified in writing signed by both the Vendor a nd the City.
72. This Agreement does not create or imply any relationship in agency or partnership between the Vendor and the City.
73. If any term, covenant, condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid, v oid or unenforceable, it is the parties' intent that such provision be reduced in scope by the court only to the extent deemed necessary by that court to render the provision reasonable and enforceable and the remainder of the provisions of this Agreement will in no way be affected, impaired or invalidated as a result.
74. This Agreement contains the entire agreement between the parties. All understandings have been included in this Agreement.
Representations which may have been made by any party to this Agreement may in some way be inconsistent with this final written Agreement. All such statements are declared to be of no value in this Agreement. Only the written terms of this Agreement will bind.
75. All notices, demands, statements, or communications provided for by this Agreement shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notice shall be deemed delivered :
a. upon personal delivery
b. as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or
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c. as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery.
For the purposes of this Agreement, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
Notices shall be sent to:
Intuitive Municipal Solutions, LLC
541 N Mt Juliet Rd, Suite 2201B
Mount Juliet, TN 37122
City of Richmond, California
450 Civic Center Plaza
Richmond, CA 94804
76. Independent Vendor. Vendor acknowledges, represents and warrants that Vendor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Vendor. This Agreement shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Vendor, Vendor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Vendor relationship created by this Agreement, City shall not withhold state or federal income taxes, the reporting of which shall be Vendor's sole responsibility.
77. Brokers. Vendor acknowledges, represents and warrants that Vendor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Agreement.
78. Inspection. Vendor's performance, place of business and records pertaining to this Agreement are subject to monitoring, inspection, review and audit by authorized representatives of the City of Richmond, the State of California, and the United States Government. If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or othe r public property, City shall have the right to inspect such work upon reasonable notice.
79. Records. Vendor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Vendor's regular business records and such additional records pertaining to this Agreement as may be required by the City.
80. Vendor shall retain all documents pertaining to this Agreement for a period of five (5) years after this Agreement's termination (or for any further period that is required by law) and until all Federal or State audits are complete and exceptions resolved for this Agreement's funding period. Upon request, Vendor shall make these records available to authorized representatives of the City of Richmond, the State of California, and the United States Government.
81. Vendor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Agreement. The Vendor’s accounting and control systems shall be satisfactory to City.
Vendor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Agreement, including properly executed payr olls, time records, utility bills, invoices, and vouchers. The City shall be afforded prompt access to Vendor's records, books, and Vendor shall preserve such project records for a period of at least five (5) years after the termination of this Agreement, or for such longer period as may be required by law.
82. Vendor shall permit City and its authorized representatives and accountants to inspect, examine and copy Vendor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Agreement at any reasonable time for the purpose of auditing and verifying statements, invoices, or bill s submitted by Vendor pursuant to this Agreement and shall provide such assistance as may be reasonably required in the course of such inspection. Vendor shall also allow City access to the record keeping and accounting personnel of Vendor.
83. City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5) year period following the termination of this Agreement; and Vendor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5) years after the termination of this Agreement.
84. Pursuant to California Government Code § 10527, the parties to this Agreement shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Agreement. The examination and audit shall be confined to those matters connected with the performance of this Agreement including, but not limited to, the cost of administering this Agreement.
85. Changes and Extra Work. All changes and/or extra work under this Agreement shall be performed and paid for in accordance with the following:
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a) Only the City Council or the City Manager may authorize extra and/or changed work. Vendor expressly recognizes that other City personnel are without authorization to either order extra and/or change work or waive Agreement requirements. Failure of Vendor to secure the authorization for such extra and/or changed work shall constitut e a waiver of any and all right to adjustment in Agreement price due to such unauthorized work and Vendor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work. b) If Vendor is of the opinion that any work which Vendor has been directed to perform is beyond the scope of this Agreement and constitutes extra work, Vendor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Agreement and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Vendor on a fair and equitable basis. A change order or Agreement Amendment providing for suc h compensation for extra work shall be negotiated between City and Vendor and executed by Vendor and the appropriate City official.
c) In the event City determines that such work does not constitute extra work, Vendor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Vendor. Said written appeal shall include a description of each and every ground upon which Vendor challenges the staff's determination.
86. Business License. Vendor shall obtain a Richmond Business License before performing any services required un der this Agreement. The failure to so obtain such license shall be a material breach of this Agreement and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Agreement to reflect such waiver.
87. Conflict of Interest. Vendor acknowledges, represents, and warrants that Vendor shall avoid all conflicts of interest (as defined under any federal, state, or local statute, rule or regulation, or at common law) with respect to this Agreement.
Vendor further acknowledges, represents, and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Vendor that would invalidate this Agreement. Vendor acknowledges that in the event that Vendor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Agreement, all consideration received under this Agreement shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Agreement for one (1 ) year.
88. Insurance. Insurance requirements are set forth in the City RFP 2023-03. Vendor shall abide by the insurance requirements set forth therein.
89. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Agreement.
90. Compliance with Laws. Vendor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Agreement, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters
2.50, 2.52, 2.56, and 2.60, if applicable.
91. Vendor agrees to comply with the provisions of the Richmond Sanctuary City Contracting Ordinance (SCCO, Ordinance No. 12-18). Contractor must submit the Sanctuary City Compliance Statement included herein as Exhibit F along with the bid or proposal prior to execution of the contract.
92. Vendor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Vendor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Al so as prescribed in §
2.60.070, Vendor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
93. Vendor shall comply with § 2.28.030 of the Municipal Code, obligating every Vendor or subcontractor under an Agreement or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, n ational origin or ancestry of any employee, any applicant for employment or any potential subcontractor.
94. Vendor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies . Vendor agrees to abide by the terms and conditions of said policies.
95. Limitations upon Subcontracting and Assignment. This Agreement binds the heirs, successors, assigns and representatives of Vendor. The Vendor shall not enter into subcontracts for any work contemplated under this Agreement , except where expressly indicated, and shall not assign this Agreement, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee. 1032
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96. With the exception of those third parties included in this Agreement, Vendor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Agreement or the retention of subcontractors by Vendor, Vendor shall provide to City upon request copies of each and every subcontract Agreement prior to the execution thereof by Vendor and subcontractor. Any assignment by Vendor of any or all of its rights under this Agreement without first obtaining City's prior written consent shall be a default under this Agreement.
97. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Vendor (if applicab le), or of the interest of any general partner or joint venturer or syndicate member if Vendor is a partnership or joint-venture or syndicate, which shall result in a change of control of Vendor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
98. Integration. This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Vendor and City may be used to assist in the interpretation of the Exhibits to this Agreement.
99. Modifications and Amendments. This Agreement may be modified or amended only by a change order or Agreement Amendment executed by both parties and approved as to form by the City Attorney. 100. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Vendor hereunder shall be non-exclusive, and City reserves the right to employ other Vendors in connection with the project. 101. Confidentiality. Vendor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Agreement, their records, or services provided them, and assures that:
a. All applications and records concerning any individual made or kept by Vendor or any public officer or agency in connection with the administration of or relating to services provided under this Agreement will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service. b. No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service. 102. Claims. Any claim by Vendor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action. 103. Interpretation. This Agreement shall be interpreted as if drafted by both parties. 104. Severability. In the event that any of the provisions or portions or applications thereof of this Agreement are held to be unenforceable or invalid by any court of competent jurisdiction, City and Vendor shall negotiate an equitable adjustment in the provisions of the Agreement with a view toward effecting the purpose of this Agreement, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected ther eby. 105. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Agreement on behalf of City. The party signing on behalf of Vendor warrants and represents that he or she is duly authorized to enter into and execute this Agreement on behalf of Vendor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Agreement on behalf of Vendor. 106. Waiver. The waiver by City of any breach of any term or provision of this Agreement shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Vendor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Vendor’s obligation to fulfill this Agreement as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Agreement. 107. Precedence. Any inconsistencies in this Agreement shall be resolved in accordance with the following descending order of precedence:
a. This Agreement
b. Exhibit A – Statement of Work and Payment Schedule
c. Vendor response to City RFP 2023-03
d. City RFP 2023-03
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Signatures
The individuals signing below represent that they have the authority to sign this Agreement.
City of Richmond, CA
Printed Name
Title
Signature
Date
Approved as to form:
By_______________________
City Attorney
Intuitive Municipal Solutions, LLC
Vance Bradshaw, President
Signature
Date
Exhibits
All Exhibits hereto are made a part of this Agreement and incorporated herein.
Exhibit A – Statement of Work and Payment Schedule
Exhibit B – Selectron End User License Agreement
Exhibit C – Functional Requirements
Exhibit CA – Payment Processing Agreement Application and Fee Schedule Exhibit D -- Vendor response to City RFP 2023-03
Exhibit E -- City RFP 2023-03
Exhibit F – Sanctuary City Compliance Statement
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Exhibit A
Statement of Work
and
Payment Schedule
City of Richmond, CA
RFP# 2023-03
Land Management Community Development
System and Implementation Services
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Statement of Work & Payment Schedule
Table of Contents
Section 1:Overview of the Project ................................................................................................................................. 52 Section 1.1:Project Criteria for Success ..................................................................................................................... 53 Section 1.2:Project Scope .......................................................................................................................................... 64 Section 1.2.1:Functional / Module Scope ............................................................................................................. 64 Section 1.2.2:Organizational Scope ....................................................................................................................... 75 Section 1.2.3:Data Conversion Scope .................................................................................................................... 75 Section 1.2.4:Interface Scope ................................................................................................................................ 96 Section 1.2.5:Modification / Enhancement Scope .............................................................................................. 119 Section 1.2.6:Reporting Scope ............................................................................................................................ 119 Section 1.2.7:REMOVED .................................................................................................................................... 1210 Section 1.2.8:Workflow Scope .......................................................................................................................... 1210 Section 1.2.9:Implementation Deliverables ...................................................................................................... 1311 Activity Widgets .................................................................................................................................................... 1711 Run System Reports .............................................................................................................................................. 1711 Activity Reports: ................................................................................................................................................ 1811 Relay Permits Reports: ...................................................................................................................................... 1811 SelecTXT Reports: .............................................................................................................................................. 1911 Section 2:Project Governance ................................................................................................................................... 2211 Section 2.1:City of Richmond Project Structure .................................................................................................... 2211 Section 2.2:City of Richmond Project Roles and Responsibilities ......................................................................... 2311 Section 2.3:iMS Project Structure ......................................................................................................................... 2511 Section 2.4:iMS Project Roles and Responsibilities ............................................................................................... 2611 Section 2.4.1:iMS Executive Oversight .............................................................................................................. 2611 Section 2.4.2:iMS Steering Committee ............................................................................................................. 2611 Section 2.4.3:iMS Project Manager(s) ............................................................................................................... 2611 Section 2.5:Third Party Vendors ............................................................................................................................ 2711 Section 2.5.1:Third Party Role(s) ....................................................................................................................... 2711 Section 2.5.2:Third Party Oversight Responsibilities ......................................................................................... 2711 Section 2.5.3:Third Party Software and Services that ....................................................................................... 2711 1036
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ARE NOT INCLUDED ........................................................................................................................................... 2711 Section 2.6:Project Plan ........................................................................................................................................ 2811 Section 2.6.1:Project Plan ................................................................................................................................. 2811 Section 2.6.2:Project Documentation ............................................................................................................... 3011 Section 2.6.3:Project Status Reports ................................................................................................................. 3011 Section 2.6.4:Steering Committee Meetings .................................................................................................... 3011 Section 2.6.5:Requirements Traceability Matrix ............................................................................................... 3011 Section 2.6.6:Issues Log..................................................................................................................................... 3011 Section 2.6.7:Decision(s) Matrix ........................................................................................................................ 3011 Section 2.7:Acceptance ......................................................................................................................................... 3111 Section 2.7.1:Deliverable / Milestone Acceptance for Land Management Community Development System and Implementation Services / Phase Acceptance .................................................................................................. 3111 Section 2.7.2:Acceptance Form ............................................................................. Error! Bookmark not defined.11 Section 2.8:Issue Resolution ................................................................................................................................. 3111 Section 2.8.1:Issue(s) Resolution Process ......................................................................................................... 3111 Section 3:Technology Requirements ......................................................................................................................... 3211 Section 3.1:Technology Architecture .................................................................................................................... 3211 Section 3.2:System Requirements ........................................................................................................................ 3311 Section 3.3:Required Environments ...................................................................................................................... 3311 Section 3.4:Hardware Availability ......................................................................................................................... 3311 Section 3.4.1:Requirements for Project Start ................................................................................................... 3311 Section 4:Implementation ......................................................................................................................................... 3411 Section 4.1:Schedule ............................................................................................................................................. 3511 Section 4.1.1:Project Phases ............................................................................................................................. 3511 Section 4.2:Implementation Methodology / High Level Plan ............................................................................... 3511 Section 5:Change Management / Project Management ........................................................................................... 3711 Section 5.1:Onsite Activity .................................................................................................................................... 3711 Section 5.2:Requirements Mapping ...................................................................................................................... 3711 Section 6:Training ...................................................................................................................................................... 3811 Section 6.1:Training Coordination ......................................................................................................................... 3811 Section 6.2:Training Material Development ......................................................................................................... 4111 Section 6.3:Training Courses ................................................................................................................................. 4111 Section 6.4:Training Delivery ................................................................................................................................. 4111 1037
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Section 6.5:Training Evaluation and Follow Up ..................................................................................................... 4111 Section 7:Quality Assurance ...................................................................................................................................... 4211 Section 8:Ongoing Support ....................................................................................................................................... 4311 Section 8.1:Post Live Support Scope ..................................................................................................................... 4311 Section 8.2:Post Live Support Duration................................................................................................................. 4311 Section 9:Facility Requirements ................................................................................................................................ 4411 Section 9.1:Project Team Equipment .................................................................................................................... 4411 Section 9.2:Project Team Facilities / Workspace / Security Access ...................................................................... 4411 Section 10:Personnel Requirements ......................................................................................................................... 4411 Section 11: Acceptance Process ................................................................................................................................ 4511
11.1: Deliverable or Service Acceptance ............................................................................................................... 4511
11.2: System / Phase Acceptance ......................................................................................................................... 4511 Section 12:Payment Schedule ................................................................................................................................... 4611 Section 12.1:Milestone Listing .............................................................................................................................. 4611 Section 12.2:Payment Amounts ............................................................................................................................ 4611 Section 13:Service Level Agreement ......................................................................................................................... 4711
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Section 1: Overview of the Project
Intuitive Municipal Solutions (iMS) along with PermitRocket and Selectron is excited to partner with the City of Richmond, CA on this Land Management Community Development System, and Implementation Services project. Section 1 - An Overview of the Project includes acquisition, configuration, and implementation of the iMS Suite of products, iMS Professional Services including historical TRAKiT data conversion, integrations, iMS Project Management, coordination of the (list the other products) and other ongoing services including software support and maintenance.
This iMS solution being provided will be designed as a Software-As-A-Service (SaaS) configuration and hosted by iMS. In general, the iMS suite is a single system comprised of various applications that will support the City in the areas of approvals (plan review), permitting, code enforcement, and licensing.
The integrated ePermitHub Digital Plan Room solution being provided is hosted by PermitRocket. In general, the ePermitHub Digital Plan Room is a solution designed specifically for government agencies to streamline their plan review workflows and enhance collaboration with applicants.
The integrated Selectron Interactive Voice Response (IVR) and SelecTXT solution being provided is hosted by Selectron. In general, the IVR solution provides callers with an IVR system for accessing and posting permit information. The SelectTXT solution allows contractors to schedule, reschedule, and cancel inspection dates via an interactive text message conversation, and view inspection results.
The iMS Project Team will constantly collaborate and partner with the City of Richmond’s core stakeholders and project team throughout the entire software implementation process. It will be pivotal that project teams have open communication and an effective project plan that is consistently being reviewed, updated, and mutually accepted by both partners throughout the project’s lifecycle. iMS will provide all services required to deploy the software solutions identified subject to the functionality in the software solutions identified.
Section 1.1: Project Criteria for Success
Project criteria for success will include collaboration and two-way open and honest, as well as effective communication.
1. The City’s Project overall success will be measured by a successful “go-live” and transition to internal agency and iMS Support. Additionally, the City has identified several goals and functional requirements that will set the standard for project acceptance and “Final Acceptance.” Other tangible metrics of this project’s success will include staff, customers, and community members being able to easily utilize this new modern system, while optimizing re-imagined agency-wide business processes, and allowing for cross- departmental efficiencies gained through our upfront business process review analysis and best practices recommendations. City objectives include improved data accuracy & integrity, user satisfaction, processing time, workflow automation, efficiency & process improvement, data analytics adoption, quality of reports, data privacy compliance, community feedback, compliance rates, enforcement effectiveness, timeliness, budget adherence, documentation, responsiveness, communication effectiveness, training quality, Allowing the City to effectively handle rent control and the City’s Measure U ordinance, 1039
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where their customers can report gross tax receipts, will also be a key metric. Additional areas of measured success will be in the City staff and stakeholders being able to generate demand, ad-hoc (search), and custom reports that meet their needs, both today and moving forward. Overcoming challenges of accounting for exemptions, deductions, and credits within the current system will also be a measure of success for many city stakeholders. The parties shall meet within one week of full execution of the agreement and develop a matrix of metrics to measure the success of the project and its milestones.
Section 1.2: Project Scope
The overall project scope has been defined in Sections B2–B4 in City’s RFP and documented in the City’s Functional Requirements attached to the Agreement as Exhibit C. iMS’s responses to these sections ensure we both understand and can deliver products and services that the city requires for this project. Overall project scope includes SaaS / Hosted environment(s) creation, software installation, software configuration, process review and recommendations, implementation of product, project management, training and acceptance, administrator knowledge transfer, and transitioning to ongoing support services. The iMS Solution was purposefully designed to bring a streamlined, adaptable, and straightforward interface to users. We believe you will find that the intuitive flow, plus the ease of configuration and automation, will benefit your community members, users, and administrators.
The Scope of this project is also governed by the City of Richmond RFP 2023-03, and the response to that RFP by iMS.
Section 1.2.1: Functional / Module Scope
Richmond, CA Functional Areas included in this implementation of the iMS Software includes the following:
• Permitting
• Licensing
• Plan reviews, including zoning reviews
• Inspections
• Building/property code enforcement / complaint tracking • Land management
• Business License Tax
• Customer Relationship Management
• GIS integration
• Public Works – as it relates to Traffic Calming
• Mobility
• Workflow and Automated (system-configured) Workflows
• Work Orders
• Document Management (Folders and tags for attachments) • Applicant Online Portal
• Conversion of all data from TRAKiT
• Rent Program
• User friendly internal reports and queries generation • Accepting online and mobile payments
• Tamper-proof database with multifactor authentication for editing. • Wildlife Urban Interface Program (WUI)
• Electronic plan review ()
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• Online payments (credit/ACH)
To address these functional areas, and to meet the City’s functional requirements listed in this SOW as Appendix 11 (the Functional Requirements), the following software/applications/modules will be installed, configured, and implemented:
• iMSPermits
• iMSApprovals
• iMSEnforce
• iMSLicenses / iMSRenewals
• iMSPros
• iMSLocations
• Resident Login
• Pro Login
• Anonymous Login
• Offline Inspection Results
• Selectron Relay IVR and SelecTXT (Selectron)
• Electronic Plan review (Permit Rocket
• Payment Gateway (CoreBT)
Section 1.2.2: Organizational Scope
iMS is a small but agile company. Organizationally, the entire iMS Team may participate and/or assist with this project. A primary and secondary Project Manager will be assigned.
A dedicated technical resource for database conversion, interfaces, software and environment set up, and other technical matters will work directly on your project. In addition, iMS will have executive oversight for any matters that arise that need to be addressed by President & CEO, Vance Bradshaw.
From the City’s perspective, the following service departments will be participating in the project:
• Administration /IT
• Building
• Code Enforcement
• Community Development
• Engineering
• Finance Business License Tax Division
• Fire
• Planning
• Public Works
• Rent Control
• Water Resource Recovery
• External Agencies / Consultants
In addition, other City departments may need to participate in the project.
Section 1.2.3: Data Conversion Scope
iMS has extensive knowledge about your current system’s database structure, limitations, and capabilities. As experts in converting this information we have a good deal of understanding of what is required to have a successful conversion of TRAKiT. 1041
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Data Migration of ALL Historical Records
(see Attachment 13, Conversion from iMS Proposal)
Community Development (CentralSquare’s TRAKiT System)
Migration of Permits, Land Development Records, Code Cases, Business License Tax, and Rental Records, Contractors, Architects, Engineers, and Parcels from existing TRAKiT system.
Data to be migrated from these areas: WorkSpace, LandTRAK, PermitTRAK, ProjectTRAK, CodeTRAK, AEC TRAK, License TRAK, CRM TRAK
Contra Costa County, CA Assessor (Parcel and Ownership) Initial Migration and ongoing update routine for refreshing iMSLocations
Data Migration Summary Process Flow
• City provides iMS either access to TRAKiT environment(s) or provides a file in standard format (SQL Server Database Backup File)
• iMS will convert TRAKiT history (typically 3-4 passes) and other records, if necessary • City stakeholders will confirm all source records are migrated to iMS, and that all data elements on each record are accurately imported into the correct section of iMS based on best practices, configuration, and both project teams recommendations.
• Records have been successfully converted and data conversion has been signed off on by both project teams.
Data Conversion Summary or Anticipated Milestones:
Proposed data conversion services are:
City of Richmond, CA Existing Data Conversion (TRAKiT)
Initial conversion into iMS for testing
Second conversion into iMS after correcting any issues Final conversion into for Go-Live
City of Richmond, CA GIS Tabular Data Conversion from Assessor System Initial conversion into iMSLocations for testing
Second conversion into iMSLocations after correcting any issues Final conversion into for Go-Live
City of Richmond, CA GIS Tabular Data Update Routine (ONGOING) from Assessor System
Initial installation for testing
Second installation after correcting any issues
Final installation for Go-Live
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Section 1.2.4: Interface Scope
Integrations or Interfaces are identified here:
• Finance Integration - Includes nightly batch integration to City’s current General Ledger (GL) software (Tyler Munis) and reconciliation reports. • Document Management Solutions - Document Management integration via URL (system passes permit number, etc.). This could also include a nightly export of documents for FTP retrieval if desired.
• GIS Integration (ESRI). Integration includes:
o Address matching to current location
o Display locations using Map Services
o Address auto-complete using Location Services
o Radius notifications based on one or more properties and supported via SSRS generated documents or mailing labels
o Create permits, project, code enforcement cases directly form the map o Viewing property history
• Electronic Plan Review – integration with ePermitHub
o ePermitHub provides a cutting-edge web-based electronic plan review solution in partnership with Intuitive Municipal Solutions. This solution, the ePermitHub Digital Plan Room, is designed to meet the requirements of government permitting agencies around the United States and specifically meet the requirements of agencies using the iMS Suite of products. • Links for End-User “Favorites”
• Microsoft Outlook (Office 365)
• California State Licensing Board (CSLB)
• Active Directory (Office 365)
• Twilio for text messaging
• SendGrid for email(s)
• PDF and MSExcel for report and/or MSWord Template document creation • SSRS – Report Writing
• SQL database
• Selectron IVR and SelecTXT System
• Credit Card Payments – online payment integration with Core BT
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Additional Integrations
The following integrations were either part of the iMS RFP submission (see Attachment 13) or were discussed during subsequent shortlist process qualifying questions and/or demonstration phases:
NOTE: iMS supports integration with many third-party systems. Where these vendors provide open API’s and usually access to technical resources, this normally poses little to few issues. However, if any integrations are outside the Scope of the RFP and/or agreement(s) than more analysis by iMS Technical staff may be required to ensure we all know level of effort, availability of files and API’s or web services, etc. to deliver appropriate scope and if necessary, additional project costs to complete these integrations.
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These items are NOT INCLUDED in the Statement of Work for this project:
i. Hardware or peripheral devices (i.e. POS workstations, mobile devices, etc.) other than the Card Readers from CORE Business Technologies.
ii. Any additional interfaces not itemized in RFP or in our proposal’s response or follow up discussions, agreements, etc.
iii. Any third-party products or services required to implement other vendor’s software / solutions or their integrations with iMS.
Section 1.2.5: Modification / Enhancement Scope
The City of Richmond will receive all standard modifications and enhancements for the iMS solution during their project. Project teams can agree on a modification/enhancement process that meets the project team’s requirements, if necessary or desired. Also, please note that if the City is under an iMS support agreement, they are provided with details about all enhancements for upcoming versions and may coordinate with iMS on when these should be delivered to your TEST and/or PROD Environments. Documentation and communication pertaining to these modifications are provided by the iMS Support staff on a regular basis.
Due to the highly configurable capabilities of your new iMS products, we find that clients do NOT need to have custom modifications done to the system. Should the City of Richmond decide this is necessary, the following process for “one-off” custom modifications or enhancements is as follows:
• Agency communicates to iMS staff (usually through your dedicated Project Manager) that a custom modification is required
• iMS Technical team member(s) will have discussion(s) around the need for this customization
• If in fact, customization is required, iMS will provide a scope and if necessary, cost for this modification
• Once both parties agree on deliverables, cost (if necessary), etc. than a proposal is put forth and can be included as part of initial release or any point in the future
Section 1.2.6: Reporting Scope
Within the iMS products, you have access to canned/on-demand reports. Pre-defined reports come standard with the solution. Users may also author their own Ad-Hoc reports by creating “Searches” within iMS using a variety of search criteria and save these searches for future use. In addition, we have proposed and agreed to author customized departmental reports (as determined by your project team) during the project.
Custom Documents and Reports Included:
Output Document Format: Number Included:
MS Word Merge Templates: Up to 30
SSRS Custom Docs/Reports: Up to 45
NOTE: These MS Word Templates and SSRS Custom Reports / Documents are in addition to your “demand” or canned system reports and documents. These are custom reports your iMS Project Managers build for/with you as part of the project 1045
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and train your administrators on how to create additional ones, if necessary, as well.
Section 1.2.7: REMOVED
Section 1.2.8: Workflow Scope
As part of your agency’s Business Process Review and Project Management meetings, anticipated workflow design(s) and process recommendations will be made, documented, and agreed upon, including the Functional Requirements. Following these decisions, your iMS Project Manager(s) will configure workflows for your iMS products or other applicable third party products. Agency personnel will test during training and UAT phases accordingly so that if workflows need to be reconfigured, iMS PM’s will have adequate time to do so to allow for more testing and eventual acceptance.
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STANDARD IMS WORKFLOW
The following chart illustrates the standard workflow for all applications. This workflow structure is automatically assigned until a unique configuration is desired based on Richmond’s business processes and requirements. This structure enables a consistent and convenient user experience, but also allows for flexibility when it comes to achieving desired results from a specific application.
The standard workflow is automatically created and associated with each Record Type, Subtype and Variant. The standard workflow includes screens, fields, progress, and dates.
Each standard workflow can be configured/adjusted to comply with specific process requirements.
Section 1.2.9: Implementation Deliverables
Included in your iMS implementation are the following deliverables:
• Deliverable 1 – Production and Test Systems Installed • Deliverable 2 – Digital Plan Room Cloud Provisioning
• Deliverable 3 – Project Plan
• Deliverable 4 – Process Review Meetings for Applications • Deliverable 5 – Data Conversion Plan
• Deliverable 6 – Interface Plan
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• Deliverable 7 – Digital Plan Room Analysis
• Deliverable 8 – Initial Applications Configured
• Deliverable 9 – Initial Data Conversion Delivered
• Deliverable 10 – Initial Digital Plan Room Configuration for Applications • Deliverable 11 – Initial Delivery Meeting
• Deliverable 12 – Workflow Meeting
• Deliverable 13 – Initial Workflow Delivered
• Deliverable 14 – Initial Reports Delivered
• Deliverable 15 – Selectron IVR Initial Delivery
• Deliverable 16 – Selectron SelecTXT Initial Delivery
• Deliverable 17 – Selectron Relay Portal Training
• Deliverable 18 – Digital Plan Room Full Configuration • Deliverable 19 – Digital Plan Room Administrative and Technical Training • Deliverable 20 – Selectron Full Configuration
• Deliverable 21 – iMS System Full Configuration
• Deliverable 22 – iMS Reports Delivered
• Deliverable 23 – Go-Live Migration and Production Planning • Deliverable 24 – Entire System Delivered for Testing
• Deliverable 25 – Digital Plan Room Staff End-User Training • Deliverable 26 – End User Training
• Deliverable 27 – System Go-Live
Professional Services Included
• System Installation – Production and Test Environments • Project Management
• Business Process Review and Analysis
• Current State and Future State Swim Lane Diagrams (partner with City) • System Configuration by iMS Project Team
• Client Success
• On-Site Meetings
• Remote Meetings
• Additional Software Configuration(s)
• Testing and Acceptance
• Documents and Reports
• Data Migration
• Interfaces
• Training – System Administration, End-User/Departmental, and Report Writing • Travel Cost (Flights/Lodging/Meals, etc.)
• Coordination of Third Party Products
Software as a Service (SaaS) Items Included:
• Hosting in the Cloud (Microsoft Azure)
• 1 Production and 1 Test Environment of Your iMS Solution • Unlimited Technical Support
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• Functional Support
• Maintenance / Software Updates / Bug Fixes
• Disk Space Allocation and Size, Re-Sizing when necessary • Backup and Recovery services:
Entire system backed up daily for 31 days, then monthly for 6 months
1. Provided through Microsoft Azure
SQL database backed up on server nightly
1. Kept for 30 days
Included Selectron Deployment Model:
This implementation of Relay will be deployed in Selectron’s Relay Managed Services environment.
Relay Managed Services is a hosted application environment, located in Selectron’s local hosting facility. Selectron’s hosting facility is a co-located data center featuring keyed entry and individual server locks for security.
With a Managed Services solution, Selectron owns all hardware and is responsible for security, ongoing maintenance, and proactive support.
Third Party Services Included:
Selectron Products and Services:
Interactive Voice Response (IVR) - 25,000 calls annually:
The IVR Channel for the Permits Pack provides callers with an Interactive Voice Response (IVR) system for accessing and posting permit information. The IVR offers functionality in the form of a Contractor Menu and an Inspector Menu:
Contractor Menu
Access inspection results
Permit based messaging
Schedule/reschedule inspections
Cancel inspections
Hear site address for the permit
Inspector Menu
Post inspection results
Post correction codes
Leave Message for contractor
Using the Contractor Menu, a contractor can enter a permit number to access permit information and functions. Upon entering a valid permit number, the user can schedule, reschedule, and/or cancel inspections. After an inspection has been scheduled/rescheduled/canceled, the caller will receive a confirmation number.
Additionally, contractors can use the IVR to access inspection results, including any associated correction codes and descriptions. Finally, the 1049
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contractor can access messages left for them by an inspector or leave a message for an inspector.
Using the Inspector Menu, accessible via a hidden main menu option, an inspector can enter a permit number to post inspection results via the IVR.
When posting results, the caller must enter a valid Inspector PIN number (or some other validation number to be determined during implementation). The PIN can be determined by the Customer, but must be validated by the database. When posting results, inspectors can add correction codes and leave a message for the contractor.
If desired, callers can receive the option to transfer to an agent. If a caller requests a transfer, the Relay IVR transfers the caller to a number specified by the Customer.
IVR service requires a local-to-customer phone number. iMS can either use an existing number provided by customer, or obtain and provide a number if needed.
For text Selectron will provide 888 number. IVR Services are provided by the Call.
A Call is defined as a successful completed connection. A Call can be up to 4 minutes in length, with each additional 4-minute period counted as an additional Call. Actions such as transfer that result in multiple connected circuits are counted on the per circuit basis and are measured for the duration of the connection including the time after a transfer occurs.
SelecTXT - 100,000 text messages annually:
SelecTXT for inspection scheduling allows contractors to manage inspection requests and results from a mobile device. Users can schedule, reschedule, and cancel inspection dates via an interactive text message conversation, and view inspection results.
SelecTXT provides both step-by-step, menu-driven, and “power user” entries.
Scheduling, rescheduling, and canceling inspections require a text message conversation back and forth between the application and the mobile user, where the application requests specific permit-related information and the mobile user responds. A conversation consists of multiple text messages for each inspection request process.
Residents and contractors using a permit number can communicate with the department 24/7 & 365 days. Callers will be able to enter a permit number and perform the following actions:
Access inspection results
Permit-based messaging
Schedule/reschedule inspections
Cancel inspections
View the site address for the permit
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In addition to the above, the following add-on features are included with this implementation of the Relay Permits Pack:
Integration with iMS
Relay Administrative Portal
This section details administrative tasks that can be performed to manage Relay. All system administration for Relay is handled through the Relay Portal web application. The Customer’s administrator will be provided with user credentials for the Relay Portal application during the implementation process. Additional users can be created by the administrator as needed.
Permissions can be assigned per-user; permissions govern the functionality available to a given user.
The Relay Portal provides administrators with a single platform for viewing system usage and health, running reports, and configuring various system settings. The Relay Portal is supported on Chrome, Firefox, Microsoft Edge, and Safari.
Activity Widgets
The Customer’s solution is equipped with the following
dashboard widgets, allowing for the easy tracking of daily activity and statistics:
Activity:
Call Activity – Tracks and reports call activity with line graph IVR Usage – Display call statistics, including peak (concurrent) call activity
SelecTXT Activity - Tracks and reports SelecTXT activity with line graph
Inspection Widget – Tracks and reports inspection activity with displayed numbers
SelecTXT Inspection Activity Widget – Tracks and reports SelecTXT inspection activity with bar graph
Support System:
System Status Widget – Tracks status of the
system through Ping and Database displays
Today Widget – Displays date, holiday, office hours, and greeting information
Run System Reports
Administrators will be able to run system reports via the Relay Portal.
Reports Center:
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Running / Saving Reports - Depending on your
permissions, the Reports Center has a large number
of system, activity, and usage reports that you can
run. Saving a Report - To save a report (including
how you have set the filters), click the desired file
type you want to download, either PDF or Excel. The
Portal will automatically generate the file and allow
you to download it.
The solution will also be equipped to provide the following reporting functions:
Activity Reports:
Call Activity Report - This report provides a graph of
different activity types performed by callers on the
IVR over a relative span of time (hour over hour, day
over day, month over month, and more).
Call Activity Detail Report - Use this report to find a specific call or group of calls. Search by date/time,
the caller’s phone number, or other identifying
information to find calls of interest.
Call Statistics Report - This report provides
aggregate facts and statistics about calls into the
IVR including average call lengths, longest calls, and
whether or not actions were completed by callers.
Email Activity Report - This report provides a list
of all emails sent on a specified date.
IVR Usage Report - This report provides data on peak
(concurrent) calls and average calls, hour by hour,
over a selected date range.
Multiple Calls Report - This report provides insight
on how many times incoming phone numbers have
called the IVR within a specified range of time.
System Status Report - See a log of system events,
including reboots and changes in the system's
overall status or health.
Relay Permits Reports:
Inspector Posting Activity Report - This report
provides a summary of inspector posting activity,
per day of the week, within the specified date
range. The report lists inspector names and the
number of inspections resulted each day.
Inspections Summary Report - This report provides a
summary of inspection scheduling activity per day
within the specified month and year. The report lists
the number of inspections scheduled and canceled on
the IVR each day.
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SelecTXT Reports:
SelecTXT Activity Report - This report provides a graph of different activity types performed by visitors over a relative span of time (hour over hour, day over day,
month over month, and more).
SelecTXT Activity Detail Report - Use this report to
find a specific SelecTXT conversation or group of
conversations. Search by date/time, phone number,
or other identifying information to find text
conversations of interest.
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ePermitHub Products and Services:
Digital Plan Room Cloud Provisioning
o Verify that all iMS Suite prerequisites are in place
o Cloud Provisioning of the Digital Plan Room components into Customer’s DEV environment
o Cloud Provisioning of the Digital Plan Room database
Digital Plan Room Configuration Analysis
o Define configuration for each Plan Review record/permit type. o Determine all needed document types, plan review roles, and submittal requirements.
o Determine Digital Plan Room disciplines configuration. o Plan iMS workflow integration configuration points
o Email communication analysis, including recipients and notification content
o Identify iMS to Digital Plan Room security/role mappings. o Determine approved documentation generation requirements, including stamps/watermarks and approved plan and document types. Digital Plan Room Configuration
o Configuration of design items gathered during Configuration Analysis, including project types, document types, required checklists, digital signature validation business rules, review disciplines, notifications, comment library, stamps/watermarks, and print sets
o Configure Digital Plan Room business rule triggers per Configuration Analysis.
User Acceptance Testing (UAT)
o Assist Customer in the UAT effort and validation of system configuration o Resolve issues resulting from Customer User Testing
o Provide recommendation on testing strategy and best practices o Agree on UAT completion date and Go-Live date
Administrative and Technical training
o Digital Plan Room Administration and technical training, walking through each step of the configuration and how it is configured. Staff End-User Training
o Digital Plan Room Staff training for Intake Specialists and Plan Reviewers o Provide End User training documentation.
Agency Customer Enablement
o Produce contextually relevant public-facing training and help web-based videos for licensed professionals, contractors, owners, and the general public submitting plans
o Produce a public-facing User Guide for licensed professionals, contractors, owners, and the general public submitting plans
o Assist in the delivery of the Agency’s customer training in the form of live webinars.
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Go-Live Migration & Production Planning
o Develop the Go-Live Project Migration Plan, steps, and timing to be used to go-live.
o Provision of the Digital Plan Room for the Production environment o Cutover to the Digital Plan Room in the Production environment Post-Go-Live Support
o Post-Go-Live support provided
o Resolution of all Critical and High defects as defined above in User Acceptance Testing
o Transfer meeting regarding ongoing support of the Customer to the Company Customer Success program conducted
CORE Business Technologies Products and Services (See Exhibit CA):
• Payment Processing Services
• Implementation Services
• Integration with iMS
Expected ON-SITE Project Meetings / Training:
Typical Project Meetings Estimated Number of Days (TBD) Business Process Review up to 4 days on site
Delivery/SME Training: up to 4 days on site
Revised Delivery: up to 2 days on site
User Training: up to 3 days on site
Admin Training: up to 2 days on site
Go-Live Support up to 3 days on site
NOTES:
Above referenced Project Meetings may be held remotely or onsite at the request of project team leaders from both the City and iMS. Travel and living costs are already included in our overall cost proposal. Actual number of onsite visits and number of onsite days TBD during contract phase and/or project kick-off meetings.
No on-site meetings are proposed for Selectron or ePermitHub. All work by these sub-contractors will be provided remotely.
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Section 2: Project Governance
Intuitive Municipal Solutions (iMS) genuinely believes in Project Governance. Project governance is typically an oversight function that is aligned with the City of Richmond, CA’s governance model and will encompass the entire iMS implementation project life cycle. Project Governance will entail all the key elements that make a project successful. When necessary, these elements will be tailored to Richmond’s specific needs. In general, the following eight components are part of the overall project governance methodology:
1. Project governance framework
2. Roles and responsibilities
3. Stakeholder engagement and communication
4. Meetings
5. Reporting
6. Risk and issue management
7. Assurance
8. Project management control processes.
Effective project governance requires the right project manager. This means that senior management must fully support the project manager in their role. The organization’s senior management must also outline roles, responsibility, and relationships among project stakeholders.
Finally, information dissemination and transparent communication are also important.
This project will have a primary iMS Project Manager assigned to it. This Project Manager will function as the City’s main liaison for everything pertaining to the implementation of your iMS products. They will communicate with all members of the project, coordinate key milestones, perform City configurations based on input and internal best practices or business rules, draft custom reports, and MSWord Templates, and otherwise be intimately familiar with the City’s specific project needs. Overall, the goal of the iMSproject team is to provide services that ensure 100% on time delivery and overall acceptance of iMS at the City’s targeted go-live date. Also, as normally the case with large and lengthy implementations, should any issues or conflict arise during the project that require joint decision(s) by both project teams, iMS will coordinate and have joint meetings to ensure mutually agreed upon decisions are reached by both teams, and an honest and open partnership between the City’s staff and the iMS team. Right from the start, the primary goal of the iMS team will be to make sure we 100% understand the City’s project objectives, and then to supply the City with a proposed configuration plan that meets or exceeds these goals. IMS projects follow a milestone approach to managing a project which includes weekly and monthly deliveries of completed work along with progress status reports conducted via conference calls, emails, and webinars, as well as upcoming “punch-lists,” to-dos, and expectations.
Section 2.1: City of Richmond Project Structure
The City will make every effort to staff the project appropriately and understands that staffing a project is important to its success. The City has staffed the project with small teams of five (5) to seven (7) individuals that represent key stakeholder groups for each functional area. These process improvement teams have been working to establish project goals, discuss improvement opportunities, and ready the City for implementation. It is expected that all will be involved as the “core” team moving forward with the project. Each core team will have a lead individual 1056
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identified, but all are expected to participate in the project. The City has identified the following teams for the project:
• Permits
• Inspections
• Code Enforcement
• Rental Program
• Plan Reviews
• Finance
• Public Safety
• Technical
• Business Licensing
• Public Works
Section 2.2: City of Richmond Project Roles and Responsibilities City Role # of Staff
Executive Sponsors /
Executive Committee
7 Responsible for being a
champion of the project
within the organization,
managing stakeholder
engagement, and
ensuring appropriate
resources are aligned
with the project
Key attendee in Steering
Committee meetings and
project governance
meetings
Continuously keeps
organizational goals in
mind while monitoring
project success and
timeframes
Community
Development Director
Deputy City Manager
Finance Director
Fire Chief
IT Director
Public Works Director
Rent Program
Director
Project Manager 1 Primary individual
responsible for managing
the project to
completion with iMS
Project Manager
With iMS Project
Manager, develops,
manages, and maintains
the Project Plan
Manages milestone
completion and
deadlines in conjunction
with the project plan
Maintains and mitigates
issue log
Presents project status
and issues impacting
timeline to the Steering
Committee
IT Manager of
Business Systems
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Responsible for signing
off on key deliverables
outlined in SOW with
approval of the
Functional Lead(s) and
the business owners for
the Land Management
Community
Development System
Training Lead 1 Training Coordinator for
the organization
Knowledge of
Departments and their
participation
requirements
IT Manager of
Business Systems
Trainers 5-7 Complete the train-the-
trainer classes and
deliver end user
training to all Richmond
end users
Department SME
Change Management
Lead
1 Support execution of
the change
management plan for
Richmond
IT Manager of
Business Systems
Functional Leads 1 per major area Plays a key role during the design workshops
Leads the functional
team for a specific
functional area(s), e.g.,
Measure U
Attends workshops to
identify opportunities
for improvement, areas
for standardization,
unique variances, and
potential differences in
functionality
Communicates business
requirements
Gathers reports and
defines reporting
requirements
Conduct system testing
during Unit, End to End
and Production Dress
Rehearsal Testing
Key resource during end
user training activities
Expected iMS subject
matter expert after
deployment
Accounting Manager
Code Enforcement
Manager
Rent Program Deputy
Director
Finance Manager
Fire Marshall
Planning Manager
Senior Environmental
Compliance Inspector
Functional SMEs Providing specialized
knowledge of business
processes and
department procedures
Accountant
Business License
Specialist
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Providing support to the
functional lead in
building test scenarios,
executing test scenarios,
and reporting of test
outcomes and related
defects
Creation of job aids and
other training
documentation unless
otherwise assigned
Assisting with data
conversion validation
and integration
requirements
Providing end user
guidance
Code Enforcement
Officer
Permit Tech
Senior Planner
Administrative Aide
Integration Lead
2 Technical Resource
Creates or maintains
integrations between iMS
and other systems
IT Manager of
Business Systems
Senior
Programmer/Analyst
Data Conversion Lead
2 Leads data validation
activities
Participates in all
phases of the project
IT Manager of
Business Systems
Senior
Programmer/Analyst
Reporting Lead
2 Creates and maintains
simple to complex
reports and dashboards
within iMS
Participates in all
phases of the project
IT Manager of
Business Systems
Senior
Programmer/Analyst
Test Lead
2 All testing activities
including assisting with
the creation of test
scenarios and scripts
Contributor to the Test
Strategy and Test Plan
IT Manager of
Business Systems
Senior
Programmer/Analyst
Security Lead
2 Responsible for
configuring and
administering iMS
configurable security
after go-live
IT Manager of
Business Systems
Senior
Programmer/Analyst
Section 2.3: iMS Project Structure
As a small Community Development software and services provider, each project is a team effort.
The entire iMS Team will be dedicated to the City’s success and potentially could be involved in the project. The iMS Project Manager(s) will be the daily conduit for the project. When additional iMS resources are needed, they will act to ensure proper personnel are brought into the project at the appropriate times.
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Section 2.4: iMS Project Roles and Responsibilities
Ultimately, the entire iMS Team will be responsible for success in this partnership. IMS is a small company and everyone participates in client success and satisfaction. IMS anticipates the assigned iMS Project Manager(s) to be as follows:
Primary Project Manager – Trenton Seymour
Secondary Project Manager – Either Chuck Badger or Jim Williamson TBD Primary Technical SME – Mike Epstein
Additional Resources include:
o Jim Williamson
o Alan Lopez
o Vance Bradshaw
o Scott Christensen
Section 2.4.1: iMS Executive Oversight
Executive Oversight within iMS will be handled, managed, and facilitated directly with:
CEO & President of iMS – Vance Bradshaw
Section 2.4.2: iMS Steering Committee
Primary Project Manager – Trenton Seymour
• Secondary Project Manager – Either Chuck Badger or Jim Williamson TBD • Primary Technical SME – Mike Epstein
Vance Bradshaw
Section 2.4.3: iMS Project Manager(s)
Primary Project Manager – Trenton Seymour
Secondary Project Manager – Either Chuck Badger or Jim Williamson TBD
Project Executive
Oversight
Project
Manager
Consultant Technical
Resource(s)
Testing/Training Support
State of
MN
Vance Vance/Jim Vance/Jim Vance/Jim/Mike Name Alan/Jim/Vance Palm Bay Vance Chuck/Trenton Chuck/Trenton Mike/Vance Chuck/Trenton/Alan Alan/Chuck/Trenton Daytona Vance Trenton/Chuck Trenton Mike/Vance Trenton/Chuck Alan/Trenton Kootenai Vance Trenton Trenton Mike/Vance Trenton Alan/Trenton Englewood Vance Chuck Chuck Mike/Vance Chuck Alan/Chuck
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Section 2.5: Third Party Vendors
Section 2.5.1: Third Party Role(s)
• Selectron: iMS will serve as the prime contractor for this engagement and will coordinate with Selectron to ensure deliverables are met in a professional and timely manner.
• ePermitHub: iMS will serve as the prime contractor for this engagement and will coordinate with ePermitHub to ensure deliverables are met in a professional and timely manner.
ePermitHub Implementation Team
1. Project Manager – Melissa Chiong
2. Primary Technical SME – Seth Axthelm
3. Additional Resources include:
a. Cristina Pitelli
b. Tony Hernández
c. Maykel Martin
• CORE Business Technologies: iMS will serve as the prime contractor for this engagement and will coordinate with CORE Business Technologies to ensure deliverables are met in a professional and timely manner.
Section 2.5.2: Third Party Oversight Responsibilities
• Selectron: iMS will serve as the prime contractor for this engagement and will coordinate with Selectron to ensure deliverables are met in a professional and timely manner.
• ePermitHub: iMS will serve as the prime contractor for this engagement and will coordinate with ePermitHub to ensure deliverables are met in a professional and timely manner.
• CORE Business Technologies: iMS will serve as the prime contractor for this engagement and will coordinate with CORE Business Technologies to ensure deliverables are met in a professional and timely manner.
Section 2.5.3: Third Party Software and Services that
ARE NOT INCLUDED
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Section 2.6: Project Plan
The iMS Project Management Methodology includes a workflow definition phase where all concerned parties collaborate and agree on the proposed process specific workflows. From these workflow plans, an initial configuration is completed. The next phase includes training the City’s subject matter experts on best practices for testing the configuration and how the configuration was created. During this phase, subject matter experts will provide feedback on the configuration and converted data. iMS implementation team will make corrections/adjustments as needed and provide an updated implementation. IMS' goal during this phase is to ensure client understanding and satisfaction with the implementation. A proposed implementation plan with milestones and responsibilities has been included in this proposal.
Based on our team’s experience, iMS believes that each of the proposed applications be implemented simultaneously. This recommendation is outlined in our proposed project schedule.
Unless the City has reasons to implement the iMS applications in a phased/staggered manner, we will approach the implementation process in this way.
We estimate your total project from beginning to successful “go-live” will be around 40 weeks, again as mutually agreed upon by both project teams. Below is a breakdown of project services by phases, task, or key milestones.
Section 2.6.1: Project Plan
Deliverables and Project Sample
Based on your agency’s RFP, we expect that the entire iMS Suite Project will take approximately 40 weeks to successfully complete. A sample project is outlined below. The deliverables and weekly items are also color-coded to quickly help you and stakeholders find which tasks/milestones will be primarily responsible by iMS, the City of Richmond, or jointly.
Week(s) Task(s) / Milestones for Entire Project by Responsible Party
0 (Team) REMOTE Agreement executed and project begins
1 (iMS) Install Server
2 (City) Upload GIS tabular data to be imported
(City) Provide GIS URLs and credentials
(City) Upload backup of TRAKiT database
(City) Provide technical details of desired integrations
3 (iMS) REMOTE Review supplied information and prepare questions
4 (Team) ON-SITE Process Review and Configuration Meetings iMS Tasks
City of Richmond
Team Tasks (Both)
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5 (City) Prepare follow-up items from Process Review and Configuration Meetings (iMS) Begin Integration
6 (City) Provide all follow-up items
7-13 (iMS) Configure Applications, Create Data Conversion(s), Create Documents (SSRS and Word)
(ePermitHub) Configure Digital Plan Room for identified processes
14 (City) Upload updated data sources
(iMS) REMOTE install configured system
15 (Team) ON-SITE Review Initial Delivery/Administrator Training PAYMENT MILESTONE 1
16-19 (City) Begin thoroughly testing Applications, Conversion, Interfaces and Documents
20 (City) Provide list of any Application, Interfaces and Conversion changes (iMS) REMOTE install Reports
21-23 (iMS) REMOTE Update Applications, Conversion, and Interfaces (City) Thoroughly evaluate Documents and Reports
24 (iMS) REMOTE Updated Applications, Conversion, and Interfaces provided
(City) Provide list of any Document and Report changes
25 (Team) ON-SITE Workflow meetings by department
27-30 (iMS) REMOTE configure Workflows
(City) Final testing for Applications, Interfaces, Conversion, Documents and Reports
31 (iMS) REMOTE deliver revised Workflows
(City) Provide final issues for Applications, Interfaces, Conversion, Documents, & Reports
32-34 (City) Testing of Workflows
(iMS) REMOTE make final changes to Applications, Interfaces, Conversion, Documents and Reports
35 (iMS) REMOTE deliver final Applications, Interfaces, Conversion, Documents and Reports
(City) Provide final list of any changes needed prior to go-live
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36-37 (iMS) REMOTE any final adjustments
38 (City) Upload updated data sources
(iMS) REMOTE install completed system
39 (Team) ON-SITE End User Training
40 (Team) ON-SITE Go Live and Transition to iMS Support PAYMENT MILESTONE 2
44 System Acceptance (30 days from Go-Live)
PAYMENT MILESTONE 3
Section 2.6.2: Project Documentation
iMS will provide both a System Administrator Manual and a User Manual in MS Word and PDF format for City use during the training portion of implementation. In addition, iMS can assist and provide the agency with best practices for updating the CIty’s own internal Statement of Work (SOW) or departmental process documents and can leverage existing client experiences for additional insight.
Section 2.6.3: Project Status Reports
iMS will provide project status reports bi-weekly or as mutually agreed to during the project to City project teams.
Section 2.6.4: Steering Committee Meetings
iMS staff and project team members are happy to participate and update on the overall project status for steering committee meetings.
Section 2.6.5: Requirements Traceability Matrix
iMS Project Manager(s) will assist and provide a requirements tracing matrix for Functional Requirements (Exhibit C to the Agreement)
Section 2.6.6: Issues Log
iMS Project Team members will provide updates to the City project team members and keep track of “issues” during the project.
Section 2.6.7: Decision(s) Matrix
As a smaller organization, the iMS decision matrix and process is pretty simplistic. Intial decision-making point will almost always be your assigned and dedicated Project Manager, Trenton Seymour. Following that, any decisions that either need to be escalated will go directly to Vance Bradshaw.
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Section 2.7: Acceptance
iMS uses an Agile approach for acceptance or User Acceptance Testing (UAT). Each project milestone, as defined by both project teams, and agreed upon, must be signed off before moving to the next step of the process. The acceptance criteria for milestone testing and acceptance will generally be action items from project team meetings where core stakeholders ensure the testing is complete, acknowledged, and confirmed there are no deficiencies. The parties involved agree that each milestone’s acceptance shall be contingent upon the successful completion of predefined criteria including, but not limited to, functionality, performance, and quality standards. The City shall have the responsibility of conducting UAT with a specified timeframe, during which any identified issues or defects must be addressed by the vendor. Upon successful UAT completion and City approval, the milestone shall be considered accepted, triggering the subsequent payment or project progression as specified in the project schedule.
Section 2.7.1: REMOVED
Section 2.7.2: REMOVED
Section 2.8: Issue Resolution
iMS rarely has implementation issues. Issue resolution, if necessary, should be simple and expeditious. Both parties agree to promptly report any issues, defects or concerns related to the system to the system to the designated iMS project manager. IMS commits to investigate and address reported issues within mutually agreed-upon timeframes, prioritizing critical matters affecting system functionality or security. The City agrees to provide necessary cooperation and access to facilitate issue resolution. If a dispute arises regarding the nature of or resolution of an issue, a designated dispute resolution process will be followed to ensure a fair and expedient resolution.
Section 2.8.1: Issue(s) Resolution Process
Project Managers from both partners will agree that there is a resolution that cannot be solved by standard processes already described. When an issue cannot be dealt with by either or both project managers, then the executive sponsors for both partners should be engaged and provide guidance as to the mutually agreed upon resolution for this matter.
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Section 3: Technology Requirements
Please find the technology requirements below necessary for a successful implementation of the Intuitive Municipal Solutions (iMS) solution.
Section 3.1: Technology Architecture
Typical iMS SaaS / Hosted Software Solution Topology Diagram
A general technology deployment/topology diagram of how your iMS software will be configured and deployed for use at your agency is depicted below for reference. Certain modifications may be accomplished but a technical call with iMS to ensure feasibility is highly desired.
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Section 3.2: System Requirements
iMS Production System Includes
SQL Server database:
Created
Initialized
SSRS (Reporting) instance configured
Core iMS website installed and configured
ASP.NET Core application
iMSOutput website installed and configured
ASP.NET 4.6 application
Used for SSRS and .docx Mail Merge integration
Fileshare configured:
Folder for attached documents
Update Program
Folder for Word Merge Templates
Password Encryption Tool
iMS Test System Includes
Same items configured in City test environment that have been configured in City Production Environment.
System Software Specifics
✓ ASP.NET Core (C#)
✓ ASP. NET (C#)
✓ SQL Server
For the iMS hosted / SaaS offering, application requirements are that the software is hosted in the cloud. iMS will provide a cloud-based web server capable of managing the desired load.
Section 3.3: Required Environments
iMS will provide one (1) Production and one (1) Test Environment as part of this project.
Section 3.4: Hardware Availability
Section 3.4.1: Requirements for Project Start
Following a successfully signed agreement by the City of Richmond, CA and Intuitive Municipal Solutions, a project kick-off call will be scheduled, usually within 1-2 weeks – an internal iMS call will also be had beforehand to provide adequate knowledge transfer of the RFP details and process from our Sales/Marketing area to the Professional Services 1067
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organization (Project Management and others). Verification of hardware and the ability for users to enroll in iMS PROD and TEST Environments may also be confirmed before the project starts.
Section 4: Implementation
The key areas of the successful implementation will be the following:
Project Management – iMS will be responsible for providing overall coordination and management to the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage include:
• Project charter / guidelines
• Project plan
• Status reports
• Requirements traceability
• WBS with summary, milestones, Gantt Chart
Knowledge Transfer – iMS will be responsible for ensuring that the City’s core team has sufficient knowledge and understanding of the software to properly participate in the project and subsequent system and business process design discussions. The knowledge transfer stage will include all core team training. Specific deliverables expected during this stage include:
• Project team training plan
• Generic system documentation
• System Administration materials
System Design – iMS will be responsible for facilitating process to define how the system will be used to meet the City’s business process requirements and project goals. As part of the design, the City expects to engage in discussions around how to use the system most effectively, what changes in business processes are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage include:
• System design document
• Entity Relationship Diagram (ERD)
Build – After completing design and after the City has made decisions on both business process and system configurations, the City expects that iMS and City staff will work collaboratively on building the system. City requirements here center around any clarification or additional documentation required from the initial discussions. All activities related to system configuration, interface development, report creation, or other build tasks are included in this stage. Specific deliverables expected during this stage include:
• As-built documentation
• Test scripts
Testing – Throughout the process, the City expects to engage in the execution of a formal test plan. The test plan will be developed during the project and include testing approach, roles and 1068
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responsibilities for testing, and clear deadlines and expectations around testing effort. The City expects to engage in detailed conference room pilot testing, unit testing, regression testing, integration testing, and user acceptance testing. Specific deliverables expected during this stage include:
• Testing plan
• Testing results
Go Live / Support – At time for go-live, the City expects that the iMS will assist with end-user training, work to prepare a cutover plan, and assist with the transition to the new software.
Included with go-live could also be assistance for after go-live with management of help-desk type functions. Specific deliverables expected during this stage include:
• Training plan
• Knowledgebase
• End-user training materials
Include creating reports
• List of pre-built reports with descriptions
• Cutover plan
• Final acceptance documentation
• Type of Support provided (hours of support, business processes, administration, etc.)
Section 4.1: Schedule
See Section 2.6.1
Section 4.1.1: Project Phases
See Above and Section 2.6.1
Section 4.2: Implementation Methodology / High Level Plan With the implementation of the iMS Suite, our expectation is a partnership between the City’s staff and the iMS team. IMS' goal is to understand the City’s needs, desires, and to provide the City with a proposed configuration plan. A milestone approach to managing the project includes weekly and monthly deliveries of completed work along with progress status reports conducted via conference calls, emails, and webinars.
iMS project managers are “hands-on” and are available to start working on the project immediately after the contract is agreed upon and signed. From the initial consultations (onsite preferred) iMS evaluates how the City currently do business, how the City wish to do business, and how iMS can help blend those two together with the products and services. iMS collaborates with the City team every step of the way and feel that overcommunicating during this project is better than not. iMS Project Managers are certified and have 100% successful implementations thus far with similar projects to yours. The dedicated iMS Project Managers will be Trenton Seymour (Primary) and/or Chuck Badger or Jim Williamson (Secondary/Back-Up TBD).
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Included in the iMS Suite are the following professional services that will be accomplished during the overall implementation process, and as part of the Scope of Services and SOW:
Installation, Integration, Data Conversion, and Training-specific details about these services are covered in their respective sections.
All configuration to be included in the main project must be clearly identified in the first on-site meetings.
City administrators (for iMS moving forward) are also trained in how to perform these tasks for future changes.
Our estimated project timeline provides a high-level overview of the work plan.
Project Start Date: January 2024
Target Project End Date: January 2026
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Section 5: Change Management / Project Management
According to Challenge Advisory (https://www.challenge.org/change-management ), “More than 76% of all change management initiatives fail to achieve their intended outcomes. The drivers of change in the public sector are not due to competitive pressures but a need to do more, better, with less. Budgetary uncertainty, talent shortages, retirement, technology and changing resident expectations are forcing governments to rethink and reorganize.”
In summation, to do more with less. During your iMS project, we hope to assist the City of Richmond with its Change Management goals by offering some of the following best practices and incorporating these into the successful plan through discussion and collaboration with your team(s):
Operational Project Plan
Stakeholder Engagement(s)
Executive to Executive Peer Discussions and Milestone Acknowledgement Meetings Employee / Stakeholder Engagement
Software Implementation / Monitoring / KPI’s
Business, Resident, and Customer Involvement or Methodologies
Section 5.1: Onsite Activity
During the iMS implementation, we anticipate several opportunities for our staff to be onsite. This will be determined and agreed upon early in the project by both project teams. For a project this size, we might anticipate 4-5 onsite engagements where appropriate in the implementation process.
iMS Response – Our iMS collaboration is a mutually-agreed upon project with scope, deliverables, and methodology being agreed upon. iMS has a proven record of successful vendor implementations. Our clients love that we do what we say we are going to do, often cutting through the “noise” of major projects like this. We have local resources that can and will do a combination of remote and onsite for your project to be successful. We are flexible and want to provide the implementation services you desire and require in meeting these needs. Overall, we enjoy communicating and acknowledging we understand components and can adapt to change, if necessary, as well
Section 5.2: Requirements Mapping
iMS Project Manager(s) can assist and provide requirements mapping details when requested and applicable. iMS and City will update and monitor the Requirements Traceability Matrix throughout major phases, including build, test, and acceptance. In addition, the City expects requirements to be mapped to configured business processes.
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Section 6: Training
We train each customer based on their specific needs. We engage, discuss, and determine what you are going to need to be successful. We work with your team and end users to ensure that training is accomplished in a manner that makes the most sense for you overall project timeline and deliverables. It is not simply a cookie-cutter approach but an analysis of what your specific agency requires, and then matching that with your project plan. Overall, our training methodology at iMS is that of a “train the trainer” approach. We bring best practices and recommendations with us, but key decisions are made collaboratively with both project teams.
Overall, iMS’s training approach begins with our iMS Orientation Webinar, approximately two weeks prior to the Business Process Review, where implementation team members and Subject Matter Experts (SMEs) are provided an overview of the core principals of iMS and its functionality.
This online seminar provides the base level knowledge so that the team can ask questions and make decisions during the Business Process Review meeting(s). Another key milestone during your implementation will be approximately at week 15 on the project schedule (see pages 7-8). It is during these sessions that local System Admins and IT personnel are trained in the configuration and system features. We will also be training your local SME on how to make their unique applications and workflows that have been designed and how to appropriately test them. During these sessions, an iMS System Administration and User Manual are provided electronically to those attending the sessions. During the testing phase, iMS Client Success Managers will conduct meetings/training sessions to answer questions or discuss configuration issues that are discovered during testing.
Administrator Training-iMS System Administration training will provide your staff with the hands-on experience needed to support your iMS users and configuration. End User Training-This can be a combination of on-site and remote training sessions focusing on functionally (e.g., Permit Technician, Plans Examiner, Inspector, Code Enforcement Officer etc.). Each session can last anywhere from 1 to 3 hours, depending on the content.
The City of Richmond will be responsible for providing an adequate training facility for on-site training. This includes sufficient workstations connected to the Internet, each attendee having their own computer, a projector with screen for the instructor, and a quiet location away from the primary work area.
Section 6.1: Training Coordination
Training – See Above and in addition, iMS Project Manager(s) will facilitate training coordination with City PM’s and/or stakeholders.
Your proposed training services are:
- Administrator Training
One (1) two-day class that can hold up to ten (10) staff members. iMS System Administration training will provide your staff with the hands-on experience needed to support your iMS users and configuration. During these two days, iMS Administrators will learn how to manage and create user accounts, create record types, design, develop and/or modify existing iMS 1072
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workflows and automation; create and edit MS Word merge documents, and associate SSRS documents with the various applications.
- End User Training
Three (3) days of on-site training that can accommodate up to eight (8) staff members per session. Training sessions are functionally (e.g., Permit Technician, Plans Examiner, Inspector, Code Enforcement Officer etc.) based. Each session can last anywhere from 1 to 3 hours, depending on the content. Sessions will be scheduled based on the City’s staffing needs and requirements. Additional training days can be purchased on an as needed basis.
NOTE: The City of Richmond will need to provide an adequate training facility for your iMS on-site training. This includes sufficient workstations connected to the Internet, each attendee having their own computer, a projector with screen for the instructor, and a quiet location away from the primary work area.
- Selectron Training Services
Selectron will provide remote training for the Relay solution. All installation is handled by Selectron technical staff at our remote hosting facility.
- ePermitHub Training Services:
Intake Specialists/Permit Technician Curriculum
● Two [1] two-hour session for Intake Specialists/Permit Technicians with the same curriculum for each session
Description
ePermitHub Digital Plan Room
embedded into iMS Public
Portal
● Plan submittal from the customer perspective
○ Understanding the process a customer
will follow to submit an application and
submit plans and supporting documents
○ Review the types of file validation &
digital signature validation occurring
during submittal and how to interpret
any errors
○ Walkthrough file processing and
reviewing the automated sheet
numbering.
● Resubmittal process from the customer
perspective
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○ Reviewing & answering issues from a
rejected plan set
○ Completing the resubmittal of plan
addressing the answered issues.
ePermitHub Digital Plan Room
embedded into iMS Staff
Portal
● Plan submittal from a staff perspective when
done in-house
● High-level review of Plan Reviewer activities
○ Learn at a high-level the steps a plan
reviewer will perform and how they
affect what the customer will see in the
iMS Public Portal
Plan Reviewers/Managers Curriculum
● Two [1] four-hour sessions for Plan Reviewers/Managers with the same curriculum for each session
Description
ePermitHub Digital Plan Room
embedded into the iMS Staff
Portal
● iMS workflow and the digital plan room
○ Learn how the digital platform interacts
with the iMS workflow
● Completing a plan review
○ Navigating the digital plan room
○ Overview of the viewer and available
tools
○ Creating issues & markup
○ Reviewing issues and filtering tools
○ Sheet versioning
○ Comparison tools
○ Stamping
● Rejecting plans & requesting revisions
● Resubmittals & approving plans
● Create print set
● Overview of Intake Staff usage of the digital
plan room
○ Plan submittal from a staff perspective
when done in-house
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ePermitHub Digital Plan Room
embedded into iMS Public
Portal
● Overview of customer usage of digital plan room
○ Plan submittals and file validation &
processing
○ Reviewing and answering issues
contextually from the plan markup
Administrative and Technical Training
● One [1] four-hour session for System Administrators
The following topics will be covered as part of the training session:
● Project type configuration setup
● Document type configuration including role mapping, submittal requirements and digital signature validation setup
● Business rule trigger integration within the iMS Suite ● Digital Plan Room roles and mapping to iMS roles
● Approval Stamps creation and deployment
● Understanding errors
Section 6.2: Training Material Development
See above – in addition, iMS Project Manager(s) can assist with additional training materials or provide best practices guidance on this deliverable if more training material is required or necessary. Training materials will be City specific training documents (i.e. not generic) that reflect the City’s configuration and business processes.
Section 6.3: Training Courses
See above – in addition, iMS can coordinate additional training courses for departments on a case- by-case basis, and, as necessary.
Section 6.4: Training Delivery
See above – In addition, the delivery of training can be either remote or onsite (at no additional charge to the City unless on-site days requested exceed limits). Staff being trained should be free from the normal workload and office environment distractions to ensure proper training can be accomplished.
Section 6.5: Training Evaluation and Follow Up
iMS Project Manager(s) can assist in evaluation of City stakeholders that training (and appropriate sign-off(s) has occurred. Follow-up training during the implementation can be discussed and provided if mutually agreed upon.
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Section 7: Quality Assurance
iMS’s approach to testing and quality assurance is to have a configured solution ready for staff to get comfortable with, to be accessible to address testing questions, and to help assist those stakeholders with continuing to test and look for quality items throughout the process. We help set up tasks for key project team members to ensure they are not surprised when they “go live.” We make this a large part of the effort the city team will contribute to the project while we manage most, if not all, of the other key areas for you. Testing, Staff Training, and Data Conversion User Acceptance Verification and Acceptance are by far the three biggest areas of your agency’s stakeholder’s responsibility. Experience has shown the more users can test processes, new workflows, configurations, exceptions, reports, etc., the more successful a project. We will ensure your project team is aware of each phase where this is going to be relevant and paramount.
Following initial testing by users that get in early, are involved during the project meetings, BPR, and other aspects, the next major training/testing milestone will be approximately at week 15 on the project schedule – refer to sample Project Plan. It is during these sessions that local System Admins and IT personnel are trained in the configuration and system features. We will also be training your local SME on how to make their unique applications and workflows that have been designed and how to appropriately test them. During these sessions, an iMS System Administration and User Manual are provided electronically to those attending the sessions. During the testing phase, iMS Client Success Managers will conduct meetings/training sessions to answer questions or discuss configuration issues that are discovered during testing.
For end-user training/testing, we are proposing a partnership with your agency, where your staff take the lead in training and the iMS Client Success Manager is onsite to answer any technical questions or ensure a successful training and testing experience. Your agency will be responsible for providing adequate testing time and access to users. As this item is so important to overall success, should the iMS Project Team need to get involved with Richmond’s Project Team Leadership Group, we can allocate project tracking during regular recurring meetings.
The acceptance criteria for milestone testing and acceptance will be action items from project team meetings where core stakeholders ensure the testing is complete, acknowledged, and confirmed there are no deficiencies.
Finally, so that project stakeholders might envision what a testing procedure process while implementing iMS might resemble, please look at the below sample testing procedure that is standard for many processes or workflows during entire implementation.
Please see Sample Testing Procedure in iMS RFP submission for recommended process or sample testing recommendation.
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Section 8: Ongoing Support
Go Live Support
iMS utilizes agile project management methodology where each step of the process is built upon the previous segment having been completed and signed off. At time of go live staff will have tested the system and converted legacy data thoroughly to go live with confidence. iMS Project Manager(s) will be onsite prior to go live for final training(s) and onsite during the go live week to ensure a smooth transition. Along with your dedicated Project manager(s) being on site, our Support Manager, Alan Lopez, typically will also be on site to familiarize himself with your installation to best be able to help you with future support. Go live will be a cut over approach where legacy software is turned off and iMS will be used going forward.
Section 8.1: Post Live Support Scope
See above.
Section 8.2: Post Live Support Duration
See above – Minimum of 30 days before transfer to ongoing support.
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Section 9: Facility Requirements
iMS recommends that the City of Richmond provide an adequate training facility for your iMS on- site training events/meetings. This includes sufficient workstations connected to the Internet, each attendee having their own computer, a projector with screen for the instructor, and a quiet location away from the primary work areas or environment, if possible.
Section 9.1: Project Team Equipment
See Above
Section 9.2: Project Team Facilities / Workspace / Security Access
See Above – In addition, if the iMS Team members on site are required to have security access (i.e., badges, parking permits, etc.) that these be coordinated with the Project Managers from both partners.
Section 10: Personnel Requirements
City of Richmond Personnel Staff Participation is expected to be as follows:
City Staff Participation
Assumed Role
Maximum Participation
(FTE)
Project Manager .5
Team Leads .5 – 1.0
Team Members .25 - .5
Technical Resources (Network/DB) As necessary
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Section 11: Acceptance Process
The City will have an opportunity to review and either (i) accept or (ii) object to the Services and Deliverables as set forth in an SOW (“Acceptance Process”). If City objects, City will provide Vendor with a written description of the objection. The Vendor and City will review the objection and agree on a resolution to the objection. The City’s use of the Services shall not be deemed Final Acceptance.
11.1: Deliverable or Service Acceptance
Acceptance by the City is required for all Deliverables identified in this SOW. Vendor shall deliver completed Deliverables for review and approval. Deliverables shall be accepted or rejected within five (5) business days from the time of submittal for acceptance unless mutually agreed to another timeline. The Deliverable Acceptance Process is described below.
1. Submission of Deliverables - The Vendor Project Manager, or designee, will prepare a Deliverable Acceptance Form email and forward with the respective Deliverable to the City Project Manager, or designee, for consideration.
2. Assessment of Deliverables - The City representative will determine whether the Deliverable meets the requirements as defined in this SOW, that the Deliverable is complete, and the Deliverable conforms to City expectations for level or professionalism and clarity.
3. Acceptance / Rejection - After reviewing, the City will either accept the Deliverable (by providing an email reply stating the City approves the deliverable) or will provide a written reason for rejecting it to the Vendor. If feedback from multiple City representatives is received, then the City Project Manager, or City designee, will consolidate that feedback before delivering it to the Vendor.
4. Correction of Service Deliverables – Vendor will submit a schedule for making changes to the service deliverable within two (2) business days of receiving a rejected Deliverable Acceptance Form email. Once Vendor corrects all previously identified in-scope problems, the Deliverable will go through the acceptance process again. The Deliverable will be deemed accepted when City provides an email reply stating the City approves the deliverable.
11.2: System / Phase Acceptance
“Conditional Acceptance” will occur at or prior to go-live. The City will have no less than two (2) Weeks to complete User Acceptance Testing of the system (“pre-live testing”) before going live.
The City will have a 30-day period after the go-live to “live test” the system. Live testing is the City’s opportunity to verify that the system complies with the functional requirements and that all other Services have met the requirements of this SOW.
Any (1) new issues not identified during the first three (3) weeks of the “live test” or (2) not accepted/rejected in the 5 day (unless otherwise agreed) timeline are deemed accepted. “Final Acceptance” will occur after all after live testing. “Final Acceptance” means the City’s execution of Final Acceptance upon resolution of Defects in City requirements included as Exhibit C to the Agreement, all Deliverables listed in this SOW, as well as any requirements or deliverables added via change orders throughout the project for which VENDOR is responsible. 1079
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Section 12: Payment Schedule
Section 12.1: Milestone Listing
The iMS Project Schedule once produced and provided to both project teams will itemize everything on the entire implementation.
Project Milestones Include the following PAYMENT MILESTONES:
PAYMENT MILESTONE 1: Initial Delivery Acceptance of Deliverables 1 - 11 PAYMENT MILESTONE 2: Go-Live Acceptance of Deliverables 12 - 27 PAYMENT MILESTONE 3: Final Acceptance As defined in Section 11
Section 12.2: Payment Amounts
Payment Terms, First Year Cost, and Payment Amounts
PAYMENT TERMS:
Software License and Card Reader:
Due at Contract Execution/Signing
Annual SaaS/Hosting:
Paid annually, in advance
Due at Contract Execution/Signing
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FIRST YEAR PAYMENT AMOUNTS:
FIVE YEAR PAYMENT SUMMARY:
Year 2 = One Year from Contract Execution, etc.
Section 13: Service Level Agreement
In the event that three (3) or more Severity Type 1 issues are not responded to within thirty (30) minutes within any one quarter, Customer shall be provided with a credit equal to five percent (5%) of the annual support and maintenance fee, provided the Customer notifies iMS Management in writing of the request for a credit within 1081
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twenty (20) business days of a response not in conformity with Severity 1 Customer Service Severity Code as set forth below.
In the event of three (3) or more Severity Type 2 issues that are not responded to within two (2) hours within any one quarter, Customer shall be provided with a credit equal to five (5%) of the annual support and maintenance fee, provided the Customer notifies iMS Management in writing of the request for a credit within twenty (20) business days of a response not in conformity with Severity 1 Customer Service Severity Code as set forth below.
Severity Code Description Examples of Issues in This Category Target Response Time
1 Emergency issue; all users have
no access to the iMS production
system
All users have no access in the iMS
production system.
Within thirty (30)
minutes
OR
Immediate
assistance
2 High impact issue; users cannot
perform key processes and are
unable to continue current
operations.
Users are unable to perform critical
tasks including processing permits,
licenses, input inspection results
Within two (2)
business hours
OR
Immediate
assistance
3 Moderate impact issue; users
cannot perform key processes.
Users experience functionality issues
including data not displaying
correctly, issues requiring general
assistance on setup and/or
configuration, answers to “how to”
questions or users being unable to
perform basic tasks.
Within four (4)
business hours
4 Low impact issue and/or general
questions regarding product
usage; reporting a behavior
which is not an emergency.
General inquiries regarding new or
existing product functionality and
questions about how to accomplish a
certain task or complete a process in
iMS.
Within 10 (ten)
business hours
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EXHIBIT B
SELECTRON TECHNOLOGIES, INC.
END USER LICENSE AGREEMENT
This End User License Agreement (this “EULA”) is part of a Software License and Implementation Agreement (the “ Master Agreement ”) whereby the person or entity identified in the M aster Agreement as the Licensee (“Licensee”) is obtaining services that include a license to the proprietarty software (the “Licensed Software”) of Selectron Technologies, Inc., an Oregon corporation (“ Selectron”, “we”, “our”, or “us”). This EULA governs use by Licensee and all natural persons to whom Licensee provides access to the Licensed Software (each, an “ Authorized User”). In this EULA, unless the context clearly indicates otherwise, all references to “ you,” or “your” means both the Licensee and the Authorized User. All capitalized terms used but not defined in this EULA have the meanings given to them in the Master Agreement.
SELECTRON PROVIDES THE LICENSED SOFTWARE SOLELY ON THE TERMS AND CONDITIONS SET FORTH IN THIS EULA AND ON THE CONDITION THAT YOU ACCEPT AND COMPLY WITH THEM. IF YOU DO NOT AGREE TO THE
TERMS OF THIS EULA, SELECTRON WILL NOT AND DOES NOT LICENSE THE LICENS ED SOFTWARE TO YOU, AND YOU MUST NOT USE OR ACCESS THE SOFTWARE.
1. License Grant . Subject to your strict compliance with this EULA, Selectron hereby grants you a non - exclusive, non -transferable, non -sublicensable, limited license to use the Licensed Softwar e solely in accordance with the documentation, the Master Agreement, and this EULA, for Licensee's internal business purposes. The foregoing license will terminate immediately on the earlier to occur of:
(a) the expiration or earlier termination of the Master Agreement between Selectron and Licensee; or
(b) your ceasing to be authorized by Licensee to use the Licensed Software for any or no reason.
2. Scope of License. Subject to and conditioned upon Licensee's timely payment of the fees set forth in the Master Agreement and your strict compliance with all terms and conditions set forth in this EULA and the Master Agreement, you have a limited right and license to:
(a) Use and access the Licensed Software in accordance with this EULA and the documentation, solely for Licensee's internal business purposes. (b) Download, display, and use the documentation, solely in support of Licensee’s use and access of the Licensed Software in accordance herewith. (c) Download, display, copy, use, and create derivative works of reports and structured data generated using the Licensed Software, solely for Licensee’s internal business purposes.
3. Copies. All copies of the Licensed Software and documentation made by you:
(a) Will be the exclusive property of Selectron;
(b) Will be subject to the terms and conditions of the Master Agreement and this EULA; and 1083
(c) Must include all trademark, copyright, patent and other intellectual property rights notices contained in the original.
4. Use Restrictions. You shall not, directly or indirectly:
(a) Use the Licensed Software beyond the scope of the license granted in the Master Agreement and Section 2 of this EULA;
(b) Copy all or any portion of the Licensed Software, except as expressly permitted in Section 2 of this EULA;
(c) Decompile, disassemble, decode, or otherwise reverse engineer the Licensed Software, or any portion thereof, or determine or attempt to determine any source code, algorithms, methods, or techniques used or embodied in the Licensed Software or any portion thereof; (d) Modify, translate, adapt or otherwise create derivative works or improvements, whether or not patentable, of the Licensed Software or any part thereof; (e) Provide any other person, including any subcontractor, independent contractor, affiliate, service provider, or other employee of Licensee, with access to or use of the Licensed Software, except as expressly permitted by the Master Agreement or this EULA;
(f) Distribute, disclos e, market, rent, lease, lend, sell, timeshare, sublicense, assign, distribute, pledge, publish, transfer or otherwise make available the Licensed Software or any features or functionality of the Licensed Software, to any third party for any reason, whether or not over a network and whether or not on a hosted basis, including in connection with the internet, web hosting, wide area network (WAN), virtual private network (VPN), virtualization, time-sharing, service bureau, software as a service, cloud or other technology or service, except as expressly permitted by the Master Agreement or this EULA; (g) Use the Licensed Software for the commercial or other benefit of a third party; (h) Permit the Licensed Software to be used for or in connection with any facility management, service bureau, or time-sharing purposes, services, or arrangements, or otherwise used for processing data or other information on behalf of any third party; (i) Remove, delete, alter or obscure any trademarks or any copyright, trademark, patent or other intellectual property or proprietary rights notices, legends, symbols, or labels appearing on or in the Licensed Software, including any copy thereof;
(j) Perform, or release the results of, benchmark tests or other comparisons of the Licensed Software with other software or materials;
(k) Incorporate the Licensed Software or any portion thereof into any other materials, products, or services, except as expressly permitted by the Master Agreement or this EULA; (l) Use the Licensed Software for any purpose other than in accordance with the terms and conditions of this EULA and the Master Agreement.
(m) Use the Licensed Software in, or in association with, the design, construction, maintenance or operation of any hazardous environments or systems, including (i) power gene ration systems; (ii) aircraft navigation or communication systems, air traffic control systems or any other transport management systems; (iii) safety-critical applications, including medical or life-support systems, vehicle operation applications or 1084
any p olice, fire or other safety response systems; (iv) military or aerospace applications, weapons systems or environments;
(n) Use the Licensee data or the Licensed Software in any way that is fraudulent, misleading, or in violation of any applicable laws or reg ulations (including federal, state, local, and international laws and regulations), including but not limited to export or import control laws, information privacy laws, and laws governing the transmission of commercial electronic messages; or
(o) Use the Licensed Software for purposes of competitive analysis of the Licensed Software, the development of a competing software product or service or any other purpose that is to Selectron's commercial disadvantage.
5. Collection and Use of Information. Selectron may, directly or indirectly through the services of others, including by automated means and by means of providing maintenance and support services, collect and store information regarding your use of the Licensed Software, its performance, the equipment through which the Licensed Software accessed and used, such as dates and times of use by each Authorized User, activities conducted using the Licensed Software, the type of web browser used to access the Licensed Software, the operating system/platform you are using, your IP address, and your CPU speed. You agree that the Selectron may use such information for any purpose related to the Licensed Software, including but not limited to improving the performance of the Licensed Software, developing updates, and verifying compliance with the terms of this EULA and enforcing Selectron's rights, including all intellectual property rights in and to the Licensed Software.
6. Intellectual Property Rights. You acknowledge that the Licensed Software is provided under license, and not sold, to you. You do not acquire any ownership interest in the Licensed Software under this EULA or the Master Agreement, or any other rights to the Licensed Software other than to use the Licensed Software in accordance with the license granted under this EULA and the Master Agreement, subject to all terms, conditions and restrictions contained therein and herein. Selectron reserves and shall retain its entire right, title and interest in and to the Licensed Software and all intellectual property rights arising out of or relating to the Licensed Software, subject to the licenses expressly granted in the Master Agreement and this EULA. You shall use commercially reasonable efforts to safeguard all Licensed Software (including all copies thereof) from infringement, misappropriation, theft, misuse or unauthorized access.
7. Login Credentials. You, the Authorized User, shall not share or disclose your log-in credentials with or to any other individual or entity, even if such other individual is also an Authorized User. If you discover or suspect that log-in credentials of any Authorized User have been accessed or used by anyone other than the individual to whom such log-in credentials were originally granted, you will promptly notify Selectron, and Selectron shall promptly reset or provide Licensee with a means of resetting the password associated with such log-in credentials.
8. Export Regulation. The Licensed Software may be subject to US export control laws, including the US Export Administration Act and its associated regulations. You shall not, directly or indirectly, export, re-export or release the Licensed Software to, or make the Licensed Software accessible from, any jurisdiction or country to which export, re-export or release is prohibited by law, rule or regulation. You shall comply with all applicable federal laws, regulations and rules, and complete all required undertakings (including obtaining any necessary export license or other governmental approval), prior to exporting, re-exporting, releasing or otherwise making the Licensed Software available outside the US.
9. Governing Law. This EULA shall be governed by and construed in accordance with the internal laws of the State of California without giving effect to any choice or conflict of law provision or rule (whether of the State of California or any other jurisdiction) that would cause the application of laws of any jurisdiction other than those of the State of California.
1085
Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
1 Business Tax / Business License Application Process Accepts permit applications online Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
2 Business Tax / Business License Fee Collection
Provide for calculation of standard fees with effective dates using user provided formulas or tables. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
3 Business Tax / Business License Fee Collection
Track fee collections and receivables, provide for late penalties as appropriate, and generate payment receipts. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
4 Business Tax / Business License Fee Collection
Provide for the calculation of a fee estimate for printing in a City-defined format. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
5 Business Tax / Business License Fee Collection
Provide report for certain deliquent account types and
convert the information into preset documents for mass
mailing. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
This item may/may not be a
custom report (we have
included an up to number in
our proposal for you). We also
support Nightly Rules that
could send out an email and
appropriate document/invoice
6 Business Tax / Business License Fee Collection Provide capability to track an estimate of required fees. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
7 Business Tax / Business License Fee Collection
Schedule and collect fees for consults in instances where a site visit is needed, but no work requiring a permit has been done. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 11086 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
8 Business Tax / Business License Fee Collection Set variable rates by business type or category. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
9 Business Tax / Business License Fee Collection Ability to set flat rates based on specific charge codes. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
10 Business Tax / Business License Fee Collection
Set rates by occupancy type, construction type, square
footage and project categories. Allow tiered rates within those parameters. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
11 Business Tax / Business License Fee Collection
Set rates by custom capacity fee based on square
footage and usage type. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
12 Business Tax / Business License Fee Collection Ability to develop custom fee calculations. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
13 Business Tax / Business License Fee Collection
Define project categories that allow for different payment plans (full fees upfront, partial fees at defined stages of the project based on category business rules) Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
14 Business Tax / Business License Fee Collection
Ability to assess multiple fees including plan check fee and all permit types Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
15 Business Tax / Business License Fee Collection
Allows application/permit fees to be entered in a
“temporary” or “pending” manner to allow for the
issuance of the application/permit and the collection of the fees to take place on a later day. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
16 Business Tax / Business License Fee Collection
Allows for funds to be posted for a contractor/realtor and “drawn down” as applications/permits are issued. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 21087 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
17 Business Tax / Business License Fee Collection
Allows for pre-payments on deposit for
contractor/realtors. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
18 Business Tax / Business License Fee Collection
Fees are table-based with effective dates, such that fee changes are easily modified by authorized personnel. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
19 Business Tax / Business License Fee Collection Ability to modify fees. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
20 Business Tax / Business License Fee Collection
Edit and calculate fees by different variables for different permit types (fixed rate, square footage, etc.) Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
21 Business Tax / Business License Fee Collection
Integrates with a cashiering system that allows for fee collection and receipt printing. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
22 Business Tax / Business License Fee Collection Apply fees electronically to the accounts specified. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
23 Business Tax / Business License Fee Collection
Assess fees for applications, permits, licenses,
inspections, and penalties. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
24 Business Tax / Business License Fee Collection Accept fees from the City's central cashiering system. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
25 Business Tax / Business License Fee Collection
Allow for additional fees on a permit including re-
inspection fees, administrative fees, and plan review
fees. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 31088 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
26 Business Tax / Business License Fee Collection Ability to open permits and add and re-issue fees. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
27 Business Tax / Business License Fee Collection
Allow for the collection and tracking of fees for other agencies (state, county) Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
28 Business Tax / Business License Fee Collection Allow for waiver of fees in special condition. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
29 Business Tax / Business License Fee Collection Allows for the establishment of various fee structures. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
30 Business Tax / Business License Fee Collection
Calculate permit fees based on a fee schedule. System
must provide the capability to change the fee schedules and calculation routines. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
31 Business Tax / Business License Fee Collection
Capability to export transactions to finance (revenue)
module - General Ledger. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
32 Business Tax / Business License Fee Collection
Capable of calculating estimated fees for permits without creating the permit. Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
33 Business Tax / Business License Fee Collection Record company account information. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
34 Business Tax / Business License Fee Collection Support future date effective fee structures. Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 41089 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
35 Business Tax / Business License Fee Collection
All fees/permit charge codes are assigned a related GL
revenue code Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
36 Business Tax / Business License Fee Collection
Ability to run mass Business License renewal letters to collect renewal fees Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
37 Business Tax / Business License Fees / Charges
System can calculate standard fees using effective dates and user-provided formulas or tables Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
38 Business Tax / Business License Fees / Charges
System allows City to set variable rates by business type or category Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
39 Business Tax / Business License Fees / Charges
System allows City to set rates by occupancy type,
construction type, square footage and project categories and allows tiered rates within those parameters Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
40 Business Tax / Business License Fees / Charges
System has the ability to assess multiple fees including plan review fees and all permit types Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
41 Business Tax / Business License Fees / Charges
System allows for pre-payments on deposit for
contractor/developers Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
42 Business Tax / Business License Fees / Charges System allows for waiver of fees in special conditions Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
43 Business Tax / Business License Fees / Charges
Integrates with a cashiering system that allows for fee collection and receipt printing Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 51090 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
44 Business Tax / Business License Fees / Charges
Allow for the collection and tracking of fees for other agencies (state, county) Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
45 Business Tax / Business License General
System supports issuance of various types of licenses,
including (Insert license type) (indicate any limitations in the comments column) Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
46 Business Tax / Business License General
System can classify businesses and assess/collect
licenses due to the City in accordance with the City's
Licensing Ordinances and Measure U Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
47 Business Tax / Business License General
System utilizes workflow to accommodate the City
business rules for each type of license Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
48 Business Tax / Business License General
System allows for multiple classification codes on the
same business license Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
49 Business Tax / Business License General
System can track businesses that may be exempt from a
certain license type Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
50 Business Tax / Business License General
System allows businesses to apply for and renew
licenses online Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
51 Business Tax / Business License General
System can create user-defined renewal letters for each type of license Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
52 Business Tax / Business License General
System can generate business license certificate and
user/customer can print certificate from system Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 61091 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
53 Business Tax / Business License General System tracks delinquent payments for licenses Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
54 Business Tax / Business License General
System defines an expiration date for each business
license issued Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
55 Business Tax / Business License General
System workflow to notify appropriate staff that a license is approaching the expiration Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
56 Business Tax / Business License General
System can calculate business license fee based on
license type Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
57 Business Tax / Business License General
System allows user to view business license history at a given property Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
58 Business Tax / Business License General
System workflow will generate communication with
business license applicant to provide necessary
information related to the application Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
59 Business Tax / Business License General
System notifies appropriate staff that a license is
approaching expiration at user-defined interval Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
60 Business Tax / Business License General
System generates license renewal letter with user-
defined text Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
61 Business Tax / Business License General Staff can send license renewal letter from the system Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 71092 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
62 Business Tax / Business License General System generates renewal reminders Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
63 Business Tax / Business License General
System accommodates multiple licenses at the same
business location Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
64 Business Tax / Business License General
System allows user to view outstanding fees for any
business Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
65 Business Tax / Business License General
Create linkage going forward for old business tax
accounts that are transferred to new owners. Businesses cannot be transferred, but it is important to know who the previous account/owner was Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
66 Business Tax / Business License Self-Service
System allows customer to view their own existing
applications, permits, and comments online Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
67 Business Tax / Business License Self-Service System allows customer to view plan review status onlineY S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
68 Business Tax / Business License Self-Service
System allows customer to request inspections and view
inspection results online Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
69 Business Tax / Business License Self-Service
System allows customer to attach/upload supporting
documents when submitting applications via self-service portal Y S iMSLicensing Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
70 Business Tax / Business License Self-Service System is ADA compliant Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 81093 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
71 Business Tax / Business License Self-Service System supports credit card payments Y S iMSLicensing Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Please note iMS currently has
five integrations (Paymentus,
PayTrace, BridgePay, USBank,
and CardKnox). If one of these
will not be utilized more
information and/or scope and
cost(s) may be associated iwth
overall final proposal.
72 Code Enforcement Complaint Citizens can file anonymous complaints via web portal Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
73 Code Enforcement Complaint
Citizens can upload supporting documentation (e.g.,
photos) in complaint portal Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
74 Code Enforcement Complaint
Location and other land use information about property
are called up from GIS Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
75 Code Enforcement Complaint
Inspectors can update and view historical changes to
case records Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
76 Code Enforcement Complaint
A Plaintiff can receive status of complaint via preferred communication method (e.g., email, phone call, etc.) Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
77 Code Enforcement Complaint
Open and Closed cases can be queried by Inspectors to
determine if repeated complaints have occurred Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 91094 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
78 Code Enforcement Complaint
Customer can select inspection times based on
availability or published schedule and criteria Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
79 Code Enforcement Complaint
Ability to prioritize cases by case type and geographic location. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
80 Code Enforcement Complaint
Ability to view and track planning, building and licensing with a code case. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
81 Code Enforcement Complaint
Send violations that need to be corrected along with code site and narrative. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
82 Code Enforcement Complaint
Supporting documents for an complaint can be attached
to an on-line submitted complaint Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
83 Code Enforcement Complaint
Define business rules and workflows required to guide
system procedural flow. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
84 Code Enforcement Complaint
System can assign City staff by type of complaint and
geographic area. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
85 Code Enforcement Complaint
Attach various document types, pictures and video to an application/permit/inspection Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
86 Code Enforcement General
System can track mandatory, inspection-generated and
complaint-based code enforcement actions Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 101095 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
87 Code Enforcement General
System can track evidence of code enforcement
violations Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
88 Code Enforcement General System can generate code enforcement actions Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
89 Code Enforcement General
System can produce code enforcement violation listings
with related fines and fees Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
90 Code Enforcement General System can generate notifications to enforcement staff Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
91 Code Enforcement General
System can generate multiple types of fines based on
City Ordinances Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
92 Code Enforcement General System tracks escalation of enforcement actions Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
93 Code Enforcement General System can generate invoices for non-compliance Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
94 Code Enforcement General
System can flag outstanding/delinquent invoices for
special assessment Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
95 Code Enforcement General System can generate case and violation number Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 111096 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
96 Code Enforcement General
User is able to identify and note a case within the system for safety concerns Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
97 Code Enforcement General
System provides notifications and updates when a case
is noted for safety concerns Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
98 Code Enforcement General
The system has the ability to allow staff to add internal notes to a property (e.g., dangerous dog). Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
99 Code Enforcement Inspection
Inspectors can schedule inspections based on case
criteria (e.g., location, type of property) and payroll schedule (e.g., work availability) Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
100 Code Enforcement Inspection
Attach supporting inspection data into case record
(upload photos, recordings, Office docs, other) Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
101 Code Enforcement Inspection
Inspectors can print violation notices by type (e.g., door hangars, letter, etc.) based upon user selection Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
102 Code Enforcement Inspection
Re-inspections are scheduled based on same rules as
initial inspections Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
103 Code Enforcement Inspection
System maintains history of record changes in inspection record so that Inspector can view notices, proposed
remedies, and court decisions associated with inspection record Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
104 Code Enforcement Inspection
Fines associated with violations are tracked like
receivables so that outstanding fines can be tracked Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 121097 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
105 Code Enforcement Inspection
System includes checklist of inspection steps/process for inspector to follow and track Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Checklists are configured by
iMS Project Team members for
you.
106 Code Enforcement Inspection
System includes templates for presentations to Hearing
Officer or other required stakeholder Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Merge Templates (MS Word)
are created and part of our
proposal.
107 Fire CRM Citizens may file a complaint online Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
108 Fire CRM System ability to assign personnel to investigate Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
109 Fire CRM
System ability to (a) refer complaint to another
department (b) close case Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
110 Fire Fees
System capability to automatically add 2% fee if clients pay via credit card online. Currently department adds 2% fee manually and if clients pay via check department has to remove the fee, send check back to client due to
overpayment, then generate a new invoice Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Accomplished through
Payment Processor
Integration.
111 Fire Fees
System ability to generate fees based on # of devices,
sprinklers, risers - Currently under Custom Screens Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 131098 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
112 Fire GIS
Inspectors and/or engine/truck companies ability to
access GIS when conducting inspections Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
113 Fire GIS
Ability to cluster inspection and schedule by district (e.g., VHFHSZ, Apartment, Mercantile, Aerial Pre-Plan)
currently on Custom Reports Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
114 Fire GIS
System ability to map out/add pins on the map based on
permits or cases Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
115 Fire Inspections
While on the field, Fire Inspectors should have the
capacity to search for permit history (e.g., permit #, last inspection, previous violation, balance due, chronology, and/or any links attached to it) Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
116 Fire Inspections
While on the field, Fire Inspectors should have the
capacity to complete Fire Safety Reports, add violations, add comments, capture and upload photos Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
117 Fire Inspections
While on the field, Fire Inspectors should have the to
search for forms, site plans, supporting documents Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
118 Fire Inspections
System capability to batch schedule inspections based
on subtypes to inspectors and/or engine/truck companies Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
119 Fire Inspections/Investigations
System capability to integrate third-party software such as: RMS (listing run number, dispatched investigator,
incident narrative) I S IMSEnforce Phase I
See iMS Zoll Fire Interface
item in that spreadsheet. More
information may still be
necessary to ensure scope and
integration methodology.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 141099 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
120 Fire Inspections/Investigations
Generate Fire Safety Report: print reports listing
violations and referenced fire codes, pictures, last
inspection date, follow-up date, fees - Currently under Trakit: CodeTRAK Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. Met
with either a Demand Report,
Ad-Hoc Report, or one of the
Custom Reports we are
proposing.
121 Fire Inspections/Investigations
System ability to generate and print reports based on
incidents (HAZMAT, VHFHSZ, Fire Hazard, Fire Safety). Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
122 Fire Permits
System ability to generate and print invoices, PTO, permit card, inspection report/results Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
123 Fire Permits System ability to categorize permits based on subtypes Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
124 Fire Plan Review
Applicant can complete an application online and submit plans Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
125 Fire Plan Review Applicant can pay online Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
126 Fire Plan Review
Applicants are notified about plan check comments
and/or approval Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
127 Fire Plan Review
Applicants can retrieve plan check comments/and or
approval online Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 151100 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
128 Fire Plan Review
Applicants can upload revisions and/or resubmittals
online Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
129 Fire Plan Review System ability to share plans to third-party reviewers Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
130 Fire Reports
Ability to easily print reports. Trakit tends to crash when generating and/or printing larger files Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
131 Fire System Sytem ability to link permits based on address/APN Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
132 Fire System
System abiltiy to send reports, invoice, permits via email on file Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
133 Fire Permits System ability to log inspections and add attachments Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
134 Fire Permits System ability to add payment, generate invoice Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
135 Fire System
System capability to integrate third-party software such as: RMS (see # 17), Brycer Compliance Engine I S IMSEnforce Phase I Should not be an issues. See
our Interface responses
spreadsheet. However, more
information for true scope and
deliverables may be
necessary. We are open to
providing this pre-contract.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 161101 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
136 PLAN/BUILD/ENVIRON. Application As an Applicant, I can apply for land use permits online. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
137 PLAN/BUILD/ENVIRON. Application As an Applicant, I can pay for any application fees online. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
138 PLAN/BUILD/ENVIRON. Application
As an Applicant, I can view the status of my application online. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
139 PLAN/BUILD/ENVIRON. Application
As an Applicant, I can receive email updates of my
application status. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
140 PLAN/BUILD/ENVIRON. Application
As an Applicant, I can view guides or additional
information to assist me to complete the application. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
141 PLAN/BUILD/ENVIRON. Application
As an Applicant, I have a checklist of tasks to complete based upon the type of application. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
142 PLAN/BUILD/ENVIRON. Application
As an Applicant, I can view online help tools to guide me through the application process. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
This may need to be
configured by staff and iMS
based on requirement(s).
143 PLAN/BUILD/ENVIRON. Application
As an Applicant, I can enter an electronic signature
indicating my certification of a submittal. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 171102 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
144 PLAN/BUILD/ENVIRON. Application
As a Reviewer, I can pull land use information - including GIS data - for land use applications Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
145 PLAN/BUILD/ENVIRON. Application
Multiple Reviewers (from different Reviewing
Organizations) can review an application at the same
time. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
146 PLAN/BUILD/ENVIRON. Application Solution calculates fees based on fee and rate structure Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
147 PLAN/BUILD/ENVIRON. Application
As a Reviewer, I can add a reference to an external
document that cannot be stored digitally Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
148 PLAN/BUILD/ENVIRON. Data Requirements Maintain the following information on each permit: Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
149 PLAN/BUILD/ENVIRON. Data Requirements Prerequisite documents Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
150 PLAN/BUILD/ENVIRON. Data Requirements Departments from which approval is required Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
151 PLAN/BUILD/ENVIRON. Data Requirements
Department which must be notified that permits will be
issued Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
152 PLAN/BUILD/ENVIRON. Data Requirements Original application date Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 181103 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
153 PLAN/BUILD/ENVIRON. Data Requirements How many permits may be issued in total Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
154 PLAN/BUILD/ENVIRON. Data Requirements Staff Comments Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
155 PLAN/BUILD/ENVIRON. Data Requirements Additional User Defined Fields Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
156 PLAN/BUILD/ENVIRON. Data Requirements
List of documents to be provided applicant along with
permits Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
157 PLAN/BUILD/ENVIRON. Data Requirements Includes the following Permit data: Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
158 PLAN/BUILD/ENVIRON. Data Requirements Permit Type Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
159 PLAN/BUILD/ENVIRON. Data Requirements Work Type (e.g. Task or Activity) Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
160 PLAN/BUILD/ENVIRON. Data Requirements Tenant Name Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
161 PLAN/BUILD/ENVIRON. Data Requirements Tenant Type Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 191104 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
162 PLAN/BUILD/ENVIRON. Data Requirements Square Footage Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
163 PLAN/BUILD/ENVIRON. Data Requirements Job Number Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
164 PLAN/BUILD/ENVIRON. Data Requirements Other User-defined data Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
165 PLAN/BUILD/ENVIRON. General Requirements Ability to track bonds Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
166 PLAN/BUILD/ENVIRON. General Requirements Ability to make cash receipt corrections Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
With proper security authority.
167 PLAN/BUILD/ENVIRON. General Requirements
Ability to communicate with state licensing board to
confirm active license Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. iMS
much like TRAKiT has
integration with CSLB.
168 PLAN/BUILD/ENVIRON. General Requirements
Ability to check for current fictitious business names, contractors licenses, and sellers permits for Business
Licensing. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Based on requirement more
information may be necessary
or a custom report on criteria
used to search for this detail.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 201105 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
169 PLAN/BUILD/ENVIRON. Inspection
As a local builder, I can request inspections online or by phone Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. By
the phone would be with a staff
member asssisting in iMS. We
also can integrate with an IVR
(Interactive Voice Response)
vendor such as our business
partner, Selectron, or other(s).
170 PLAN/BUILD/ENVIRON. Inspection
Inspectors enter comments during inspections and
upload supporting documents Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
171 PLAN/BUILD/ENVIRON. Inspection As an Inspector I can add additional for re-inspections Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
172 PLAN/BUILD/ENVIRON. Inspection Inspections are scheduled based on scheduling criteria Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
173 PLAN/BUILD/ENVIRON. Inspection System maintains status of inspections Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
174 PLAN/BUILD/ENVIRON. Inspections
Provide notification of inspection results as soon as
possible upon completion of the inspection. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
175 PLAN/BUILD/ENVIRON. Inspections
Alert user when there are code violations, outstanding
permit or license fees by applicant, multiple permits as an owner/builder. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 211106 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
176 PLAN/BUILD/ENVIRON. Inspections
Allows for the list of close-out documents to be required once the Final Inspection is held prior to recommending a close-out to be edited by City staff. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
177 PLAN/BUILD/ENVIRON. Inspections
Allows users to enter, display, and modify inspection data either through an "inspections" selection on the basic
permit/application, or through another menu option. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
178 PLAN/BUILD/ENVIRON. Inspections
Application/module contains an enhanced inspection
checklist, which would enable the user to use predefined inspection result comments as well as to tie those same comments to specific building code text. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
179 PLAN/BUILD/ENVIRON. Inspections
Assign an inspector to a project when the permit is
issued. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
180 PLAN/BUILD/ENVIRON. Inspections
Automatically calculate permit expiration date based on user parameters. Extend expiration date automatically
based on inspection activity and manually based on
written request. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
181 PLAN/BUILD/ENVIRON. Inspections
Functionality provided to help users identify and display information concerning inspection activities in the system. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
182 PLAN/BUILD/ENVIRON. Inspections
Generate a daily inspection schedule for each inspector or inspector group. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
183 PLAN/BUILD/ENVIRON. Inspections
Generates form letters, certificates and permits. Typical examples include: violation notices, public notices,
expiration notices, approval letters, flood zone letters, etc. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
184 PLAN/BUILD/ENVIRON. Inspections
Inspection results must be recorded into a permit history file. Permit history files must include: Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 221107 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
185 PLAN/BUILD/ENVIRON. Inspections Partial inspections Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
186 PLAN/BUILD/ENVIRON. Inspections Stop work orders Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
187 PLAN/BUILD/ENVIRON. Inspections Re-inspections Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
188 PLAN/BUILD/ENVIRON. Inspections Final Inspections Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
189 PLAN/BUILD/ENVIRON. Inspections Certificates of Occupancies Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
190 PLAN/BUILD/ENVIRON. Inspections Other special conditions Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
191 PLAN/BUILD/ENVIRON. Inspections Application for modifications Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
192 PLAN/BUILD/ENVIRON. Inspections Modifications granted Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
193 PLAN/BUILD/ENVIRON. Inspections
Inspector calendar coordination – View each inspector's schedule. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 231108 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
194 PLAN/BUILD/ENVIRON. Inspections
Issue a permit with a list of appropriate inspections for the job.. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
195 PLAN/BUILD/ENVIRON. Inspections
Provides field inspectors the ability to check the status of existing violations and update information. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
196 PLAN/BUILD/ENVIRON. Inspections
Easily store and retrieve real-time inspection information, as well as have the capability to coordinate and distribute inspection data to other City departments with a need for this data. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
197 PLAN/BUILD/ENVIRON. Inspections
Schedules multiple inspections for a particular location at the same time. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
198 PLAN/BUILD/ENVIRON. Inspections
Schedules inspections based on predefined time
amounts assigned to each inspection type. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
199 PLAN/BUILD/ENVIRON. Inspections Generates a daily schedule for each inspector. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Can be accomplished through
Task List and/or Dashboard in
addition to report or schedule.
200 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to generate inspection
schedules that accommodates entering the following
scheduling constraints: Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
201 PLAN/BUILD/ENVIRON. Inspections Normal operating hours; Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 241109 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
202 PLAN/BUILD/ENVIRON. Inspections Observed holidays; Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
203 PLAN/BUILD/ENVIRON. Inspections
Single occurrence vacations by inspector with the ability to designate an alternate; Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
204 PLAN/BUILD/ENVIRON. Inspections Single occurrence shut-down days; Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
205 PLAN/BUILD/ENVIRON. Inspections Other user defined dates; and Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
206 PLAN/BUILD/ENVIRON. Inspections
Outside normal business hours with or without
associated additional fees. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
207 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow inspection requests to be submitted through a portal on the City's website with the ability to add notes or comments. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
208 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow applicants to view the status of requested inspections via a portal on the City's website. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
209 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow City staff to schedule inspections by appointment in AM or PM. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
210 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow City staff to schedule inspections by appointment to the day. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 251110 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
211 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to automate inspection
assignments by inspection type. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
212 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow supervisors to
reassign selected inspections with appropriate security permissions. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
213 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow supervisors to
reassign selected inspections or all inspections for a
selected date(current or future) from one inspector to
more than one inspectors by load balancing in the same
inspection group. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
214 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to mass reassign all
incomplete future inspections assigned to a single
inspector to another inspector. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
215 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to reassign all future
incomplete inspections of a selected permit from one
inspector to another inspector. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
216 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to reassign inspections to
another inspector (i.e. due to absence). Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
217 PLAN/BUILD/ENVIRON. Inspections
Schedules multiple inspections for a particular location at the same time. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
218 PLAN/BUILD/ENVIRON. Inspections
Schedules inspections based on predefined time
amounts assigned to each inspection type. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
219 PLAN/BUILD/ENVIRON. Inspections Provide for inspection request via: Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 261111 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
220 PLAN/BUILD/ENVIRON. Inspections IVR N TPS iMSApprovals Phase I This would be through an IVR
provider; i.e., Selectron, etc.
221 PLAN/BUILD/ENVIRON. Inspections Internet. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
222 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide a native and/or fully integrated IVR functionality for inspection requests and permit status look-up. Y TPS iMSApprovals Phase I
Yes. We have several clients
using an IVR solution
(Selectron) with iMS and the
integrations have already been
built.
223 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide IVR functionality that allows City staff to record audio instructions and messages for contractor and applicants to hear when
they dial into the IVR number. Y-ND TPS iMSApprovals Phase I Through your selected IVR
Provider and integration to
iMS.
224 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide IVR functionality that allows for contractors and applicants to obtain status information on a submitted permit. Y-ND TPS iMSApprovals Phase I Through your selected IVR
Provider and integration to
iMS.
225 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide IVR functionality that allows for contractors and applicants to request
inspections. Y-ND TPS iMSApprovals Phase I
Through your selected IVR
Provider and integration to
iMS.
226 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide IVR functionality that allows for contractors and applicants to obtain status information on a scheduled inspection (e.g., request
received, inspection scheduled). Y-ND TPS iMSApprovals Phase I Through your selected IVR
Provider and integration to
iMS.
227 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide IVR functionality that allows for contractor and applicants to cancel a
scheduled inspection. Y-ND TPS iMSApprovals Phase I
Through your selected IVR
Provider and integration to
iMS.
228 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide IVR functionality that allows for contractors and applicants to obtain status information on a completed inspection (e.g., pass, re-
inspection required, etc.). Y-ND TPS iMSApprovals Phase I Through your selected IVR
Provider and integration to
iMS.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 271112 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
229 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide text message
(SMS) functionality that allows for contractors and
applicants to request inspections. Y-ND TPS iMSApprovals Phase I Through your selected IVR
Provider and integration to
iMS.
230 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to provide text message
(SMS) functionality that allows for contractors and
applicants to obtain status information on a scheduled
inspection (e.g., request received, inspection scheduled). Y-ND TPS iMSApprovals Phase I Through your selected IVR
Provider and integration to
iMS.
231 PLAN/BUILD/ENVIRON. Inspections
Allow inspection scheduling and logging of inspection
results. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
232 PLAN/BUILD/ENVIRON. Inspections Provide for logging of inspection results from field. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
233 PLAN/BUILD/ENVIRON. Inspections
Records travel time and actual inspection time
summarized by permit and Inspector. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
234 PLAN/BUILD/ENVIRON. Inspections
Print out a permit visitation which displays any of the data that has been collected and any pertinent comments as
well as a place for an inspector to document his work Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
235 PLAN/BUILD/ENVIRON. Inspections
Allows for holds to be placed on applications, permits, and/or parcels to stop development Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
236 PLAN/BUILD/ENVIRON. Inspections
Allows for recalculation of application/permit fees based upon updated information. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
237 PLAN/BUILD/ENVIRON. Inspections Allows for the capture and storage of scanned images. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 281113 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
238 PLAN/BUILD/ENVIRON. Inspections
Allows for the issuance of permits based upon one
application/permit number for the entire project,
regardless of the permits attached to the project Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
239 PLAN/BUILD/ENVIRON. Inspections Allows for the use of mobile devices in the field Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
240 PLAN/BUILD/ENVIRON. Inspections
Allows multi-tasking enabling users to access multiple
applications or functions without leaving the initial
application, function or system. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
241 PLAN/BUILD/ENVIRON. Inspections
Allows the capture of multiple telephone numbers and e- mail addresses for all applicants, owners, and
contractors. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
242 PLAN/BUILD/ENVIRON. Inspections
Allows the City to create workflow procedures to
duplicate or replace existing procedures. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
243 PLAN/BUILD/ENVIRON. Inspections
Allows the City to determine/identify items that would
prevent certain permits from being issued. For example, outstanding fees, code enforcement cases or utility
system holds, etc. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
244 PLAN/BUILD/ENVIRON. Inspections
Allows the user to change or divide property addresses
for newly created properties - full integration with GIS and master streets and address systems Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
245 PLAN/BUILD/ENVIRON. Inspections
Allows users to maintain contractor/licensee information in a central location Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
246 PLAN/BUILD/ENVIRON. Inspections
Automatically calculate user-defined “key dates” for a
permit as part of the approval process. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 291114 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
247 PLAN/BUILD/ENVIRON. Inspections
Automatically enters “today’s date” as the date of
creation on a permit at the time of application; also
identifying the creator and time of data entry activity Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
248 PLAN/BUILD/ENVIRON. Inspections
Calendar for scheduling daily building inspections that can be queried and included in reports Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
249 PLAN/BUILD/ENVIRON. Inspections
Scheduling of inspections by geographic area,
project/permit types and inspection types. Allow
rescheduling by authorized users. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
250 PLAN/BUILD/ENVIRON. Inspections
Captures/pulls comments from one type of permit to
another type of permit on the same property when
requested by user. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
251 PLAN/BUILD/ENVIRON. Inspections
Create custom permit templates for common permit
types Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
252 PLAN/BUILD/ENVIRON. Inspections Issue permit refunds Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
253 PLAN/BUILD/ENVIRON. Inspections
Electronically route permit application for approval and inspection management Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
254 PLAN/BUILD/ENVIRON. Inspections Generates a tickler file of deadline dates. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
255 PLAN/BUILD/ENVIRON. Inspections Generates list of permits nearing expiration. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 301115 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
256 PLAN/BUILD/ENVIRON. Inspections
Generates corresponding notices on delinquency of
permits Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
257 PLAN/BUILD/ENVIRON. Inspections
Provides a method of archiving or creating a history file for closed applications/permits. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
258 PLAN/BUILD/ENVIRON. Inspections
Provides a method to allow the homeowner to act as his
own contractor for all permit types. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
259 PLAN/BUILD/ENVIRON. Inspections
Shows the current status of applications/permits under
one specific development project. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
260 PLAN/BUILD/ENVIRON. Inspections
Interfaces with Microsoft Office in order to produce
written notifications regarding finding of inspections. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
261 PLAN/BUILD/ENVIRON. Inspections Track code violations and related documentation Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
262 PLAN/BUILD/ENVIRON. Inspections
Issues and track multiple permits associated with one
address. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
263 PLAN/BUILD/ENVIRON. Inspections
Links all permits and inspections activity to property
records, owners and contractors. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
264 PLAN/BUILD/ENVIRON. Inspections Provide narrative description of business, notations, etc. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 311116 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
265 PLAN/BUILD/ENVIRON. Inspections
Provides a user-defined table of standard or recurring
conditions that can be accessed and applied to a permit during permit processing, thereby eliminating the need to key standard’ conditions Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
266 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to accommodate recurring
inspections. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
267 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to automate the scheduling
and notification of recurring inspections. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
268 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to allow for an unlimited
number of inspections on each application/case. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
269 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to support follow-up
inspections for tracking warranty periods (e.g., inspection prior to expiration of warranty). Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
270 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to require steps in the
inspection process to be followed and not skipped with
the ability to override, with appropriate security
permissions. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
271 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to identify an inspection as conducted by a third-party or special inspector. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
272 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to display flags, holds, and other conditions from the permitting application process to be viewable in the inspections module. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
273 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to support multiple types of application flags, visible to inspectors from the inspection module. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 321117 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
274 PLAN/BUILD/ENVIRON. Inspections
The system has the ability to set a default user by permit type to allow automatic assign first inspection of a new permit to that default user (e.g., default inspector) and allow users change the default inspector as needed. Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
275 PLAN/BUILD/ENVIRON. Inspections
Provides integration with word processing for entry of
comments and conditions and produce permit summary
documentation. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
276 PLAN/BUILD/ENVIRON. Inspections
Provides on-demand listings of permits in various sort
orders (by address, date, type of permit, permit number, assigned inspector, etc.) and with various selections
criteria (i.e., permit status, application data ranges, inspector assigned or involved in Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
277 PLAN/BUILD/ENVIRON. Inspections
Browse and access any permit by permit number, PIN
number, property address, permit description, any of the names associated with the permit (owners, applicants,
developers, etc.), type of permit, and user-defined lookup fields. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
278 PLAN/BUILD/ENVIRON. Other
Businesses can be identified by geocode for business
analysis purposes (e.g., groupings, etc.) Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
279 PLAN/BUILD/ENVIRON. Owner Transfer
As a Reviewer, I can view the history of business
ownership Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
280 PLAN/BUILD/ENVIRON. Permit
As a Reviewer/Approver, I can select properties to
receive notice about an application request Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
281 PLAN/BUILD/ENVIRON. Permit
As a Reviewer/Approver, I can print notices (letters or signs) to send to impacted property owners Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
282 PLAN/BUILD/ENVIRON. Permit
As a Reviewer/Approver, I can send notifications via
email, text, or print Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 331118 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
283 PLAN/BUILD/ENVIRON. Permit
As a Reviewer/Approver, I can issue a service order with Inspectors to post a notice on property based on the
Inspector's schedule and notification requirements Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
284 PLAN/BUILD/ENVIRON. Permit
As an Applicant, I receive updates of my permit
application status during each for each application review change Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
285 PLAN/BUILD/ENVIRON. Permit
As an Applicant, I can select the way that I am notified about my permit application status (e.g., email, text, etc.) Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
286 PLAN/BUILD/ENVIRON. Permit
Planners update land use in GIS from the approved
application record Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
287 PLAN/BUILD/ENVIRON. Permit
Departments responsible for enforcing code and other
standards can review and comment in the application
record Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
288 PLAN/BUILD/ENVIRON. Permit
Development orders are printed from system after proper approvals are recorded Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
289 PLAN/BUILD/ENVIRON. Permit
Solution calculates fees based on type of permit (e.g., residential and non-residential) Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
290 PLAN/BUILD/ENVIRON. Permit Applicant can pay fee or establish escrow for fees Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
291 PLAN/BUILD/ENVIRON. Permit Escrow balance is tracked in solution Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 341119 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
292 PLAN/BUILD/ENVIRON. Permit
Planners can establish drawdown schedule so that fees
are drawn from escrow balance first before establishing receivable Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
293 PLAN/BUILD/ENVIRON. Permit Reviewers can provide comments during permit review Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
294 PLAN/BUILD/ENVIRON. Permit
Permits are issued from system with punch list of items to be completed before occupancy permit is issued Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
295 PLAN/BUILD/ENVIRON. Planning
Support online pre-planning process with workflow
capabilities Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
296 PLAN/BUILD/ENVIRON. Planning
Collect revenue fee for pre-planning process and
distribute to applicable departments Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
297 PLAN/BUILD/ENVIRON. Planning Ability to track actual costs of pre-application process Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
298 PLAN/BUILD/ENVIRON. Planning
Provide for the tracking of the following Planning
applications: Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
299 PLAN/BUILD/ENVIRON. Planning Planning Site Plan Reviews Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
300 PLAN/BUILD/ENVIRON. Planning General Plan Amendments Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 351120 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
301 PLAN/BUILD/ENVIRON. Planning Design Review and revisions Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
302 PLAN/BUILD/ENVIRON. Planning Modifications Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
303 PLAN/BUILD/ENVIRON. Planning Zone Changes Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
304 PLAN/BUILD/ENVIRON. Planning Conditional Use Permits and revisions Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
305 PLAN/BUILD/ENVIRON. Planning Administrative Site Plan and revisions Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
306 PLAN/BUILD/ENVIRON. Planning Design Review Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
307 PLAN/BUILD/ENVIRON. Planning Tentative Tract, Tentative Parcel Map and revisions Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
308 PLAN/BUILD/ENVIRON. Planning
Provide the ability to establish review and expiration
dates for all events. Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
309 PLAN/BUILD/ENVIRON. Renewal As a Permit Owner, I can renew my permit online Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 361121 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
310 PLAN/BUILD/ENVIRON. Renewal
Renewals are issued as a type of receivable so that
organization can track all receivables the same way Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
311 PLAN/BUILD/ENVIRON. Renewal
As a Permit Owner, I can receive renewal invoices are
received based on my preferred communications method Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
312 PLAN/BUILD/ENVIRON. Renewal
As a Reviewer, I can view the payment history on an
invoice before approving a permit renewal Y S iMSApprovals Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
313 PLAN/BUILD/ENVIRON. Renewal
Renewals are issued after receivable payment is
complete Y S iMSApprovals Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
314 Service Request Service Request
Allow users to directly input a service request into the system Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
315 Service Request Service Requests Identifies duplicate service requests for user review Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
316 Service Request Service Requests
Routes the service request to the appropriate reviewer
based on pre-defined roles Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
317 Service Request Service Requests
Allows requester to review the status of the service
request and make additional comments. Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
318 Service Request Service Requests
Notifies requester whether the service request has been rejected or approved and converted into a work order Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 371122 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
319 Service Request Service Requests
System can track the total cost of a service request form origination to completion Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
320 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
smartphone app Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
321 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
voicemails Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Selectron? Or if manually
entered by staff
322 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
phone calls Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Selectron? Or if manually
entered by staff
323 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
SMS/text messages Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Selectron?
324 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
web forms Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
325 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
Facebook Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
326 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
Twitter Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 381123 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
327 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
Walk-ins Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
328 Service Request Service Requests
System can show multi-channel inbound request
capabilities (e.g. citizen requests can be received through the following channels). Please indicate all that apply:
Citizen communication portal Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
329 Service Request Service Requests System supports social media integration I TPS iMSEnforce Phase I Integration requirements need
to be determined and more
discussion may be necessary.
330 Service Request Service Requests
System supports multi-channel outbound response
capabilities (e.g. responses to service request can be
sent through the original communication channel used to submit the request) (indicate any limitations in the
comments column) Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Email and/or Text Messaging
can be sent via iMS currently.
Phone numbers are listed but
staff would need to physically
make the call.
331 Service Request Service Requests
System can leverages a single inbox for all citizen
requests, regardless of type or communication channel
used to submit request Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
332 Service Request Service Requests
System can convert citizen requests into service inquiries and/or work orders for public works and other
departments Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
333 Service Request Service Requests
System allows staff and/or the public to track the
progress of a service request Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
334 Service Request Service Requests
System can facilitate follow-up notifications internally (with staff) and externally (with the resident) Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 391124 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
335 Service Request Service Requests
System manages automated internal follow-ups for work-
in-progress Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
336 Service Request Service Requests
System can provides reports, dashboards, and quires
and other general visibility on the status of each request Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
May be a custom report
configured by iMS and already
part of our overall proposal.
337 Service Request Service Requests System can generate reminders Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
338 Service Request Service Requests
System can generate automated external follow-ups to
residents to let them know that work is complete Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
339 Service Request Service Requests
System can produce service request analytics and
quantifiable service-level data to track community-level trends Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Accomplised through reports,
searches (Ad-Hoc queries),
dashboard items, or
customized reports.
340 Service Request Service Requests System can produce reports on resident requests Y S iMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
341 Service Request Service Requests
System documents and tracks individual citizen
correspondence Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 401125 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
342 Service Request Service Requests
System allows resident to review the status of their
request Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
343 Service Request Service Requests
Systems allows residents to include photos and/or videos with a request Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
344 Service Request Service Requests
System allows users to geotag the incident or service
request on a map Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
345 Service Request Service Requests
System assigns each request/incident a unique tracking number Y S iMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
346 System Audit
As a System Administrator, I can select types of
transaction activity to record for audit purposes. Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Auditing is accomplished on all
areas withing iMS that can be
altered. Viewing audited
information is based on
security rights for
Adminstrators or others.
347 System Audit
For audit purposes, the system can track user application or business transaction activity. Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
348 System Audit
To conserve storage, audit data can be purged after a
defined period of time Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 411126 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
349 System Documents
Supporting documents are attached to business
transactions Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
350 System Field / Mobility
System allows staff to access the system using wireless technology Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
351 System Field / Mobility
System allows staff to generate citations/inspection
reports/tickets and record information on the job site
using a mobile device Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
352 System Field / Mobility
System has a mobile solution so staff can record
information in the field and then synchronize with the
system upon reconnection to a wifi network/cellular
network Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
353 System General Requirements
Ability to upload MS Excel spreadsheets into software to look for matches and provide a report (preferably another Excel report for mail merge). Ex: Reference multiple
Excel spreadsheets against the system, to check for
current business licenses. Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
354 System General Requirements
Ability to upload an MS Excel spreadsheet and have the
software create its own type of mail merge on preset
letters.
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
355 System General Requirements
Business Tax Accounts - Create linkage going forward
for old accounts that transferred to new owners. Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 421127 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
356 System Land Management
System allows the GIS to act as a querying tool for
BL/permit/inspection data Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
357 System Land Management
System allows permit/inspection information to be
retrieved by selecting a parcel or address in GIS and
allows a user to select a GIS area or attribute (i.e.
zoning/neighborhoods) and print a report of
permit/inspection activities pertaining to that area Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
358 System Land Management
System can visually represent data and property
information on map
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
359 System Land Management
System can report on all activity related to an
address/parcel record (permits, history of payments,
code enforcement history, land use changes, outstanding balance, etc.)
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
360 System Land Management
System can track special property tax assessments
placed on a property Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
361 System Land Management
System can generate notification to staff when a special assessment is placed on a property Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
362 System Land Management
User can enter a special assessment on a property
record by uploading a spreadsheet (.xls or .csv file) into the system Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 431128 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
363 System Land Management
System can interface with the property County tax
system to update property ownership information Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
364 System Reports
The system has the ability to generate reports in the
following in multiple formats: (e.g. PDF, Microsoft Word and Excel) Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
365 System Reports
The system has the ability to provide a library of standard reports (i.e., "canned" reports).
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
366 System Reports
The system has the ability to allow a user to modify
existing reports and create new reports, with appropriate security permissions.
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
367 System Security
As a user, I can access the entire proposed solution after logging onto the network Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
368 System Security
As a Security Administrator, I can assign security by role instead of user so that security definitions are easier to manage Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
369 System Security
As an end-user, I cannot access and view data without
having the correct role. Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 441129 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
370 System Self-Service
System includes a Contractor Master File file to store:
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
371 System Self-Service
Maintain information on applicant including:
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
372 System Self-Service
Applicant Name
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
373 System Self-Service
Applicant Address
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
374 System Self-Service
Business Name
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
375 System Self-Service
Business Address
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
376 System Self-Service
Type of Business, meaning what kind of
business are they conducting
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 451130 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
377 System Self-Service
Officers of the business (ex: president, secretary
etc.)
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
378 System Self-Service
Social Secutiry, Drivers License, or Federal ID
number
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
379 System Self-Service
Ability to code businesses using the citys preset
classification numbers
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
380 System Self-Service
Start date for business
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
381 System Self-Service
Sections to enter sellers permit number,
contractors license number, and permit numbers
with the expiration date
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
382 System Self-Service
Gross receipts
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
383 System Self-Service
Contractor name or permit expeditor
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 461131 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
384 System Self-Service
Doing Business As name (DBA)
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
385 System Self-Service
Business Type
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
386 System Self-Service
Telephone (multiple)
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
387 System Self-Service
Email
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
388 System Self-Service
Date of issuance
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
389 System Self-Service
Date of final approval
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
390 System Self-Service
Date of expiration (if applicable)
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 471132 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
391 System Self-Service
Multiple locations (per license)
Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
392 System Self-Service
online applications for community memebers for permits, etc Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
393 System Transaction Plan Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
394 System Transaction Users can use transaction templates to reduce data entry Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
395 System Transaction
Users can default data in data entry forms to reduce data entry and errors Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
396 System Transaction
The system allows for capturing business data based on
the Standard Industrial Classification (SIC) Codes. Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
397 System Transaction
The system allows for capturing business data based on
the National Industry-Specific Occupational Employment
and Wage Estimates(NAICS )Code Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 481133 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
398 System Workflow
As an approver, I am quickly notified when an approval is required because I am notified by: Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
399 System Workflow Notification after I log into solution Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
400 System Workflow Notification by email Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
401 System Workflow
As a Workflow Designer, I can save versions of workflow design Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
402 System Workflow
As an approver, I can approve transactions from all
proposed functions. Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
403 System Workflow
As an approver, I can approve transactions from all
proposed third-party solutions Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
404 System Workflow
As an approver, I can request more information or
explain my decision during workflow approval Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 491134 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
405 System Workflow
The system reports the status of a workflow transaction so that the originator does not need to manually track the transaction Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
406 System Workflow
The originator can add comments when responding to
approver request for information Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
407 System Workflow
I can assign approval to a designated user when I am on leave Y S iMS Suite Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
408 System Workflow
The system has the ability to accommodate a City-
defined checklist for initial application acceptance. Y S iMS Suite Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. As
long as wireless
409 Work Orders Mobile Work Orders
System supports viewing, updating, and adding
information to work orders through mobile devices Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
410 Work Orders Mobile Work Orders
Mobile units receive new work orders or updates to
existing work orders in real time Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
411 Work Orders Mobile Work Orders
Mobile unit logs start and stop time for completing work order Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
412 Work Orders Work Order Billing
Costs for work order can be billed by: Actual costs
(salary, benefits, supplies, etc.) Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 501135 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
413 Work Orders Work Order Billing
System can apply pre-determined overhead rate to work
order billing Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
414 Work Orders Work Order Billing
System to bill outside entities based on work order,
including the billing of city over head costs Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
415 Work Orders Work Order Closing
Upon completion, system closes work order and tracks
necessary result, labor, material, equipment and other
cost information Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
416 Work Orders Work Order Closing
Workflow for approval of closed work orders, based on
type of work order Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
417 Work Orders Work Order Closing
System allows soft close of a work order pending
inspection for user selected or user defined work orders Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
418 Work Orders Work Order Closing System tracks follow up work that is required Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
419 Work Orders Work Order Management System interfaces with City's GIS database (ESRI) Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
420 Work Orders Work Order Management Generates work orders for land Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
421 Work Orders Work Order Management
Service requests can be initiated by internal and external customers Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 511136 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
422 Work Orders Work Order Management
Ability for requester (citizens, employees) to enter or create a service request from an online portal/self-
service, or City website Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
423 Work Orders Work Order Management System tracks requester's name Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
424 Work Orders Work Order Management System tracks requester's phone number Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
425 Work Orders Work Order Management System tracks requester's email address Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
426 Work Orders Work Order Management System tracks requester's physical address Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
427 Work Orders Work Order Management
Work orders to tie to property file/parcel (track workers orders by property) Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
428 Work Orders Work Order Management
Ability to notify customer (internal or external) on the completion or status of a task Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
429 Work Orders Work Order Management Work order applies to multiple assets with same task Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
430 Work Orders Work Order Management
Service requests can be routed to appropriate user for
review and approval Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 521137 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
431 Work Orders Work Order Management
Track the status and cost of the work order from
generation to completion Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
432 Work Orders Work Order Management Generate a work order from a service request Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
433 Work Orders Work Order Management
Generate a work order without a service request (e.g.
respond to an emergency) Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
434 Work Orders Work Order Management Template to generate common work orders Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
435 Work Orders Work Order Management Group templates of work order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
436 Work Orders Work Order Management Copy old work order to create new work order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
437 Work Orders Work Order Management Create template from old work order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
438 Work Orders Work Order Management
System can generate multiple work orders from one
service request Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
439 Work Orders Work Order Management
System can divide the work order into multiple activities, tasks, and phases Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 531138 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
440 Work Orders Work Order Management
Work orders can contain unlimited number of phases
(tasks) (please indicate limit) Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Tasks can be grouped based
on a Phase. Generally
recommend a report to review
a multi-phase work order
441 Work Orders Work Order Management
Ability to prioritize work orders (determined and set
manually) Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
442 Work Orders Work Order Management User can identify (override) priority for work order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
443 Work Orders Work Order Management
Work orders can be grouped to accommodate full
multiple work order process Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Tasks can be grouped based
on a Phase. Generally
recommend a report to review
grouped a multiple work order
process and sibling linking of
records
444 Work Orders Work Order Scheduling
Planner can easily view prioritized work and schedule
jobs either daily or weekly Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
445 Work Orders Work Order Scheduling
Provides ability to carry scheduled jobs not completed to next schedule day or week. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
446 Work Orders Work Order Scheduling
Requester or Employees can view the reason that the
work order is in a current status (e.g., started, delayed, % completion, complete) Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 541139 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
447 Work Orders Work Order Scheduling
Notification to the requester when a work order has been completed Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
448 Work Orders Work Order Scheduling Scheduling of work orders on calendar by time Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
449 Work Orders Work Order Scheduling Track employee time charged to work orders Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
450 Work Orders Work Order Scheduling
Ability to view work orders that are assigned to each
employee Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
451 Work Orders Work Order Scheduling Ability to sort work orders by type and sub-type Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
452 Work Orders Work Order Tracking
Gernerates bill s (auto create necessary items needed on a standard routine job from actual work orders
completed) Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
453 Work Orders Work Order Tracking
Prioritize the work order based on user-defined
thresholds and available resources. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
454 Work Orders Work Order Tracking
Assign the work order to one employee, multiple
employees, or groups of employees Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. iMS
supports Roles which can
contain one or more grouped
employees
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 551140 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
455 Work Orders Work Order Tracking
Assign work order to non-employees, or groups of non
employees Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal. iMS
supports Roles which can
contain one or more grouped
non-employees
456 Work Orders Work Orders
Ability to send automated notifications to the requesting department (or citizen) via electronic methods of changes in the work order status. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
457 Work Orders Work Orders
Ability for work orders to display and print special
instructions. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
458 Work Orders Work Orders
Ability to track all dates throughout the work order life cycle (e.g., date received, date scheduled, date started, etc.). Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
459 Work Orders Work Orders
Ability to record date and time, changes made, and the
user who made changes to any work order. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
460 Work Orders Work Orders Ability to create approval process for the following: Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
461 Work Orders Work Orders Open Work Order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
462 Work Orders Work Orders Place Work Order on Hold Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 561141 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
463 Work Orders Work Orders Close Work Order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
464 Work Orders Work Orders Voided Work Order Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
465 Work Orders Work Orders User-defined status Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
466 Work Orders Work Orders Ability to identify and prevent duplicate work orders. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
467 Work Orders Work Orders
Ability to prioritize work orders based on user-defined parameters or assignments. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
468 Work Orders Work Orders
Ability to create master work orders with associated sub- work orders (e.g., renovation project work order is made up of destruction, construction, electrical, plumbing, etc.) and provide an obvious cross-reference. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
469 Work Orders Work Orders
Ability to generate automatic form letters (notification documents) to notify specified users when preventative
maintenance is due. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
470 Work Orders Work Orders
Ability to override/modify recurring or PM work orders
before they are actually generated. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
471 Work Orders Work Orders
Ability to place a work order on "hold" pending parts
arrival, etc. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 571142 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
472 Work Orders Work Orders
Ability to notify users when a work order is on hold with reason. Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
473 Work Orders Work Orders
Ability to notify user when a work order on hold will be completed Y S iMS Assets Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
474 Work Orders Work Orders
Ability to notify work order manager or requestor when
items that have caused a work order to be placed on
"hold" has been addressed or solved. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
475 Work Orders Work Orders Ability to print out work orders for technician or field use. Y S iMS Assets Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
476 Rent Program Counseling
The system allows Housing Counselors to create
cases related to issues reported by property
owners, tenants, and other clients Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
477 Rent Program Counseling System includes a Master Client file to store: Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
478 Rent Program Counseling Case-Updates Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
479 Rent Program Counseling Date and Time Case was Created Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 581143 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
480 Rent Program Counseling Case Status (open/closed) Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
481 Rent Program Counseling
Client Type (tenant, landlord, attorney, advocate,
etc.) Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
482 Rent Program Counseling Property Address Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
483 Rent Program Counseling Client Phone Number, primary and secondary Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
484 Rent Program Counseling Client Email Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
485 Rent Program Counseling Issue Type Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
486 Rent Program Counseling Counselor notes Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
487 Rent Program Counseling
Follow-Up Actions (e.g. (Call, Email, Referral to
City or Community Agency) Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
488 Rent Program Reports
The system has the ability to generate reports in
the following in multiple formats: (e.g. PDF,
Microsoft Word and Excel) Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 591144 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
489 Rent Program Reports
The system has the ability to provide a library of
standard reports (i.e., "canned" reports). Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
490 Rent Program Reports
The system has the ability to allow a user to modify
existing reports and create new reports, with
appropriate security permissions from data in the
master client file Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
491 Rent Program Reports
The system shall include an email function to allow
for follow-up or response emails to clients. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
492 Rent Program Reports
The system will maintain a record of emails that
are associated with a particular case Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
493 Rent Program Reports
The system shall have an incident reporting feature
that associates with clients (landlords, tenants,
agents etc.) and allows for incident note entry Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
494 Rent Program Reports
The system shall provide a dashboard that will
capture the current operational state of the Rent
Program. This operational dashboard shall include: Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
495 Rent Program Reports
Total number of cases assigned to each member
of the registration unit in a given period. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
496 Rent Program Reports
Number of cases open and pending a first action
by case type in a given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
497 Rent Program Reports
Number of cases closed and verified in a given
period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 601145 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
498 Rent Program Reports
Average resolution time by case type in a given
period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
499 Rent Program Reports
Total number of units in compliance in a given
period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
500 Rent Program Reports
Total number of units in various types of status in a
given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
501 Rent Program Reports
Total number of units in exemption verification
process in a given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
502 Rent Program Reports
Total number of units involved in evictions in a
given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
503 Rent Program Reports
Total number of registration and enrollment filed in
a given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
504 Rent Program Reports
Total number of unit status changes performed in a
given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
505 Rent Program Reports
Total Payments collected, by payment type in a
given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
506 Rent Program Reports
Total Payments (collected & outstanding) by fee
type in a given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 611146 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
507 Rent Program Reports
The system shall provide a Hearing
Examiner/Mediator dashboard that shall include: Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
508 Rent Program Reports
Total Petitions filed, by petition type in a given
period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
509 Rent Program Reports Total Petitions filed by outcomes in a given period. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
510 Rent Program Reports
Total Mediations requested, by mediation issue(s)
in a given period. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
511 Rent Program Reports
Average resolution time for mediation cases by
reasons for closing. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
512 Rent Program General
The system provides scheduling capabilities such
as setting-up a counseling appointment. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
513 Rent Program General
The System allows for supervisors to schedule and
monitor cases assigned to a housing counselor Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
514 Rent Program Enrollment
The system shall allow Rent Program staff to add
and update property and unit information: Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
515 Rent Program Enrollment Tract Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 621147 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
516 Rent Program Enrollment Subdivision Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
517 Rent Program Enrollment Assessor’s Parcel Number (APN) Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
518 Rent Program Enrollment Number of units Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
519 Rent Program Enrollment Details about compliance Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
520 Rent Program Enrollment Type of building Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
521 Rent Program Enrollment Owner information Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
522 Rent Program Enrollment Owner representative information Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
523 Rent Program Enrollment
Additional owner information & their ownership
percentages Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
524 Rent Program Enrollment Agent information Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 631148 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
525 Rent Program Enrollment
The system shall allow Rent Program staff to track
and manage Condo Conversion and Parcel Splits. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
526 Rent Program Enrollment
The system shall generate a unique owner code
identifier for every owner in the system. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
527 Rent Program Enrollment
The system shall prevent registration staff from
creating duplicate property or unit information and
deliver warning message Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
528 Rent Program Enrollment
The system shall prevent registration staff from
creating duplicate owner and agent information Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
529 Rent Program Enrollment
Based on the information entered by registration
staff, the system shall calculate outstanding fees
and penalties owed on the property. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
530 Rent Program Enrollment
The system allows for the City to define criteria for
an Exemption Verification Process for use relating
to properties Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
531 Rent Program Enrollment
The system shall allow Rent Program staff to
customize the template and content of the notice
and denial letters generated by the system Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
532 Rent Program Enrollment
System can generate notifications to rental staff
relating to the steps in the verification process Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
533 Rent Program Self-Service
The system shall allow landlord and agents to
register for a username and password to login into
the public portal Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 641149 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
534 Rent Program Self-Service
The system shall allow authorized users to login to
the public portal to view all their properties, any
outstanding balances on properties, unit status
(rented or exempt) and all of the tenancy details for
current tenancies Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
535 Rent Program Self-Service
The system shall allow authorized users to request
the unit status from exempt to rented, rented to
exempt, and change the exempt reason using the
public portal. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
536 Rent Program Self-Service
The system shall allow users to make payments
using all major credit and debit cards and e-checks
on the public portal. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
537 Rent Program Self-Service
The system shall allow authorized users to view
each property’s balance (inclusive of fees,
penalties, and waivers), and select the properties
to make a payment using the public portal. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
538 Rent Program Rent Increase tracking
The system shall track rent histories for all units in
a RENTED status Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
539 Rent Program Rent Increase tracking
The system shall be able to maintain rent histories
established and regulated for units with a tenancy
start date on or before July 21, 2015. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
540 Rent Program Rent Increase tracking
System can calculate standard fees using effective
dates and user-provided formulas or tables for the
following: Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
541 Rent Program Rent Increase tracking Base Rent Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 651150 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
542 Rent Program Rent Increase tracking Annual General Adjustment Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
543 Rent Program Rent Increase tracking Compliance Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
544 Rent Program Rent Journal
The system is able to generate a rent journal with
the following information: Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
545 Rent Program Rent Journal Rent Effective Date Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
546 Rent Program Rent Journal Description/Reason for Adjustment Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
547 Rent Program Rent Journal Adjustment Amount Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
548 Rent Program Rent Journal Adjustment Type Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
549 Rent Program Rent Journal Temporary or Non-temporary Adjustment Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
550 Rent Program Rent Journal Adjustment Granted Date Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 661151 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
551 Rent Program Rent Journal Adjustment stop date Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
552 Rent Program Rent Journal Total Rent Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
553 Rent Program Fees
The system shall be able to assess fees and
penalties mid-year, on a per-unit basis when a unit
status changes from EXEMPT to RENTED status. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
554 Rent Program Fees
The system shall calculate penalties based on the
landlord’s payment history for the property in
accordance from a user-provided formulas or
tables Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
555 Rent Program Fees
The system shall allow Rent Program staff to
create an Administrative waiver request for a
property that can be reviewed and approved by the
Rent Board. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
556 Rent Program Billing, Payment, & Deposit
The system shall allow Rent Program staff to
generate property bills for the Annual billing.
Annual billing is generated for all owners of
properties with at least one unit in RENTED status Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
557 Rent Program Billing, Payment, & Deposit
The system shall allow Rent Program staff to
generate property bills for the Penalty billing. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
558 Rent Program Eviction
The system shall allow Rent Program staff to track
and manage eviction cases. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
559 Rent Program Eviction
The system shall allow Rent Program staff to
locate a unit within the database when creating a
new eviction case in the system. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 671152 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
560 Rent Program Eviction
The system shall allow Rent Program staff to add
property and unit information to the system while
creating an eviction case if the unit is not
registered and covered under rent ordinance. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
561 Rent Program Eviction
The system shall allow Rent Program staff to add
tenant information to the system while creating an
eviction case if the unit is not registered and
covered under rent ordinance. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
562 Rent Program Eviction
The system shall allow the Rent Program Board
staff to create different types of evictions. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
563 Rent Program Eviction
The system shall allow the Rent Program staff to
record relocation payments that are collected and
paid in relation to certain eviction types such as
owner move-in (OMI) and Ellis Act. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
564 Rent Program Eviction
The system shall allow the Rent Program staff to
record administrative fee payments that are
collected under Ellis Act-type eviction cases. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
565 Rent Program Eviction
The system shall allow the Rent Program staff to
generate letters in response to Eviction Notices for
both owners and tenants. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
566 Rent Program Eviction
The system shall allow the Rent Program staff to
generate letters in response to Notices to Pay or
Quit for both owners and tenants. The letter
template shall be configurable. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
567 Rent Program Eviction
The system shall have the ability to assign
evictions cases to a staff attorney for review. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
568 Rent Program Eviction
The system shall have the ability to upload all
documents related to an eviction case to the
document management system. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 681153 Functional Requirements
Y Requirement Met and Proposed (Standard features in the generally available product) Y-ND Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) N Requirement Not Met with Proposal
I
S
TPS
NS
F
E
Req # Process Sub-Process Requirement
Implementation
Response
Support
Response
Module /
System
Phase for
Go Live Comment
Feature Schedule for Future Release in Generally Available Software Feature Developed as Enhancement for this Project
IF Y-ND Selected (Column J)
Requirement and Feature Supported by Software Developer Requirement and Feature Supported by Third Party
Requirement and Feature Not Supported
Column F: Available Responses (Column F)
Implementation Response Available Definitions (Column E) Need More Information/Discussion
569 Rent Program Eviction
The system shall allow Rent Board staff to set and
change the status of an eviction case and enter
various outcomes. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
570 Rent Program Eviction
The system shall list all the eviction cases for a
unit/property under the unit/property detail screen. Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
571 Rent Program Eviction
The system allows for the City to define criteria for
an Petition Process for use relating to properties Y S IMSEnforce Phase I The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
572 Rent Program Eviction
The system shall allow Rent Program staff to
create a petition case related to a unit in the
system and move it to different stages of the
process per the above chart. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
573 Rent Program Eviction
The system shall notify staff and hearing examiner
that a property has not yet been registered. After a
petition case is created, Rent Program staff shall
be able to upload the petition document and
supporting document that was provided by the
petitioner. Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
574 Rent Program Eviction
System maintains history of record changes in the
petition case record so that staff can view notices,
proposed remedies, hearings, and court decisions
associated with the case record Y S IMSEnforce Phase I
The proposed iMS Suite meets
this requirement (standard)
and is part of our proposal.
Richmond_Attachment 11_Requirements_final_completed from iMS 041423.xlsx Land Management CD 691154 1 135 Crossways Park Drive North, Suite A
Woodbury, NY 11797 | (800)267-2256
EXHIBIT CA to “Software License and Implementation Agreement” between Intuitive Municipal Solutions, LLC and the City of Richmond, California
PAYMENT PROCESSING AGREEMENT
APPLICATION AND FEE SCHEDULE
A Registered Service Provider of Merrick Bank Corporation (“Merrick”)
ASSOCIATE: ACCOUNT REP: Chris Di Lucca 1130 DATE:
Corporate/ Legal Name: Federal Tax ID Number:
City of Richmond 94-6000403
Address (Physical Location): Mailing Address:
450 Civic Center Plaza 450 Civic Center Plaza PO Box 4046 City: State: Zip: City: State: Zip:
Richmond CA 94804 Richmond CA 94804
Business Phone #: Fax #: Website Address:
(510) 620-6740 (510) 620-6522 https://www.ci.richmond.ca.us/
TYPE OF BUSINESS: Government CHAIN MERCHANT YES NO ________ NUMBER OF YEARS IN BUSINESS: 20+ Years BUSINESS LICENSE #: ________
CURRENT PROCESSOR: ________ POS DEBIT: NO YES NETWORK: ________ (Z) Star MAC (W) Star East (Q) Star West (G) Interlink (8) Maestro (K) EBT TRADE REFERENCES:
Company: Contact:
Phone: Fax: Account Type:
Company: Contact:
Phone: Fax: Account Type:
Authorized Signer (First): MI: Last: Title: Phone Number: Email Address:
Andrea Miller Finance Director (510) 620-6790 [email protected] Alternate (First): MI: Last: Title: Phone Number: Email Address:
Mubeen Qader Deputy Director of Finance (510) 412-2077 [email protected] Alternate (First): MI: Last: Title: Phone Number: Email Address:
________ ________ ________
To help the government fight the funding of terrorism and money laundering activities, Federal law requires all financial institution s to obtain, verify, and record information that identifies each person who opens an account. What this means for you: when you open an account, we may ask you for information that will allow us to identify you, including a copy of your driver’s license or other identifying documents.
By checking this box, Merchant opts out of accepting American Express.
THE PAYMENT PROCESSING AGREEMENT IS EFFECTIVE UPON THE DATE LAST PARTY SIGNS THIS AGREEMENT
Merrick Bank Corporation Wonderware Inc. d/b/a CORE Business Technologies By: By:
135 Crossways Drive North, Suite A
Woodbury, NY 11797
Date 950 Warren Avenue, 4th Floor
East Providence, RI 02914
Date
Rev 09/2023gsf
PRINT CLEARLY
1155
2 The Government and Education Fee Schedule
You understand and acknowledge that you have elected to participate in the Government and Education Program provided by the Payment Brands (the “Program”). The Program allows registered and approved merchants (approved Merchant IDs or MIDs) to assess a va riable service fee (a “Service Fee”) on certain debit and credit card transactions. Registration and participation in the Program are subject to approval by the applicable Payment Brands and you acknowledge that you may not be eligible to participate in the Program. If registration and Payment Brand approval is obtained, you agree to comply with all Program requirements. ISO may terminate, amend, modify or o therwise alter this Agreement, the Program, or the structure, nature or amount of the Service Fee a t any time with written notice to you. You authorize and direct Member Bank to settle the proceeds received for Service Fees into the ISO’s bank account. In the event that you receive any portion of the Service Fees, you agree to promptly pay such amount s to ISO. Service Fees collected by ISO are identified in the CORE – Merrick Location Addendum form, will be retained by ISO and you will not be responsible for the payment of any interchange fees, assessments and other third- party charges charged to, directly or indirectly incurred or otherwise paid by, ISO and/or Member Bank which are attributable to your Card transactions ot her than Penalties (collectively, “Third-Party Costs”) with the exception of the fees listed below (“Fees”) . Nothing in this Section shall be deemed to alleviate or reduce any of your other obligations under the Agreement, including, but not limited to, your responsibilities with regard to Penalties and Dispute Items and your obligation to pay the Early Termination Fee (as defined in this Agreement), if applicable, pursuant to Section 10 of the Payment Processing Agreement .
Early Termination Fee See Section 10.
In the event a customer disputes, refuses to pay and/or charges back the Service Fee amount to ISO, Merchant is responsible for collecting and paying the Service Fee and the Chargeback Fee to ISO.
ACH Processing Fees for Merchant Funded and Convenience Fee Merchant Accounts Setup Fee Monthly
Access Fee Transaction Fee Transaction
Return Fee
Transaction
Re-deposit Fee
$ Waived_ $ 0.00 $ 1.00 $ 5.00 $ N/A
The Transaction Return Fee and Optional Transaction Redeposit Fee is paid by the Merchant.
ACH Processing Fees for Service Fee Merchant Accounts
Setup Fee Monthly
Access Fee Transaction Fee Transaction
Return Fee
Transaction
Re-deposit Fee
$ Waived $ 0.00 $ 1.00 $ 5.00 $ N/A
The Transaction Return Fee and Optional Transaction Redeposit Fee is paid by the Merchant.
Merchant: City of Richmond, CA
Signature of Authorized Signer Date
Print Name Title
Chargebacks, ACH Returns and Optional Reporting Item Costs Chargebacks ACH Rejects Optional Reporting Fee
$ 10.00 $ 30.00 $ 8.00
Integrated EMV Terminal One-Time
PAX A80 Device with stand (QTY 2) $1,050.00
1156
3 MERCHANT SIGNATURE AUTHORIZATION
Name of Entity: City of Richmond
The undersigned certifies and agrees to as follows:
1. The undersigned and any of the persons identified below are duly authorized to sign this Payment Processing Agreement and bind the entity indicated above to it. If any official indicated below resigns or is replaced, that official’s successor(s) in office shall be deemed to have signed this certification and the Payment Processing Agreement. These persons also have the authority to perform the duties and functions defined in 2, 3 and 4 below.
TITLE PRINT NAME SIGNATURE
Finance Director Andrea Miller
Deputy Director of Finance Mubeen Qader
2. The persons listed below are duly authorized to act for and on behalf of the entity indicated above in any manner relating to this Payment Processing Agreement and any additional merchant location forms.
3. Both CORE and Merrick Bank may rely on the authority grante d in this certification and the undersigned official represent s and warrants that this certification shall remain in full force and effect until revoked upon written notice to CORE.
4. The following are the names, titles and genuine signatures of the persons authorized by this certification to perform ongoing organizational processes and updates:
TITLE PRINT NAME SIGNATURE
I have subscribed my name as the official indicated above as of ________________________, ________ (date)
Signature: _________________________________________ Print Name: __________________________________ ____________________________________________
Title: ____________________________
MERCHANT INQUIRY:
Has Merchant or Owners/Principals ever been terminated from accepting payment cards from any payment network for this business or any other businesses? NO YES (if yes, please explain)
How Many Chargebacks Last Year? Total Amount: $
Please Mark all Card Types Accepted and Initial Here: (initials) *For Details on how these transactions qualify at each level, please refer to your Merchant Operating Guide.
Debit Cards: V/MC (consumer signature cards/ all foreign issued cards/ PIN debit cards) Other Cards: V/MC/DISC/AMEX (business credit/debit, consumer credit, & all foreign issued cards)
1157
4 This is a Payment Processing Agreement entered into as of the date accepted by ISO (defined below) and is by and among Merrick Bank, a Utah state chartered bank ("Member Bank"), Wonderware Inc. d/b/a CORE Business Technologies (“CORE”) and the governmental entity (“Merchant”, “you”, “your”, “yours” and the like) that signed the attached application included with this Agreement (the “Application”). The term “Agreement”, as used herein, shall include the Application, the fee schedule included with this Agree ment, as applicable, (the “Fee Schedule”), the terms and conditions set forth below, and all attachments, exhibits, schedules and the like included herewith.
BACKGROUND INFORMATION
Member Bank is a member/acquirer of Visa U.S.A. Incorporated ("Visa"), Mastercard International ("Mastercard"), DFS Services, LLC (“Discover”), is authorized to process and settle certain transactions originated on the American Express Travel Related Services Company, Inc. (“American Express”) payment network and is authorize d to process Card transactions for such financial institutions and various other payment brands, payment networks and Card issuers (each a "Payment Brand"). For purposes of this Agreement, “Card” means an account, or evidence of an account, authorized and established by a Payment Brand or representatives thereof that merchants accept from their customers as payment for goods or services. Cards include, but are not limited to, credit cards, debit cards, stored value cards, loyalty cards, electronic gift ca rds, authorized account or access numbers, paper certificates and credit accounts. Member Bank and CORE have entered into an agreement whereby CORE acts as Member Bank's service provider and provides certain services to you through various third -party service providers ( CORE and such third -party service providers shall hereinafter collectively be referred to as "ISO"). You desire to accept one or more types of C ards issued by a Payment Brand. Member Bank and ISO agree to provide services in accordance wi th the terms and conditions set forth below. Accordingly, the parties to this Agreement, intending to be legally bound, agree as follows:
OPERATIVE PROVISIONS
1. Services. Member Bank and ISO agree to provide you, at your U.S. locations identified in the Application (as defined below), transaction gateway, processing and/or settlement services (the “Services”) in accordance with the terms and conditions of this Agreement. You agree to use Member Bank to sponsor, clear and settle all of your Card trans actions. You will be responsible for the installation, servicing and maintenance of the point-of-sale devices and related equipment at your facilities and will likewise be responsible for the connection of those devices to the Services in compliance with ISO’s requirements. ISO hereby grants to you a limited, non-exclusive, non-transferable, revocable, royalty free right, during the Term, to use the Services, subject to the restrictions herein and any other restrictions communicated by ISO to you, solely for your internal use. ISO and its suppliers shall retain title and all ownership rights to the Services and this Agreement sh all not be construed in any manner as transferring any rights of ownership or license to the Services or to the features or information therein, except as specifically stated herein. ISO is providing you with information concerning the technical requirements for allowing the Services to send and receive electronic transaction data for authorization and/or settlement from and to ISO. T o utilize the Services, you must: (i) provide for your own access to the internet and pay any fees associated with such acces s, and (ii) provide all equipment necessary for you to make such connection to the internet, including a computer, modem and web browser. If you elect to receive transaction gateway services or certain other services from ISO, you may receive a password when registering for such services. Upon approval, that password will allow you access to those Services. You are responsible for maintaining the confidentiality of the password and account, and are fully responsible for all activities that occur under your password or account. You agree to immediately notify ISO of any unauthorized use of your password or account or any other breach of security. You shall not:
(A) decompile, disassemble, reverse compile, reverse assemble, reverse translate or otherwise reverse engineer the Services; (B) circumvent any technological measure that controls access to the Services; or (C) use the Services other than pursuant to the terms of this Agreement.
2. Payment Brand Regulations. All Card transactions and this Agreement are subject to, and the parties agree to be bound by, applicable Payment Brand opera ting rules and regulations (“Payment Brand Regulations”). The Payment Brand Regulations include the Payment Card Industry Data S ecurity Standard, the Consortium Merchant Negative File published by Discover, Discover Information Security Compliance, Visa Cardholder Information Security Program, Mastercard’s Site Data Protection Program, and the American Express Data Security Require ments, as may be amended, supplemented or replaced from time to time.
A copy of the American Express Data Security Requirements (“DSR”) can be obtained online at www.americanexpress.com/dsr. Merchant shall abide by and fully comply with the Payment Brand Regulations, DSS, CISP, SDP, DSR, and any other security requirements. You are responsible for demonstrating your own, your agents, and your se rvicers’ compliance with Payment Brand Regulations as they may be amended from time to time. ISO is not responsible for providing copies of the Payment Brand Regulations to you and makes no representations or warranties regarding the accuracy of any summaries of Payment Brand Regulations it may provide. Most Paymen t Brand Regulations are available online, and ISO will provide you with specific website information upon request. You will comply with all state and federal laws and Payment Brand Regulations, including without limitation laws, rules and regulations rega rding disclosure to customers on how and why personal information and financial information is collected and used. Furthermo re, you shall comply with all of ISO’s policies, procedures and guidelines governing the Services provided hereunder, as may be ame nded from time to time. You agree not to use, disclose, sell or disseminate any cardholder or card member (as used in and defined by the applicable Payment Brand Regulations, collectively, “Cardholder”) information obta ined in a Card transaction to any th ird-party other than to, or authorized by, ISO. You agree not to store any Cardholder information obtained in a Card transaction unless specifically permitted to do so under applicable Payment Brand Regulations. You agree that ISO shall not be liable for any improperly processed transaction or third -party, illegal or fraudulent access to your account, your IDs and passwords, end -user data or transaction data. ISO is not liable for your non -compliance or any costs of such non - compliance with any Payment B rand Regulation. If there is a conflict between this Agreement and the Payment Brand Regulations, the Payment Brand Regulatio ns will apply. You will pay ISO and Member Bank immediately for all fines, charges, penalties, assessments and all other costs, expenses and indebtedness levied by any Payment Brand, Card issuer, regulatory authority or other third-party that are assessed against, likely to be assessed against, charged to, likely to be charged to, incurred by (directly or indirectly) or otherwise paid by, ISO and/or Member Bank to the extent that such Penalties are attributable to, arise out of, or are related to your (i) Card transaction processing or business, or (ii) your breach or alleged breach of this Section (collectively, “Penalties”). You are solely responsible for the security of data residing on the servers owned, controlled or operated by you or a third -party designated by you (e.g., a web hosting company or other service provider). You warrant that your servers and electronic systems are secure from breach or intrusion by unauthorized third-parties and will hold ISO harmless for a breach of your systems. If there is a security breach of your system and/or access to end-user data or transaction data by an unauthorized third -party, you shall immediately notify ISO upon discovery of such breach and shall take such precautions as may be necessary to prevent such brea ches from occurring in the future, as required by ISO. You agree that ISO may disclose to any Payment Brand information regarding you and your transactions, and that such Payment Brand may use such information to perform its responsibilities in connection with its duties as a Payment Brand, promote the Payment Brand, perform analytics and create reports, and for any other lawful bus iness purposes, including commercial marketing communications purposes within the parameters of the Payment Brand Regulations. A Payment Brand may use the information about you obtained in this Agreement at the time of setup to screen and/or monitor you in connection with Payment Brand marketing and administrative purposes.
You agree that you may receive messages from a Payment Brand, including important information about Payment Brand products, s ervices, and resources available to your business. These me ssages may be sent to your mailing address, phone numbers, email addresses or fax number. You may be contacted at your wireless telephone numbe r and communications sent may include autodialed short message service (SMS or “text”) messages or automated or prerecorded calls.
3. Fees. The fees to be charged by Member Bank or ISO to you or your customers for the Services provided to Program Locations are set forth in the Application and Fee Schedule (collectively, the “Fees”). ISO may change such Fees from time to time upon ten (10) days prior written notice to you. The Fees do not include, and you hereby agree to pay, all (i) Penalties, (ii) third-party fees and charges incurred by ISO and/or Member Bank which are attributable to your Card transactions other than Penalties (collectively, “Third-Party Costs”), for which you are responsible hereunder, and (iii) chargebacks of Card transactions, refunds and related Interchange fees and assessments (collectively, “Dispute Items”). Interchange fees and asses sments charged hereunder will not be credited back to you if a transaction is subsequently reversed or otherwise processed as a credit or chargeback. Third-Party Costs for a given Card transaction depends on a number of factors such as the type of Card presented, specific information contained in the Card transaction, how and when the Card transaction is processed and other factors. Payment Brands and other third-parties regularly add new Third-Party Costs, change the rates for existing Third-Party Costs, or change the qualification criteria for existing Third-Party Costs. Changes in the way you accept and process Card Transactions, the volume of your Card Transactions, the products and services you provide, and numerous other factors may affect Third-Party Costs.
4. Card Transactions. In addition to the requirements for Card transactions set forth in the Payment Brand Regulations, you agree that you will not, unless authorized to do so under the Payment Brand Regulations, (a) deposit into any bank account owned or controlled by you (“Account(s)”) any sales or credits for any Card transaction between a Cardholder and an entity other than you; or (b) make a c ash disbursement to a Cardholder arising out of a Card transaction or any other use of a Card, or use your personal Card(s) to process transactions using your merchant account with ISO that would constitute a cash advance.
5. Your Bank Account
a. You shall establish, and at all times during the Term, maintain one or more Accounts with one or more banks in order to facil itate payment of amounts due from time to time under this Agreement, for which you are responsible hereunder, which banks and Accounts shall be identified in the Application. To secure the extension of credit and your obligations under this Agreement including, without limitation, your obligation to pay, to the extent applicable, Fees, Third-Party Costs, Dispute Items and/or Penalties, you grant to Member Bank and ISO a security interest in your deposited sales and all funds maintained in the Account(s). b. All credits, charges and debits in connection with Card transactions and other amounts owing under this Agreement shall be made to your Account. You authorize Member Bank, without further notice to you, to credit or debit the Account(s). Any Fees, Third -Party Costs, Dispute Items and/or Penalties payable by you pursuant to the terms and conditions of this Agreement not collected by Me mber Bank or ISO through a debit to the Account, for whatever reason, shall be invoiced to you by Member Bank or ISO and are due upon your receipt of such invoice. c. If you have more than one deposit account with your banks, any or all of such accounts may be treated as the Account and may be credited, charged or debited in connection with Card transactions and other amounts owing under this Agreement as Member Bank or ISO may determine; provided, that you may designate a particular Account with respect to certain amounts to be credited, charged or debited from time to time by Member Bank in connection with particular Card transactions. Member Bank agrees to comply with such designation so long as the designated Account(s) contain sufficient funds to satisfy such charges or debits. d. If a debit or chargeback to the Account results in an overdraft, you agree to immediately deposit with your bank an amount sufficient to cover such overdraft and any related service charges or fees. e. If you desire to change the Account, you shall notify ISO in writing at least ten (10) days prior to the effective date of the change and shall follow ISO’s procedures for completing the change.
6. Display of Service Marks, Advertising and Promotional Materials a. You shall prominently display any service marks, identification logos and any other promotional materials (collectively, the “Service Marks”) the ISO furnishes to you to alert Cardholders that Cards will be honored by you. This requirement shall not apply to private clubs or other merchants that do not serve the general public or other class of merchants exempted by a Payment Brand. The Se rvice Marks for each Payment Brand must be at least the dimension of and as prominent as any other card program mark or logo displayed. b. You may use the Service Marks only to indicate that Cards are accepted by you for payment. You shall not state, imply or use the Service Marks to indicate that ISO or any Payment Brand endorses, sponsors, produces, offers, sells or is affiliated with any of your goods or services. c. You shall not refer to ISO or any Card or Payment Brand in stating eligibility for your merchandise, services or membership. d. Your use of the Service Marks of any Payment Brand shall be governed by the Payment Brand’s Regulations. e. Your right to use or display the Service Marks shall continue so long as this Agreement remains in effect unless ISO directs that such use or display shall cease. You acknowledge that the Service Marks are the property of the applicable Payment Brand and you shall not infringe upon the Service Marks. f. All point of sale displays or websites must include appropriate Service Marks to indicate acceptance of Cards or Payment Bran d approved signage to indicate acceptance of the limited acceptance category you have selected.
7. Term. This Agreement will be effective as of the date it is accepted by Member Bank and ISO and will continue in effect for a term of five (5) years following such date (the “Initial Term”), unless earlier terminated as provided for below. Following the Initial Term, this Agreement will automatically renew for additional one year renewal terms (each, a “Renewal Term” and collectively with the Initial Term, the “Term”), unless earlier terminated as provided for below. If either party desires not to renew the Agreement at the end of the Term, such party must provide written notice to the other parties of i ts intent not to renew this Agreement at least ninety (90) days prior to the expiration of the Term or Term, as applicable. Notwithstanding the forgoing, Member Bank may terminate this Agreement for any or no reason with 30 days’ notice to you.
8. Events of Default. An “Event of Default” shall mean the occurrence or existence of one or more of the following events or conditions, whatever the reason for such Event of Default and whether voluntary, involuntary or effected by operation of law: (a) you fail to pay any obligation under this Agreement to Member Bank or ISO when due; (b) any representation or warranty made by you under this Agreement, the Application or any financial statement, certificate, report, exhibit or document required to be furnished by you to Member Bank or ISO pu rsuant to this Agreement shall prove false or misleading in any material respect as of the time when made, including any omission of material information necessary to make such representation, warranty or statement not misle ading or the failure to provide required information; (c) you shall default in the performance or observance of any covenant, agreement or duty under this Agreement or any Payment Brand Regulation; (d) you are no longer allowed by a Payment Brand to accept such Payment Brand’s Cards as payment or your name appears on a Payment Brand’s terminated merchant file; (e) Member Bank or ISO r easonably conclude that any criminal, fraudulent, unauthorized or suspicious activity has occurred or is imminent with respect to your acceptance of Cards or your performance under this Agreement; (f) there is an unexplained material change in your processed volume, average ticket size or mode of sale; 1158
5 (g) Member Bank or ISO reasonably conclude that there exists a risk of an abnormal level of chargebacks or that you may not f und Fees, Third-Party Costs for which you are responsible hereunder, Dispute Items, or Penalties as they occur; (h) you have defaulted on any obligation for borrowed money and the effect thereof may permit the ho lder of such indebtedness to accelerate the time when repayment is due; (i) there is an adverse material change in your business, operations, financial condition, properties, assets or prospects; (j) one or more judgments against you for the payment of money remain undischarged, unsatisfied or unstayed for a period of forty five (45) consecutive days; (k) your lender takes p ossession of your inventory; (l) a writ or warrant of attachment, garnishment, execution, or similar process shall have been issued against you or any of your assets; (m) a proceeding shall have been instituted with respect to you (1) seeking an order for relief or a declaration entailing a finding that you are insolvent or seeking a similar declaration or finding, or seeking dissolution, winding up, charter revocation or forfeiture, liquidation, reorganization, arrangement, adjustment, comp osition or other similar relief with respect to you, your assets or your debts under any law relating to bankruptcy, insolvency, relief of debtors or protection of creditors, termination of legal entities or any other similar law now or hereafter in effect, or (2) seeking appointment of a receiver, trustee, custodian, liquidator, assignee, sequestrator or other similar official for you or for all or any substantial part of your assets; or (n) you shall become insolvent, shall become generally unable to pay your debts as they become due, shall voluntarily suspend transaction of your business, shall make a general assignment for the benefit of creditors, shall institute a proceeding described in subsection (m)(1) above, or shall consent to any such order for relief, declaration, finding or relief described therein, shall institute a proceeding described in subsection (m)(2) above, or shall consent to any such appointment or to the taking of possession by any such official of all or any substantial part of your assets, shall di ssolve, windup, revoke or forfeit your charter (or other constituent documents) or liquidate yourself or any substantial part of your assets, or shall take any action in furtherance of any of the foregoing; (o) accept a Card for an unlawful Internet gambling transaction; or (p) you fail to become or remain “PCI compliant” (as required under applicable Payment Brand Regulations) and/or you fail to certify such compliance to ISO upon request. You shall notify Member Bank and ISO in writing immediately upon be coming aware of an Event of Default, or an event which, with the passing of time or the giving of notice, or both, would constitute an Event of Default.
9. Remedies Upon Event of Default. Upon the occurrence of any Event of Default, Member Bank and ISO may employ any or all of the following remedies it deems appropriate: (a) terminate this Agreement immediately upon notice to you; (b) without prior notice to you, refuse to accept or revoke acceptance of any sales or credit , or the electronic transmission thereof if applicable, received by Member Bank or ISO on or at any time after the occurrence of any Event of Default; (c) without prior notice to you, Member Bank may debit your Account s in an amount equal to any amount then owed to Member Bank or ISO; (d ) establish a reasonable reserve using your funds in Member Bank’s possession to cover foreseeable Fees, Third-Party Costs for which you are responsible hereunder, Dispute Items, Penalties, and Cardholder credits; (e) increase the Fees commensurate with the increased risk; (f) require you to deposit, as cash collateral, such amounts as Member Bank or ISO may require to secure yo ur obligations hereunder; (g) report to one or more credit reporting agencies any outstanding indebtedness to Member Bank or ISO; or (h) take such other action as may be permitted by law.
10. Early Termination Fee. For purposes of this Section 10, an “Early Termination Event” shall mean: (i) a termination of this Agreement by Member Bank or ISO following an Event of Default specified in Section 8 above (ii); a termination of this Agreement by you for any reason whatsoever, other than following written termination noti ce given by you pursuant to Section 7 or 12; or (iii) your deposit or submission of any of your Payment Brand branded transactions with any entity other than Member Bank. Your payment of the monthly minimum Fees shall not fulfill your obligati on to ISO. The parties agree that the actual damages which will result to ISO from an Early Termination Event are not readily asce rtainable as of the effective date of this Agreement. In addition, you acknowledge and agree that in reliance on this Agreeme nt and other long -term agreements, ISO will incur additional long -term costs, including without limitation, computer hardware, soft ware, and labor. Accordingly, upon the occurrence of an Early Termination Event, you shall pay to ISO, in addition to all amounts owed for the Services provided to you pursuant to this Agreement, an Early Termination Fee. “Early T ermination Fee” shall mea n an amount equal to the greater of (i) $500.00; or (ii) thirty percent (30%) of the average total monthly Fees and Service Fees collected by ISO during the Measurement Period, times the total number of months, or portion thereof, following an Early Termination Event. The “Measurement Period” shall mean the six (6) month period immediately prior to the Early Termination Event. The parties intend that this Early Termination Fee be in lieu of ISO’s lost profits for the remainder of this Agreement, but not in lieu of any other damages to which ISO might otherwise be entitled arising out of your wrongful acts or omissions.
11. Change in Your Business. You shall provide Member Bank and ISO at least thirty (30) days prior written notice of your intent to change in any way the basic nature of your business, including without limitation, a change in the types of merchandise or services sold, or the method of selling such products or services. Upon its receipt of notice of such change, Member Bank and ISO shall have the right to terminate this Agreement without further obligation upon providing thirty (30) days prior written notice to you.
12. Termination by You. You may terminate this Agreement upon thirty (30) days prior written notice to Member Bank and ISO in the event of (a) your receipt of notice of any increase in Fees payable to Member Bank and ISO pursuant to Section 3 hereof (excluding Fee increases pursuant to Section 9); or (b) any material amendment or modification to this Agreement made by Member Ba nk or ISO pursuant to Section 1 7 hereof which adversely affects you in any material respect (excluding material amendments or modifications required due to changes to a Payment Brand Regulation or applicable federal, state or local law or regulation).
Your right to terminate pursuant to this Section 12 shall expire thirty (30) days following your receipt of notice of any such Fee increase or material amendment or modification. If this Agreement is terminated, regardless of cause, Member Bank may withhold and discontinue the disbursement for all Card transactions in the process of being collected and deposited. If termination is due to the occurrence of an Event of Default or if you otherwise breach this Agreement, you acknowledge that Member Bank or ISO m ay be required to report your business name and the names and other identification of your principals to the terminated merch ant file maintained by the Payment Brands. You expressly agree and consent to such reporting if you are terminated for any reason r equiring listing on the terminated merchant file. You waive Member Bank and ISO from any claims that you may raise as a result of Member Bank or ISO terminated merchant file reporting. Further, you wil l return all Member Bank and ISO property, forms, or eq uipment. All obligations for transactions prior to termination (including payment for Fees, Third -Party Costs for which you are responsible hereunder , Dispute Items, Penalties and Member Bank’s expenses relating to chargebacks) survive termination. Neither Member Bank nor ISO is liable to you for damages (including prospective sales or profits) due to termination. Upon terminatio n, any amounts due to Member Bank or ISO will accelerate and be immediately due and payable, without any notice, declaration or other act whatsoever.
13. Credit Inquiries; Reporting; Financial Statements. You authorize Member Bank and ISO to make any credit inquiries they consider necessary to accept or to renew their acceptance of this Agreement. You also authorize any person or credit reporting agency to compile information to answer such credit inquiries and to furnish such information to Member Bank and ISO. You agree to provide to ISO such financial statements or other information concerning your business or operations as may be requested by ISO from time to time, in appropriate deta il, promptly upon request by ISO. Upon request by ISO, you shall furnish to ISO, within 120 days after the end of your fiscal year, an audited financial statement of profit and loss for such fiscal year and an audited balance sheet as of the end of such fiscal year. ISO may, at its discretion, accept unaudited financial statements prepared by a public accounting firm.
14. Reserve. In addition to Member Bank’s and ISO’s right to establish a reserve in Section 9 of this Agreement, Member Bank and ISO ma y, in their reasonable discretion, establish a reserve if they believe there is a risk of potential loss or liability associated with your use of the Services or to ensure current or future payment of obligations Merchant owes to Member Bank and/or ISO under this Agreement. ISO will provide you with notice of the reserve and the terms of the reserve. Member Bank and/or ISO may require that a certain portion of your transaction proceeds be held by Member Bank in a reserve for a certain period of time or that you make a lump sum payment for the reserve. Member Bank and/or ISO may change the terms of the reserve at any time by providing you with not ice of the new terms. Member Bank and/or ISO have the right to use funds otherwise owed to you to establish, increase, or maintain funds in the reserve. Member Bank may hold a reserve as long as Member Bank and/or ISO deem necessary to mitigate risk assoc iated with your transactions or to mitigate damages as a result of your actions under this Agreement. You understand and agree that if you are required to establish a reserve, you have an obligation under this Agreement to maintain at all times the balance of the reserve set by Member Bank and/or ISO.
15. Representation and Warranties; Disclaimers. You make the following representations and warranties which shall be true and correct on the date of this Agreement and at all times thereafter: (a) all information contained in the Application or any other document delivered to Member Bank and ISO in connection therewith or with this Agreement is true and complete in all material respects; (b) you have the power to execute, deliver and perform this Agreement; (c) this Agreement is duly authorized and will not violate any provisions of law, or conflict with any other agreement to which you are subject or by which your assets are bound; (d) you have all required licenses, if any, to conduct your business and are qualified to do business in every jurisdiction where it is required to do so; and (e) there is no action, suit or proceeding at law or in equity pending, or to your knowledge, threatened, by or against or affecting you which if adversely decided to you would impair your right to carry on your business substantially as now conducted or adversely affect your financial condition or o perations in any material respect. EXCEPT AS OTHERWISE SPECIFICALLY SET FOR TH HEREIN, THE SERVI CES ARE PROVIDED ON AN “AS IS,” “AS AVAI LABLE” BASIS WITHOUT ANY REPRESENTATIONS OR W ARRANTIES. ISO DOES NOT REPRESENT OR WAR RANT THE PRODUCTS AN D SERVICES WILL BE AVAILABLE, ACCESS IBLE, UNINTERRUPTED, TIMELY, SECURE, ACCURATE, COMPLETE OR ENTIRELY ERROR-FREE. YOU MAY NOT RELY ON ANY REPRESENTATION OR WARRANTY REGARDING THE SERVICES MADE BY ANY THIRD-PARTY IN CONTRAVENTION OF THE FOREGOING STATEMENTS. ISO SPECIFICALLY DISCLAIMS ALL REPRESENTATIONS, WARRANTIES AND CONDITIONS WHETHER EXPRESS OR IMPLIED, ARISING BY STATUTE, OPERATION
OF LAW, USAGE OF TRADE, COURSE OF DEALING, OR OTHERWISE, INCLUDING BUT NOT LIMITED TO, WARRANTIES OR CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR TIT LE WITH RESPECT TO T HE SERVICES. YOU UN DERSTAND AND AGREE T HAT ISO SHALL BEAR N O RISK WITH RESPECT TO YOUR SALE OF YOUR PRODUCTS OR SERVICES INCLUDING, WITHOUT LIMITATION, ANY RISK ASSOCIATED WITH CARD FRAUD, PENALTIES, THIRD PARTY COSTS OR DISPUTE ITEMS. ISO MAKES NO WARRANTY THAT THE SERVICES
WILL MEET YOUR REQUIREMENTS, NOR DOES ISO MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM THE USE OF THE SERVIC ES OR AS TO THE ACCURACY OR RELIABILITY OF ANY INFORMATION OBTAINED THROUGH USE OF THE SERVICES.
16. CHOICE OF LAW; JURISDICTION; WAIVER. THIS AGREEMENT SHALL BE GOVERNED BY THE LAWS OF THE STATE OF IN WHICH YOU ARE LOCATED. YOU, MEMBER BANK AND ISO HEREBY IRREVOCABLY AND UNCONDITIONALLY: (A) AGREE THAT ANY ACTION, SUIT OR PROCEEDING BY ANY PERSON ARISING FROM OR RELATING TO THIS AGREEMENT OR ANY STATEMENT, COURSE OF CONDUCT, ACT, OMISSION OR EVENT OCCURRING IN CONNECTION WITH THIS AGREEMENT (COLLECTIVELY, “RELATED LITIGATION”) MUST BE B ROUGHT IN A STATE OR FEDERAL COURT OF COMPETENT JURISDICTION IN THE COUNTY AND STATE IN WHICH YOU ARE LOC ATED; (B) SUBMIT TO THE JURISDICTION OF SUCH COURTS; (C) WAIVE ANY OBJECTION WHICH IT MAY HAVE AT ANY TIME TO THE LAYING OF VENUE OF ANY RELATED LITIGATION BROUGHT IN ANY SUCH COURT; (D) WAIVE ANY CLAIM THAT ANY SUCH RELATE D LITIGATION HAS BEEN BROUGHT IN AN
INCONVENIENT FORUM, AND WAIVE ANY RIGHT TO OBJECT, WITH RESPECT TO ANY RELATED LITIGATION BROUGHT IN ANY SUCH COURT, THAT SUC H COURT DOES NOT HAVE JURISDICTION OVER YOU OR ISO; (E) CONSENT AND AGREE TO SERVICE OF ANY SUMMONS, COMPLAINT OR OTHER LEGAL PR OCESS IN ANY RELATED LITIGATION BY REGISTERED OR CERTIFIED U.S. MAIL,
POSTAGE PREPAID, TO YOU AT THE ADDRESS IN THE APPLICATION AND CONSENTS AND AGREES THAT SUCH SERVICE SHALL CONSTITUTE IN EVERY RESPECT VALID AND EFFECTIVE SERVICE (BUT NOTHING HEREIN SHAL L AFFECT THE VALIDITY OR EFFECTIVENESS OF PROCESS SERVED IN ANY OTHER MANNER PERMITTED BY LAW); AND ( F) WAIVE THE RIGHT TO TRIAL BY JURY IN ANY RELATED LITIGATION. THE PREVAILING PARTY IN ANY RELATED LITIGATION SHALL BE ENTITLED TO RECOVER ITS REASONABLE ATTORNEY’S FEES, COST AND EXPENSES.
17. LIMITATION OF LIABILITY. TO THE FULLEST EXTENT PERMITTED BY LAW, NO CLAIM MAY BE MADE BY YOU AGAINST MEMBER BANK OR ISO OR ANY OF THEIR RESPECTIVE AFF ILIATES,
DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS OF ANY OF THE M FOR ANY SPECIAL, INCIDENTAL, INDIRECT, CONSEQUENTIAL OR PUNITIVE DAMAGES IN RESPECT OF ANY CLAIM ARISING
FROM OR RELATING TO THIS AGREEMENT OR ANY STATEMENT, COURSE OF CONDUCT, ACT, OMISSION OR EVENT OCCURRING IN CONNECTION WITH T HIS AGREEMENT UNLESS SUCH CLAIM
ARISES FROM THE WILLFUL MISCONDUCT OF THE MEMBER BANK OR ISO AND YOU HEREBY WAIVE, RELEASE AND AGREE NOT TO SUE UPON ANY SUCH CLAIM FOR ANY SUCH DAMAGES, WHETHER SUCH CLAIM PRESENTLY EXISTS OR ARISES HEREAFTER AND WHETHER OR NOT SUCH CLAIM IS KNOWN OR SUSPECTED TO EXIST IN ITS FAVOR. YOU FURTHER UNDERSTAND AND
AGREE THAT YOUR RESPONSIBILITY TO PAY PENALTIES AS DESCRIBED IN THIS AGREEMENT SHALL NOT BE LIMITED OR RESTRICTED UNDER ANY C IRCUMSTANCES, EVEN IF SUCH PENALTIES ARE DEEMED TO BE SPECIAL, INCIDENTIAL, INDIRECT, CONSEQUENTIAL OR PUNITIVE DAMAGES UNDER APPLICABLE LAW.
18. CONFIDENTIAL INFORMATION. You will not use for any purpose other than contemplated by this Agreement, will not disclose to any third-party, and will cause your employees, independent contractors, and agents to not use or disclose, any term of this Agreement, the Services, or any information learned about the business practices and ways in which ISO conducts business that is not generally known to others, including without limitation details about the Services, any data or information that is a trade secret or competitively sensitive such as compute r software and documentation, data and data formats, and financial information (collectively, “Confidential Information”). You wil l inform ISO of any request by a court or government agency to disclose such Confidential Information to enable ISO to waive the provisions of this Section or defend the nondisclosure. You will not be obligated to maintain the confidentiality of Confidential Information: (i) you are required to reveal in performing your obligations under this Agreement, (ii) that is or becomes within the public domain through no act of yours in breach of this Agreement, (iii) was legitimately in your possession prior to its disclosure under this Agreement, and you can prove that, or (iv) is required to be disclosed by state or federal law, provided that you provide ISO with notice and an opportunity to oppose the disclosure. In the event of a breach of this section, the parties agree that ISO will suffer irreparable harm, and that the amount of monetary damages would be impossible to calculate. Thus, ISO will be entitled to injunctive relief in addition to any oth er rights to which it may be entitled, without the necessity of proof of actual damages or the requirement of a bond. This Section will survive termination of this Agreement.
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6 Terms in Section 18 Below Are Additional Terms Applicable Specifically to American Express Card Acceptance (capitalized terms below not defined elsewhere in the Agreement shall have the meanings assigned in the American Express Network Rules). With respect to participation in an American Express acceptance program, in the event of a conflict between the terms below and other terms of this Agreement, the terms below shall control with respect to American Express transactions only. Merchant shall be bound by American Express Network Rules, including the Merchant Operating Guide, as it may be updated from time to time by American Express: www.americanexpress.com/merchantopguide. In the event of conflict or inconsistency between the Operating Guide and any other relevant document, the Operating Guide will prevail.
19. AMERICAN EXPRESS OPTBLUE® TERMS AND CONDITIONS.
a. Transaction Data. Merchant authorizes ISO and/or its affiliates to submit American Express Transactions to, and receive sett lement on such Transactions from, American Express or Bank on behalf of Merchant.
b. Marketing Message Opt-Out. Merchant may opt-out of receiving future commercial marketing communications from American Express by contacting ISO. Note that Merchant may continue to receive marketing communications while American Express updates its records to reflect this choice. Opting out of commercial marketing communications will not preclude Merchant from receiving important transactional or relationship messages from American Express.
c. Conversion to American Express Direct Merchant. Merchant acknowledges that it may be converted from American Express Card OptBlue program to a direct relationship with American Express if and when its Transaction volumes exceed the eligibility thresholds for the OptBlue program. If this occurs, upon such conversion, (i) Merchant will be bound by American Express’ then-current Card Acceptance Agreement; and (ii) American Express will set pricing and other fees payable by Merchant. d. American Express as Third -Party Beneficiary. Notwithstanding anything i n the Agreement to the contrary, American Express shall have third -party beneficiary rights, but not obligations, to the terms of this Agreement applicable to American Express Card acceptance to enforce such terms against Merchant. e. American Express Opt-Out. Merchant may opt out of accepting American Express at any time without directly or indirectly affecting its rights to accept Cards bearing Marks of other Payment Brands. f. Refund Policies. Merchant’s refund policies for American Express purchases must be at least as favorable as its refund policy for purchase on any other Card Network, and the refund policy must be disclosed to Cardholders at the time of purchase and in compliance with Law. Merchant may not bill or attempt to collect from any Ca rdholder for any American Express Transaction unless a Chargeback has been exercised, Merchant has fully paid for such Chargeback, and it otherwise has the right to do so. g. Establishment Closing. If Merchant closes any of its Establishments, Merchant must follow these guidelines: (i) notify ISO immediately; (ii) policies must be conveyed to the Cardholder prior to completio n of the Transaction and printed on the copy of a receipt or Transaction record the Cardholder signs; (iii) if not providing refun ds or exchanges, post notices indicating that all sales are final (e.g., at the front doors, by the cash registers, on the Transaction record and on websites and catalogs); (iv) return and cancellation policies must be clearl y disclosed at the time of sale; and (v) for Advance Payment Charges or Delayed Delivery Charges, Merchant must either deliver the goods or services for which Merchant has already charged the Cardholder or issue Cr edit for any portion of the Transaction for which Merchant has not deliver ed the goods or services.
h. Merchant shall not assign to any third-party any payments due to it under American Express Card Acceptance, and all indebtedness arising from Transactions will be for bona fide sales of goods and services (or both) at Merchan t’s business locations and free of liens, claims, and encumbrances other than ordinary sales taxes; provided, however, that t he Merchant may sell and assign future Transaction receivables to Member Bank/ISO, its affiliated entities and/or any other cash advance funding source that partners with Member Bank/ISO or its affiliated entities, without consent of American Express. Notwithstanding the foregoing, Member Bank/ISO prohibits Merchant from selling or assigning future Transaction receivables to any third-party. i. Member Bank/ISO shall have the right to terminate Merchant’s participation in American Express Card Acceptance immediately upon written notice to Merchant (i) if Merchant breaches any of the provisions of this Agreement, or (ii) for cause or fraudulent or other activity, or upon American Express’ request. In the event Merchant’s participation in American Express Card Acceptance is terminated for any reason, Merchant must immediately remove all American Express branding and marks from Merchant’s website and wherever else they are displayed. j. Merchant must accept American Express as payment for goods and services (other than those goods and services prohibited by these provisions, the Agreement, or the Payment Brand Regulations) sold, or (if applicable) for charitable contributions made at all of its business locations and websites, except as expressly permitted by state statute. Merchant is jointly and severally liable for the obligations of Merchant’s business locations and websites under the Agreement.
k. In the event that Merchant or Member Bank/ISO is not able to resolve a claim against American Express, or a claim against Member Bank/ISO or any other entity that American Express has a right to join in resolving a claim, the Merchant O perating Guide explains how claims can be resolved through arbitration. Merchant or American Express may elect to resolve any claim by individual, binding arbitration. Claims are decided by a neutral arbitrator.
l. Any and all Cardholder information is confidential and the sole property of the applicable issuer, American Express or its affiliates. Except as otherwise specifie d, Merchant must not disclose Cardholder information, nor use nor store it, other than to facilitate Transactions at Merchant’s business locations and websites in accordance with the Agreement. m. Merchant must ensure that it and any third -parties it enlists to facilitate Transactions processing complies with the American Express Technical Specifications (availab le at www.americanexpress.com/merchantopguide) (valid and accurate data must be provided for all data elements in accordance with the American Express Technical Specifications). Failure to comply with the American Express Technical Specifications may impact Merchant’s ability to successfully process Transactions. Merchant may be assessed non-compliance fees if Merchant fails to comply with the Technical Specifications. To ensure compliance with the Technical Specifications, Merchant should work with Member Bank/ISO. n. American Express Right to Modify or Terminate Agreement. American Express has the right to modify the Agreement with respect to American Express Card transactions or to terminate Merchant’s acceptance of American Express Card transactions and to require ISO to investigate Merchant’s activities with respect to American Express Card transactions.
20. ACH AND CHECK 21 TERMS AND CONDITIONS.
a. Services. With respect to ACH Transactions, ISO shall be the ACH processor through which debit and credit transactions are submitted to the ACH Network in conjunction with ACH check processing origination and settlement services. With respect to transactions involving substitute check Images permitted under Check 21 , ISO provides capture services which facili tates the processing of the substitute check Images with financial institutions in the Federal Reserve System. b. Definitions. The following terms used in this Section 19 shall have the meaning specified below:
“ACH Transaction”: An electronic payment transaction originated by Merchant and processed through the ACH Network in the Federal Reserve System.
“Administrator”: The Merchant’s employee who has been designated as Merchant’s primary contact with ISO for the Services and has been appointed by Me rchant to manage the administration of Services access, including passwords, and communicate authorizations to ISO.
“Bank of First Deposit”: In a Check 21 Transaction, the financial institution which receives the Entry from ISO and transmit s the Entry through the Federal Reserve Bank system for transmittal to the Customer’s financial Institution for debit or credit to the Customer’s account.
“Check 21”: The Check for the 21st Century (Check 21) Act and all regulations pertaining to the Check 21 Act.
“Check 21 Transaction”: An electronic payment transaction utilizing a Substitute Check Image permitted by Check 21.
“Customer”: Merchant’s customer who submits a payment to Merchant by means of a paper check or ACH transfer.
“Entry”: A transaction submitted by Merchant for processing by the Services and further defined in the NACHA Rules.
“Image”: The image that results from an electronic scan of a paper check by Merchant.
“NACHA Rules”: The then -current rules, regulations and procedural guidelines pu blished by the National Automated Clearing House Association (“NACHA”) and/or all regional payment alliances associated with NACHA.
“Originating Depository Financial Institution” or “ODFI”: In an ACH Transaction, the financial institution which receives the Entry from ISO and transmits the Entry to its ACH Operator for transmittal to a Receiving Depository Financial Institution for debit or credit to the Customer’s account, as these terms are further defined in the NACHA Rules.
“Services”: The ACH processing services and/or the Check 21 processing services provided to Merchant under this Agreement.
“Settlement Account”: A commercial demand deposit bank account which Merchant has established for ISO’s access and use to se ttle financial payment transactions processed by ISO on behalf of Merchant.
“Substitute Check”: The electronic Image of a paper check, as defined in Check 21.
c. Set-Up of Services. ISO shall provide the Services selected by Merchant in its application. Merchant shall utilize and access the Services in accordance with the terms of this Agreement and the practices and procedures established by ISO for the Services which have been communicated in writing to Merchant. As part of the Merchant set-up and boarding process, ISO will provide Merchant with an administrative and gateway user name and password to access the Services. Merchant will designate an Administrator who shall be the sole indivi dual vested with the authority to determine who will be authorized to use the Services; establish separate passwords for each user; and establish limits on each user’s authority to access information and conduct tran sactions. Merchant is responsible for the actions of its Administrator, the authority the Administrator gives others to act on Merchant’s behalf, and the actions of the persons designated by the Administrator to use the Services. Merchant shall take reasonable security procedures and practices to safeguard the confidentiality of the passwords; limit access to its passwords solely to persons who have a need to know such information; closely and regularly monitor the activities of employees who access the Se rvices; and prohibit its employees and agents from initiating entries in the Services without proper authorization and supervision and adequate security controls. d. Delivery of Services. ISO will provide Services for the Entry types indicated in the Merchant set -up and boarding documentation. ISO reserves the right to withdraw the Services provided generally to its customers including Merchant for individual Entry types from general market availability and coverage under this Agreement upon ninety (90) days prior written notice to Merchant. To the extent reasonably possible, ISO will first attempt to process an Entry in the Servi ces as an ACH Transaction, unless the Entry has clearly been designated to be processed as a Check 21 Transaction, provided t he Entry fully qualifies to be processed as an ACH Transaction according to applicable NACHA Rules and ISO has received all of the required information from the Image or paper check necessary to process the transaction as an ACH Transaction.
If the Entry cannot be processed as an ACH Transaction for any reason, then ISO will process the Entry in the Services as a C heck 21 Transaction. Prior to submitting an Entry to ISO for processing, Merchant shall secure all authorizations and approvals from its Customer and deliver any notifications pertaining to that Entry which are re quired by the NACHA Rules and/or applicable laws and regulatio ns. Merchant shall be responsible for the accuracy and propriety of all Entries submitted to ISO for processing. If Merchant utilizes a scanner to create Images which are delivered to ISO for processing, Merchant shall be solely responsible to ensure the accuracy and completeness of the Image transmitted to ISO for processing. Merchant acknowledges that ISO has specific process ing deadlines imposed by its ODFI and the ACH Operator for ACH Transactions and by the Bank of First Deposit for Check 21 Transactions. Files received by the deadline will be transmitted that day to the Federal Reserve Bank for settlement on the effective entry day. Files received after the deadline will be processed the next Banking Day as defined in the NACHA Rules. For Check 21 Transactions, ISO will not be responsible for printing any Substitute Checks which may be required by a financial institution in order to receive and process the Entry. In the event of any conflicts in the instructions received by ISO rega rding Merchant or any Entries relating to them, ISO may at its option and with or without notice, hold or interplead, comply with the legal process or other order, or otherwise limit access by Merchant or by ISO to the funds, Entries or proceeds thereof. e. Recoupment and Set-Off. Merchant shall immediately reimburse ISO for any returns or shortfalls that occur in Merchant’s Settlement Account. ISO reserves the right to delay the availability of funds for deposit without prior written notices to Merchant if, in its sole discretion, ISO deems itself at financial or relative risk for any and all Services performed under this Agreement. Merchant hereby acknowledges and agrees that ISO shall have a right of setoff against any amounts ISO would otherwise be obligated to deposit into Merchant’s account, and any other amounts ISO may owe Merchant under this Agreement.
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7 f. Additional Merchant Responsibilities. All checks deposited electronically by Merchant through use of the Services shall be s ubject to the following requirem ents: (i) The original paper check will not be deposited through the Services more than once; (ii) All checks will conform to the requirements of Merchant’s deposit agreeme nt with its financial institution; (iii) All checks will conform to the requirements of the applicable NACHA Rules and Check 21; and (iv) Merchant shall review and validate the accuracy and completeness of the check data being captured including but not limited to the amount of the check and the legibility of the check Image generated from use of the Services. Merchant shall be solely responsible for the selection, use and operation of the scanner equipment use d to capture the Image using the Services, including the quality of the Image results generated from the scanner. Any scanner used by Merchant with the Services must meet the technical specifications for scanners published by ISO in order to be deemed comp atible with the Services. Any purchase or lease of scanners by Customer from ISO or a Reseller for its use shall be transacted be tween Merchant and ISO or a Reseller in a separate equipment purchase/lease agreement.
Merchant shall be solely liable and responsible for all damages, losses, expenses and claims arising from any of the following: (i) Duplication of Images transmitted by Merchant to ISO through the Services; (ii) Alteration of scanned Images not caused by ISO’s Services; (iii) Deposit of checks on accounts with insufficient funds, counterfeit chec ks, fraudulent checks, or checks bearing unauthorized or forged endorsements; (iv) Acts of fraud, negligence or willful misconduct committed by employees of Merchant in depositing checks using the Services; (v) Hardw are failure not caused by ISO’s Services; or (vi) Merchant’s failure to properly store or destroy original checks once the scanned Image has been captured. Merchant shall hold ISO harmless from any damages, losses, expenses and claims which arise from the foregoing events not caused by ISO. g. Pricing and Payment. Merchant shall pay ISO the fees, penalties and charge s for the Services set forth in the Application and Fee Schedule and such fees, penalties and charges shall be considered Fee s for all purposes of this Agreement.
h. NACHA Rules and ISO Guidelines. Each party shall comply with the then-current NACHA Rules which apply to ACH Transactions processed under this Agreement. In addition, ISO may publish to Merchant and other merchants its own standard operating and implementation guidelines for the Services with respect to specific NACHA Rules which will govern and apply to this Agreement as if set forth herein. i. Selection and Use of Hardware. Merchant is solely responsible for the selection, use and operation of the hardware used to c apture Images of paper checks using the Service, including the quality of the scanned Image results generated from the hardware. Hardware utilized must certified for use with the Services in order to be deemed compatible with the Services. j. Third-Party Processing Services. CORE’s third-party processing services partner s are providing some of the Services, and as a result, these third -party services partners shall be an intended third -party beneficiary of this Agreement. Each third -party services partner shall have the right to enforce directly against Merchant, the ter ms of this Agreement which relate to the provision of the third -party services partner’s processing services to Merchant and the ownership and protection of the intellectual property rights of the third -party services partner and its licensors in and to it s processing services. Merchant acknowledges that the third-party services partner shall have no responsibility or liability with regard to CORE’s obligations to Merchant under this Agreement.
21. MISCELLANEOUS PROVISIONS.
a. You shall not subcontract, assign or transfer any interest, obligation or right under this Agreement without the prior written consent of Member Bank and ISO. Subject to the foregoing, this Agreement shall be binding upon and inure to the benefit of the pa rties and their successors or assigns. ISO and Member Bank may transfer their respective rights and responsibilities hereund er to another institution authorized by the Payment Brand Regulations to hold such rights without your consent. b. This Agreement may be modified by Member Bank to comply with any amendments or additions to the Payment Brand Regulations or as required by applicable law or regulation upon thirty (30) days prior written notice to you.
c. No party shall, by the mere lapse of time, wi thout giving notice or taking other action, be deemed to have waived any of their rights under this Agreement. No waiver of a breach of this Agreement shall constitute a waiver of any prior or subsequent breach of this Agreement. d. In order to maintain quality service, Member Bank or ISO may monitor or record your telephone communications. e. No party shall be liable for any loss or damage due to causes beyond its control, including earthquake, war, fire, flood, power failure, acts of God or other catastrophes. f. Each party and each person signing on behalf of a party represents and warrants that it has the full legal capacity and authority to enter into and perform the obligations of this Agreement without any further approval. Nothing in this Agreement shall be deemed to create a partnership, joint venture or any agency relationship between the parties. g. This Agreement and the documents referenced herein constitute the entire understanding of the parties with respect to the sub ject matter of t his Agreement, and all prior agreements, understandings and representations are terminated and canceled in their entirety. h. If there is any conflict between a part of this Agreement and any present or future Payment Brand Regulation or applicable fe deral, state or local law or regulation, only the part of this Agreement that is affected shall be modified and that modification shall be limited to the minimum necessary to bring this Agreement within the requirements of the Payment Brand Regulation, law or regulation. i. All notices, including invoices, given in connection with this Agreement, shall be in writing and shall be effective upon act ual receipt. Notices shall be delivered to the appropriate party at its address set forth on the attached Disclosure Page.
j. You shall be liable for all taxes, except Member Bank and ISO’s income taxes, required to be paid or collected as a result of this Agreement. k. All of your obligations, warranties and liabilities incurred or existing as of the date of ter mination of this Agreement, including without limitation, your obligations with respect to subsequent Fees, Third -Party Costs for which you are responsible hereunder , Penalties or Dispute Items based upon Card transactions incurred prior to termination, shall survive termination and shall continue in full force and effect as if the termination had not occurred. The right to revoke credit as well as hold, retain or set off against amounts due to you, or to debit any of your Account(s), shall survive the termination of this Agreement and shall continue in full force and effect as if termination had not occurred. l. No other person or entity may be deemed a third-party beneficiary of this Agreement.
ACH Debit/Credit Sender ID Notice
BEFORE PROCESSING TRANSACTIONS, It is important to update all ACH debit/credit company sender IDs with your Bank to ensure timely and successful deposits and processing. Failure to do so may cause your daily deposit to be delayed or may affect your ability to process transactions.
Please notify your Bank as soon as possible to allow debits/credits from all the following Sender ID’s.
Company/Sender Name Company/Sender ID Comment
AMS CORE Fees 9000008713 Card Processing Fees
AMS CORE 9000088713 Chargebacks & Adjustments
Wonderware Inc, DBA CORE
Business Technologies 4050427143
Misc. Fees/Adjustments from AMS/CORE.
Profit Stars eCheck Processing Fees
AMERICAN EXPRESS 1134992250 AMEX TPSP Chargebacks & Adjustments BANKCARD SYS 1310281170 Worldpay PayFac Deposits & Debits T-Tech T562207579 T-Tech eCheck Processing Fees
Note: An ACH reject fee may be assessed for each rejected ACH transaction, debit/credit card Chargeback or Adjustment that is rejected by your Bank.
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8 Disclosure Page
(Processor Copy)
Member Bank Information
Name: Merrick Bank, a Utah state chartered bank
Address: 135 Crossways Park Drive North, Suite A,
Woodbury, NY 11797
Phone: (800)267-2256
Important Member Bank Responsibilities
1. Member Bank is the only party to the Payment Processing Agreement approved to accept Visa products directly from a Merchant.
2. Member Bank must be a principal (signer) to the Payment Processing Agreement.
3. Member Bank is responsible for educating the Merchant on pertinent Visa U.S.A. Inc.
Operating Regulations with which the merchant must comply.
4. Member Bank is responsible for and must provide settlement funds to the Merchant.
5. Member Bank is responsible for all funds held in reserve that are derived from settlement.
Merchant Information
Merchant Name: City of Richmond
Merchant Address: 450 Civic Center Plaza
Richmond, CA 94804
Merchant Phone: (510) 620-6740
Important Merchant Responsibilities
1. Ensure compliance with cardholder data security and storage requirements.
2. Maintain fraud and chargebacks below thresholds.
3. Review and understand the terms of the Payment Processing Agreement.
4. Comply with Visa Operating Regulations.
The responsibilities listed above do not supersede terms of the Payment Processing Agreement and are provided to ensure Merchant understands some important obligations of each party.
Merchant’s Signature Date
Merchant’s Printed Name & Title
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9 Disclosure Page
(Merchant Copy)
Member Bank Information
Name: Merrick Bank, a Utah state chartered bank
Address: 135 Crossways Park Drive North, Suite A,
Woodbury, NY 11797
Phone: (800)267-2256
Important Member Bank Responsibilities
1. Member Bank is the only party to the Payment Processing Agreement approved to accept Visa products directly from a Merchant.
2. Member Bank must be a principal (signer) to the Payment Processing Agreement.
3. Member Bank is responsible for educating the Merchant on pertinent Visa U.S.A. Inc.
Operating Regulations with which the merchant must comply.
4. Member Bank is responsible for and must provide settlement funds to the Merchant.
5. Member Bank is responsible for all funds held in reserve that are derived from settlement.
Merchant Information
Merchant Name: City of Richmond
Merchant Address: 450 Civic Center Plaza
Richmond, CA 94804
Merchant Phone: (510) 620-6740
Important Merchant Responsibilities
1. Ensure compliance with cardholder data security and storage requirements.
2. Maintain fraud and chargebacks below thresholds.
3. Review and understand the terms of the Payment Processing Agreement.
4. Comply with Visa Operating Regulations.
The responsibilities listed above do not supersede terms of the Payment Processing Agreement and are provided to ensure Merchant understands some important obligations of each party.
Merchant’s Signature Date
Merchant’s Printed Name & Title
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10 1164
11 CORE - MERRICK LOCATION ADDENDUM
PRIMARY MERCHANT INFORMATION: Location No: 1 Date:
Legal Name: City of Richmond Bank Chain: 204622
Main Contact: Title: Accounting Manager Merchant Number:
(Assigned Upon Approval)
LOCATION INFORMATION: Sales Rep :Chris Di Lucca 1130 DBA: City of Richmond OTC Statement DBA (23 Chr.): City of Richmond OTC SIC: 9399 Location Address: 450 Civic Center Plaza City: Richmond ST: CA Zip: 94804 City: Richmond ST: CA Zip: 94804
(510) 620-6747 Phone #: (510) 620-6740 Fax #: (510) 620-6522 Mailing Address: PO Box 4046
Customer Service Phone Number:
Main Contact: Title: Accounting Manager
Avg Ticket: $451.00 Max: _______
_ Monthly Vol: $123,180.00 Swipe % 80
Email:
Keyed % 20 MOTO %
0 Internet % 0
Merchant Products or Services Offered (be specific): City Tax and Permits Terminal / Payment Application: iMS Version: ________
Does Merchant Use Independent Servicer (store, maintain, or transmits cardholder data)? ________ (if yes, provide the following) Servicer / Payment App. Manufacturer: BridgePay / iMS Software Phone:
American Express (10 Digits): ________ American Express Annual Volume:
Program: Service Fees: Account Name: AMS*Service Fee MID: 730308288 Rate: 2.95% Service Fee with a $2.00 minimum per transaction SITE INFORMATION:
Merchant
Type: Retail
Building Type: Office Building Area Zoned: Commercial Square Footage: 2501 - 5000 Merchant: Owns Landlord: ________ Contact: ________ Phone: ________
Fulfillment Co. ________ Contact: Phone: ________
This Location is Open for Business: Yes No Inspected By: Date:
MOTO – ECOMMERCE QUESTIONNAIRE Complete if Processing Less Than 70 % Card Present Sell To: Business: 75 % Public: 25 % ________ Does the Merchant Own Product/Inventory? ________ Marketing: ________ Are Products Stored at the Business Location? ________ If No, Where? ________
Orders Processed by: ________ If Processing Internet Transactions (Please Complete The Following) Cards Processed by: ________ Internet transactions encrypted by SSL or Better? ________ When is the cardholder Charged? ________ Digital Certificate Utilized? ________ Exp Date: ________ How many days to fulfill orders? ________ Certificate Number: ________ Shipped by: ________ Certificate Issuer: ________ ________ Products Shipped by: ________ URL: https://www.ci.richmond.ca.us/ Delivery Receipt Requested? ________
DDA BANK ACCOUNT INFORMATION:
This area should be completed for Added/Subsequent locations with DDA other than main location. Please Include a Voided Check.
If this is a "Deposit Only" account then a letter from the Financial Institution verifying Transit and Routing Number and DDA# is required.
Account Type: ACH Deposit Routing/Transit # ACH Deposit Account Number Bank Name:
CK Mechanics Bank
Account Type: ACH Fees Routing/Transit # ACH Fees Account Number Contact: Phone:
CK ________ () -
Merchant hereby authorizes Merrick and Automated Merchant Systems, LLC to initiate credit and/or debit entries for amounts originating under the Merchant Processing Agreement (via ACH or otherwise) including any reversals or adjustments on original entries to the Merchant's Bank Account (as defined in the Merchant Processing Agreement). NOTE: Attach Voided Check The Merchant agrees to abide by the terms & conditions contained in the Merchant Processing Agreement signed on ________, provided, however, that the term of the Merchant Processing Agreement relating to the above -referenced Additional Location shall be for the same length of time as the initial Term (defined in the Merchant Processing Agreement), and such Initial Term for t he Additional Location shall commence on the date signed by Officer/Owner, indicated below.
Printed Officer/Owner Name Signature Title Date
Rev 09/2021
1165
12 CORE - MERRICK LOCATION ADDENDUM
PRIMARY MERCHANT INFORMATION: Location No: 2 Date:
Legal Name: City of Richmond Bank Chain: 204622
Main Contact: Title: Accounting Manager Merchant Number:
(Assigned Upon Approval)
LOCATION INFORMATION: Sales Rep :Chris Di Lucca 1130 Statement DBA (23 Chr.): City of Richmond Web SIC: 9399 City: Richmond ST: CA Zip: 94804
City: Richmond ST: CA Zip: 94804
620-6747 Phone #: (510) 620-6740 Fax #: (510) 620-6522
DBA: City of Richmond Web
Location Address: 450 Civic Center Plaza
Mailing Address: PO Box 4046
Customer Service Phone Number: (510)
Main Contact: Title: Accounting Manager Email:
Avg Ticket: $451.00 Max: _______
_ Monthly Vol: $123,180.00 Swipe % 0 Keyed % 0 MOTO % 0 Internet % 100 Merchant Products or Services Offered (be specific): City Tax and Permits Terminal / Payment Application: iMS Version: ________
Does Merchant Use Independent Servicer (store, maintain, or transmits cardholder data)? ________ (if yes, provide the following) Servicer / Payment App. Manufacturer: BridgePay / iMS Software Phone:
American Express (10 Digits): ________ American Express Annual Volume:
Program: Service Fees: Account Name: AMS*Service Fee MID: 730308296 Rate: 2.95% Service Fee with a $2.00 minimum per transaction SITE INFORMATION:
Merchant
Type: Internet Website
Building Type: Office Building Area Zoned: Commercial Square Footage: 2501 - 5000 Merchant: Owns Landlord: ________ Contact: ________ Phone: ________
Fulfillment Co. ________ Contact: Phone: ________
This Location is Open for Business: Yes No Inspected By: Date:
MOTO – ECOMMERCE QUESTIONNAIRE Complete if Processing Less Than 70 % Card Present Sell To: Business: 75 % Public: 25 % Locally Does the Merchant Own Product/Inventory? YES Marketing: ________ Are Products Stored at the Business Location? YES If No, Where? ________
Orders Processed by: Merchant If Processing Internet Transactions (Please Complete The Following) Cards Processed by: Merchant Internet transactions encrypted by SSL or Better? YES When is the cardholder Charged? Time of Order Digital Certificate Utilized? YES Exp Date: ________ How many days to fulfill orders? 1 - 7 Days Certificate Number: ________ Shipped by: Merchant Certificate Issuer: ________ Individual Products Shipped by: U.P.S. URL: https://www.ci.richmond.ca.us Delivery Receipt Requested? NO
DDA BANK ACCOUNT INFORMATION:
This area should be completed for Added/Subsequent locations with DDA other than main location. Please Include a Voided Check.
If this is a "Deposit Only" account then a letter from the Financial Institution verifying Transit and Routing Number and DDA# is required.
Account Type: ACH Deposit Routing/Transit # ACH Deposit Account Number Bank Name:
CK Mechanics Bank
Account Type: ACH Fees Routing/Transit # ACH Fees Account Number Contact: Phone:
CK ________ () -
Merchant hereby authorizes Merrick and Automated Merchant Systems, LLC to initiate credit and/or debit entries for amounts originating under the Merchant Processing Agreement (via ACH or otherwise) including any reversals or adjustments on original entries to the Merchant's Bank Account (as defined in the Merchant Processing Agreement). NOTE: Attach Voided Check The Merchant agrees to abide by the terms & conditions contained in the Merchant Processing Agreement signed on ________, provided, however, that the term of the Merchant Processing Agreement relating to the above -referenced Additional Location shall be for the same length of time as the initial Term (defined in the Merchant Processing Agreement), and such Initial Term for t he Additional Location shall commence on the date signed by Officer/Owner, indicated below.
Printed Officer/Owner Name Signature Title Date
Rev 09/2021
1166
Address: 600 La Terraza Blvd
Escondido, CA 92025
Phone: (747) 222-8822
Email: [email protected]
Website: www.ims16.com
REQUEST FOR PROPOSAL
RFP # 2023-03
for an
Land Management Community
Development System and
Implementation Services
City of Richmond, California
Partnering with
Intuitive Municipal Solutions (iMS)
4/14/2023
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RFP 2023-03 Land Mgmt Community Development & Implementation Services
1 C.1.1. Proposal Section 1.0 - Introduction
Please find the completed Intuitive Municipal Solutions (iMS) Section 1.0 details as required in the RFP.
Our introductory material contains a title page (see previous page) with the RFP name, name of the proposer, address, contact information, the date, a Letter of Transmittal. In addition, the following sections are also included:
1) Attachment 1 (RFP Submittal Checklist)
2) Attachment 2 (Signature Page)
3) Attachment 3 (Proposer Statement)
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2 Table of Contents
C.1.1. Proposal Section 1.0 - Introduction ........................................................................................................... 1 Table of Contents .................................................................................................................................................... 2 iMS Letter of Transmittal ...................................................................................................................................... 4 Executive Summary ................................................................................................................................................ 5 Attachment 1 (RFP Submittal Checklist) ........................................................................................................... 8 Attachment 2 (Signature Page) .......................................................................................................................... 10 Attachment 3 (Proposer Statement) ................................................................................................................ 11 C.1.2. Proposal Section 2.0 – Proposer Team .................................................................................................... 12 Corporate Overview ............................................................................................................................................. 12 C.1.3. Proposal Section 3.0 – Functional Requirements ................................................................................. 14 C.2 Software Proposal .............................................................................................................................................. 15 Proposal Section 4.0 Software Products ......................................................................................................... 15 Attachment 9 (Software Products) ................................................................................................................... 15 Attachment 4 (Software Background) .............................................................................................................. 17 Solution Overview ................................................................................................................................................. 20 Proposal Section 5.0 Technical Requirements .............................................................................................. 30 Attachment 7 (SaaS) ............................................................................................................................................. 30 Technology Summary ........................................................................................................................................... 35 Attachment 8 (Proposed Service Level Agreement) .................................................................................... 40 Confirmation and Acceptance ............................................................................................................................ 42 C.3 Professional Service Proposal ......................................................................................................................... 43 Proposal Section 6.0 Implementation Team................................................................................................... 43 Attachment 5 (Professional Services Background) ....................................................................................... 44 Attachment 6 (Reference Form) ....................................................................................................................... 46 Attachment 10 (Level of Effort) ........................................................................................................................ 55 Additional Implementation Team Details ........................................................................................................ 55 Proposal Section 7.0 Implementation Approach ........................................................................................... 67 Proposal Section 8.0 Implementation Considerations ................................................................................. 83 Proposal Section 9.0 Implementation / Terms and Conditions Acknowledgements ............................. 84 C.4 Price Proposal ..................................................................................................................................................... 86 1169
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3 Additional Price Proposal Details ...................................................................................................................... 86 Attachment Notes ................................................................................................................................................. 94 Exhibit 1 - Sample Contract / Hosting Agreement ....................................................................................... 95 Exhibit 2 – Sample Hosting Agreement ......................................................................................................... 107 iMS Point of Contact for RFP and iMS Non-Disclosure ................................................................................ 120
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4 iMS Letter of Transmittal
Friday, April 14th, 2023
Patrick McKenzie
Purchasing Division / Finance Department
450 Civic Center Plaza
Richmond, CA 94804
Mr. Patrick McKenzie and RFP Committee Stakeholders,
Greetings and a good day! My entire Intuitive Municipal Solutions (iMS) team is pleased to submit the following RFP response and proposal to the City of Richmond, CA’s Request for Proposal (RFP) for a new Land Management Community Development System and Implementation Services software solution.
Your proposed iMS Suite will provide world-class Permitting, Licensing, Code Enforcement, and Planning Project applications to replace your existing TRAKiT system. Our responses are being presented after carefully reviewing the needs of your City’s different depa rtments and stakeholders. At iMS, my team’s only focus is on Community Development and Land Management software for government agencies. We are committed to partnering with and providing solutions specifically configured for each of our clients.
In addition to our software, w hat we believe truly sets us apart from our direct competition is our dedication to customer service. We sincerely want our clients to experience a collaborative and mutually beneficial environment and relationship with iMS. We greatly appreciate your orga nization considering joining us and becoming a member of the iMS family.
We also recognize that the City’s teams involved in this RFP process have a tremendous amount of work ahead to analyze all responding vendors submissions. To that end, we at iMS will attempt to keep our responses succinct, but clear and meaningful, as it relates to the RFP. However, please be aware that should your team require any clarification or additional information, we stand ready to assist immediately. Also, you may notice that my company’s motto is Dependable. Diligent. Driven. As such, I believe this simple and direct slogan sums up who we are, what we represent, and what we hope to achieve for each of our customers. Again, we greatly appreciate The City of Richmond’s thoughtful consideration of iMS to be your trusted partner in this major project.
Finally, should you, or anyone at the City have questions, concerns, additional needs, or comments about our RFP response that you believe I personally can assist with, please do not hesitate to contact me directly at either (747) 222-8822 or via email at [email protected].
Sincerely,
Vance Bradshaw
President and CEO of Intuitive Municipal Solutions (iMS)
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5 Executive Summary
Intuitive Municipal Solutions, LLC was founded in 2016 to address the software needs of local and state government community development departments with current/modern “adaptable” technology and innovative, easy-to-use solutions. We are family-owned, and are focused on creating and fostering long-term, mutually beneficial relationships with our valued customers. To date, every customer of the iMS Suite has had an on-time conversion and successful go-live implementation. We strive for 100% customer satisfaction in everything we do. Each day, we endeavor to be Dependable. Diligent. Driven.
Simply stated, the overall objective behind iMS is to always provide customers with both progressive and leading-edge software, as well as a personalized business partner relationship. iMS is committed to be attentive, responsive, and devoted in our pursuit of impeccable service.
Our Mission - To re-establish an honest and coherent business model whose primary focus is to care for the customer and their needs.
Our Vision - To provide local and state agencies with both a progressive and leading-edge software program, as well as a personalized business partner relationship.
At the time of iMS’s creation, our CEO and Founder, Vance Bradshaw, worked for “corporate” America. After the company he helped become extremely successful, CRW (the original developer/owner of TRAKiT), was purchased and merged with another ERP Solution Provider, and then purchased again multiple times by Private Equity firms, he decided to leave and start his own company. Vance knew there had to be more than watching long-term customers suffer at the expense of margin and profitability. Contributing to his decision to walk away from this job and create iMS were other factors as well, primarily among them, was his long-time customers advising him that their previous experiences with vendor responsiveness, support of the product(s), and technological upgrades that they were accustomed to, had rapidly declined, as had, of course, their customer satisfaction.
Vance saw this need to get back to the basics and taking care of customers was going to be instrumental in whatever venture he decided to join or start. As such, iMS was born. Vance’s intimate knowledge of the good and bad of other products in the marketplace afforded him an opportunity to create a new solution using the positives and re-inventing those areas that could use some improvement. As such, your proposed iMS Suite of products is a single system comprised of various applications that will support the City of Richmond in the areas of approvals (plan review), permitting, code enforcement, and licensing. iMS offers a fully integrated enterprise application that enables your staff, customers, and even administrators to share the same code base. Of course, one great benefit to using our innovative software is that it utilizes HTML5 and modern technology, with no plugins needed. Additionally, because of the software’s responsive and
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6 browser-based design, it can successfully run on any of the City’s, Staff’s, or other User’s hardware (i.e., PCs, tablets, and smartphones).
The iMS Solution was purposefully designed to bring a streamlined, adaptable, and straightforward interface to users. We believe you will find that the intuitive flow, plus the ease of configuration and automation, will greatly benefit your citizens, users, and administrators. In addition, and perhaps more importantly, we believe without a doubt, that our team is uniquely qualified to replace your existing TRAKiT system from CentralSquare. This should become clear as you read our response, review our team’s resumes, qualifications, and references being provided with this submission. As already mentioned, but to stress it, iMS is exceptionally qualified to convert the TRAKiT data, train administrators and staff, successfully implement, configure your new system, and supply world-class support to the City.
A great benefit to using our innovative software is that it utilizes HTML5 and modern technology, with no plugins required. Additionally, because of the software’s responsive and browser-based design, it can successfully be run on PCs, tablets, and phones without a user having to worry about additional software. The user experience and software being utilized are the “same” for all applicable devices. Producing tens of thousands of applications per year with different project types and multiple fee schedules will be easy with your iMS solution. Our products are highly configurable by your agency. In addition, your dedicated iMS project team will be ready and prepared to assist in customizing fee tables, reports, project, and permit types, etc. during your personalized implementation. We gather all the business process details and current processes that you wish to maintain and ensure we educate staff on how to replicate those in iMS. For those additional processes you wish to change, or new ones you do not have today, we collaborate and together review best practices, recommendations, and scenarios on how they may best work within your new solution. Our proposed solution will be for your iMS Solution to be a Software-As-A-Service (SaaS) and hosted by iMS deployment leaving you with less to worry about.
Your iMS Suite of Proposed Products include…...
The iMS software suite is a single system comprised of various applications that will support your Agency in the areas of land development, permitting, plan review, inspections, code enforcement and licensing. Additional departments or stakeholders, such as Fire, Utility Billing, Public Works, and others may be able to take advantage of the highly configurable solution the City would own and incorporate either business-specific workflows or add-on functionality as part of the overall project, or in later phases. Intuitive Municipal Solutions offers an integrated enterprise application that enables your staff, customers, and even administrators to share the same code base. As mentioned previously, we feel a tremendous benefit of using our innovative software is that it utilizes HTML5 and modern technology, with no plugins required. Your iMS Software is sure to grow with the needs of your agency without any fear of becoming outdated or that you are “stuck” with a technology that cannot adapt when, and if, it becomes necessary.
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7 The iMS Suite we are proposing for your agency includes the following “core” applications / modules:
I. iMSApprovals
II. iMSPermits
III. iMSEnforce
IV. iMSLicenses and Renewals
As your team and stakeholders will find, throughout this entire RFP we make a point to bring up our background and experiences with your current solution; TRAKiT. We believe we possess a unique group of individuals with many years of knowledge and success migrating this and other legacy community development outdated products to the iMS Suite. As your iMS Project Team kicks off your unique and very individual implementation, we will provide an overall Business Process Review (BPR) for the City. During this phase, we gather information from each department that requires access, configuration, workflow design, reporting requirements, and begin making our best practices recommendations before mutually agreeing on the proper configuration for the City of Richmond. We then proceed to build this individual configuration for you and with you, with iMS staff taking the “heavy” load and your team responsible for input, verification, testing, and acceptance.
Without a doubt, iMS will be able to assist the City in all your project’s objectives listed in your RFP. As with many modern Land Management/Community Development solutions, there are usually multiple ways to accomplish tasks, processes, workflow, and outcomes. We specialize in finding out what the overall objective means, what you are trying to accomplish, as well as thinking about future conditions when making recommendations. We certainly want to ensure the City of Richmond, CA that meeting and exceeding your needs is our primary goal.
If we can provide additional information pertaining to our references, character, or company’s overall qualifications, please let us know how we can further assist.
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8 Attachment 1 (RFP Submittal Checklist)
Submittal Checklist
Section Item Submitted
B1 Scope of Project
B.5 Complete Attachment 13 (Interface) ✓
B.6 Complete Attachment 14 (Anticipated Conversion) ✓
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Summary and Overall Scope
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Introduction ✓
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Proposer Team ✓
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Functional Requirements ✓
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Software Proposal
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9 source not
found.
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Professional Service Proposal
Complete Attachment 5 (Professional Services Background) for each firm involved with the project
✓
Complete Attachment 6 (Reference Form) for each firm involved in the project ✓ Complete Error! Reference source not found. - When completing Error! Reference source not found., please refer to definitions found in section Error! Reference source not found. of this RFP.
✓
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Price Proposal
Complete and submit Error! Reference source not found. ✓
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10 Attachment 2 (Signature Page)
The undersigned proposer having examined this RFP and having full knowledge of the condition under which the work described herein must be performed, hereby proposes that the proposer will fulfill the obligations contained herein in accordance with all instructions, terms, conditions, and specifications set forth; and that the proposer will furnish all required products/services and pay all incidental costs in strict conformity with these documents, for the stated prices as proposed.
Submitting Firm: ___Intuitive Municipal Solutions, (iMS)_____________________________ Address: __________600 La Terraza Blvd.___________________________________________ City: __Escondido____________________State:__CA_____________ Zip:_92025__________
Authorized Representative (print):_Scott Christensen_ Title: __Sr. Account Executive________
Authorized Signature: __Scott A Christensen___ Date: ___April 14th, 2023__________
Contact Information:
Name: __Scott Christensen_______________________________________________________ Title: ___Sr. Account Executive__________________________________________________
Address: _600 La Terraza Blvd____________________________________________________ City: ____Escondido_________State:__CA_____________ Zip: _92025__________________
Email: [email protected]_____________________________
Phone: _Work Direct: 747-222-8822, x 707_______________ Cell Phone: __407-314-3398___________________________
Fax: __N/A_________________________________
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11 Attachment 3 (Proposer Statement)
By submitting a response, the respondent acknowledges that he/she has acquainted themselves with the terms, scope, and requirements of the project based on the information contained in this RFP and any addendums. Any failure by the proposer to acquaint themselves with available information will not relieve them from the responsibility for estimating properly the difficulty or cost of successfully performing the work available. The City is not responsible for any conclusions or interpretations made by the proposer on the basis of the information made available by the City.
The following addendums have been acknowledged and are included in our response. Proposals that do not acknowledge addendums may be rejected.
Addendum# Initials
Q & A Set 1 issued by the City on March 29th, 2023 SAC
Scott Christensen (Sr. Account Executive)
PRINTED NAME OF AUTHORIZED AGENT (TITLE)
___Scott A Christensen___ April 14th, 2023
SIGNATURE OF AUTHORIZED AGENT DATE
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12 C.1.2. Proposal Section 2.0 – Proposer Team
Please find the completed Intuitive Municipal Solutions (iMS) Section 2.0 – Proposer Team details as required in the RFP.
In our RFP Submission, Intuitive Municipal Solutions (iMS) is the only sole provider of products and services being offered in our submission. No additional vendors are required for the items contained, unless otherwise stated, in any of the deliverables associated with our response. iMS does partner with vendors included in the City’s RFP interface section(s) and we are happy to also discuss any additional potential integration points with shareholders during either pre-contract and/or implementation strategy sessions.
From an iMS Standpoint, the only general contract documents in addition to what the City of Richmond requires would be the following highly recommended agreed upon documents. Sample or agency-specific ones can be provided upon request or when appropriate in the City’s procurement process.
Contract Documents from iMS required and/or highly recommended if iMS is a finalist in Richmond’s RFP process:
1. SaaS / Hosting Agreement between agency and iMS – Please see a sample exhibit provided as part of our RFP submission at the end of this document.
2. Software Implementation Agreement – please see a sample Exhibit provided as part of our RFP submission at the end of this document.
3. Statement of Work (SOW)
4. Project Plan
Corporate Overview
Metric Response
Name of Proposer: Intuitive Municipal Solutions (iMS)
Type and number of employees committed to the
product and support being proposed
7 Office locations (City and State) Escondido, CA (Corporate Headquarters) Casselberry, FL (Field Office)
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13 Additional information for iMS in this section is that since our inception, iMS has been a very stable privately owned entity. The company is entirely owned and operated by Vance Bradshaw. Staff turnover is rare, and we have had no significant changes in our organizational structure since 2016.
We are not owned by Private Equity or a public-traded company that has revenue responsibilities like many of our competition, where the profit margin is key to their business model. All services will be performed by iMS Staff. The iMS Project Manager(s) would coordinate and oversee all aspects of the business partner(s) objectives directly with the City of Richmond and the respective business partner(s).
iMS specializes ONLY in Land Management / Community Development solutions. This is not an after- thought after the ERP or another more important business unit and where the technology and solution suffer because attention is paid to other areas within a company. For the past six years we have been hyper-focused on getting our solution 100% completed and we are there! While many RFP’s we have responded to consider our size, or number of years in business a negative or a red flag, we totally disagree. Being relatively new in a state will surely offer a City like Richmond many extra opportunities and much more direct access to each of our employees. Most importantly, all our clients are collaborative partners, and we would be thrilled to have the City of Richmond as our next customer in the State of California. In addition, we believe no other responding software vendor will have the breadth and experience of your existing TRAKiT products, especially conversion of the data.
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14 C.1.3. Proposal Section 3.0 – Functional Requirements iMS has completed and submitted Attachment 11 in an .xlsx format with our overall RFP submission.
Our responses within the City’s Attachment 11 attempt to address the software and implementation scope of the overall project and the requirements for each functional area. If City stakeholders require any clarifications or have additional questions, please reach out to Scott Christensen directly.
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15 C.2 Software Proposal
Proposal Section 4.0 Software Products
This section contains details and information on the proposed software scope, and functional description of the software.
Attachment 9 (Software Products)
Include all software licenses proposed on the form below providing the following information:
• Software Product Name. Provide the name of the software product as it is expected to appear on any license agreements or official product listings.
• Function. Describe the function of the software product. If multiple software products share a similar function, be specific on role of the software and what is and is not allowed with each license • License Metric. Define how the software product is licensed. If license is based on quantify, or if the cost of an enterprise license is based on metric, proposers must provide definition for the metric as it appears in contract documentation.
• Quantity /Access Limitations. Define any licensed quantities or access limitations to the proposed software.
• Dependencies. Define any proposed or third-party products that are required to utilize the software product.
Software Product Name Function License Metric Quantity/ Access Limitations
Dependencies
The iMS Suite – this
includes the following
software
products/modules/tools,
etc.
▪ iMS Approvals
▪ iMSPermits
▪ iMSEnforce
▪ iMSPros
▪ iMSLocations
▪ iMSLicensing
▪ iMSRenewals
Community
Development /
Land
Management
solutions
Unlimited
License for
contracting
departments
None
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16 For each major software product, please answer the following questions:
Requirement Response Comment
System Features
System accessible on mobile device YES Any device, any time, anywhere.
We are a true browser-based
solution and any hardware you
or your user or customers wish to
use will work with iMS.
System provides app for use on mobile device N/A No APP is required. The software usage is the same for staff,
citizens, contractors, guests, etc.
No middleware to use and none
to worry about not working
when you upgrade.
System requires download of any software on device No. Browser-based Security Information
System provides role-based security YES Security is role-based and can be easily transferred to users as
necessary.
System provides role-based security connection to
position file (assigning employee to position allows
employee to inherit roles of the position)
YES
Data Entry
System allows for user-defined fields YES System is highly configurable and allows for not only user-defined
fields, but the labels transfer
forward to reports, inquiry, etc.
System provides audit trail for entered and modified
information
YES With appropriate security, a user
or admin can access 100% audit
capability on any field or process.
System allows masking data upon entry (sensitive fields) YES This will be determined during Business Process Review and can
be configured by iMS staff for the
agency.
System allows designating mandatory fields YES System can be configured to require mandatory fields as well
as other key aspects of your
business processes.
System allows data to be encrypted YES
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17 Attachment 4 (Software Background)
Complete one form for each firm included in the proposal.
Software Background
Software Product Name: The iMS Suite
Firm Providing Software: Intuitive Municipal Solutions (iMS) Software History:
Current Version of the Software: April, 2023
Date of Release for Current Version: April 2023 (released v.04/05/2023) Date of First Release of Software: July 2016
Identify any Precursor Software Products or
Alternate Names for Software N/A
Current Version
What Were Top Five Enhancements in Current
Version of the Software
1 – Multiple Payment Integrations completed
including PayTrace, BridgePay, Paymentus, now
giving iMS and partners five total interfaces
completed for (also US Bank and CardKnox)
2 – Ability for clients to disable the file request
exchange.
3 – Added the capability for iMS records to have
not only Parent-Parent or Parent-Child type
relationships or links but increased this
capability to allow for Parent-Child-Sibling
linking capability.
4 – ePermitHub and iMS vendor agreement to
allow a unique interface between two software
to allow for much tighter electronic plan review
integration points.
5 – Within iMS, the iMS People (Shared
Contacts) capability was created and enhanced.
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18 Software Background
How as Software Changed Over Previous Three (3)
Years
Over the previous three years, the iMS suite has
targeted departments with workflows not
previously supported. This has allowed our
customers, new and existing, to review
departments not currently using iMS to
determine if iMS is now a good fit. This has
meant listening to our customers and expanding
the iMS feature set to support the requirements
of an expanding user base. The evolution and
changes over the past three years have always
been customer focused and providing expanded
capabilities for the future. Many other client
enhancements have been completed during this
time as well.
Biggest Limitation of Current Software
Due to the highly configurability of the
software, iMS implementations for the entire
iMS Suite of products tend to range between
40-50 weeks on average.
Third Party Products:
List any Third-Party Products embedded in the
Software
• Electronic Plan Review (i.e., Bluebeam
Software or other similar vendor(s)) Link
• Links for ESRI GIS, or Maps
• Links for End-User “Favorites”
• Microsoft Outlook (Office 365)
• California State Licensing Board (CSLB)
• Active Directory (Office 365)
• Twilio for text messaging
• Payment Processor integrations (i.e., US
Bank, PayTrace, BridgePay, Paymentus, and
CardKnox)
• SendGrid for email(s)
• Works with documents creating PDF’s or
Excel during report generation.
• SSRS – Report Writing
• SQL
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19 Software Background
List any Third-Party Products Recommended for
Use along with the Software
An Electronic Plan Review (Bluebeam,
ProjectDox, ePermitHub, or Other)
Interactive Voice Response (IVR) and/or
SelecTXT by Selectron
VueSpex if your agency is interested in virtual
inspections.
SolarAPP+
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20 Solution Overview
Intuitive Municipal Solutions is proposing our iMS Suite of products to the City of Richmond, CA.
Based on your RFP, we are recommending the Software-As-A-Service (SaaS) deployment for you and that iMS will host this in our data center(s) as well. The City of Richmond, CA will own its own data once live and fully converted with your iMS software. In addition, the City will have ongoing access to download for both backup requirements, if necessary, and for the City’s own analysis desires or needs using data warehousing products. As part of our proposal, iMS takes no exceptions to these requirements of the City of Richmond.
The iMS software suite is a single system comprised of various applications that will support the City in the areas of approvals (plan review), permitting, code enforcement, and licensing. Intuitive Municipal Solutions offers an integrated enterprise application that enables your staff, customers, and even administrators to share the same code base. These integrated enterprise applications will allow your staff, customers, and even administrators to share the same database, all configurable and secured by your administrators and community development management team.
A great benefit to using our cutting-edge software is that it utilizes HTML5 and modern technology, with no plugins required. Additionally, because of the software’s responsive and browser-based design, it can successfully perform on PCs, tablets, and phones. In addition, we do not charge extra for additional licensing for staff users, external users, mobile users, etc. Our solution is being licensed with unlimited licensing for all departments that are contracted under this agreement.
The origins of the iMS Suite are that it is a product created from “scratch” by Vance and his technical team after more than 100 years combined in the local government software space working for other companies that had community development expertise and software. Taking the best from what they learned existed, adding to this what potential customers were saying they wanted, and thinking about a clear roadmap with client input being instrumental to drive the product forward for the foreseeable future, your proposed solution is continually updated, and we will be rolling out our latest software for your production and test environments.
The following is an itemization of our proposed solution for you. Please note that these iMS products are highly configurable by your agency. However, unlike many of our direct competitors, where they expect you the client, to do much of your implementation, our team works in conjunction with your stakeholders and performs much of the initial configurations for you after extensive interviews and collaborative sessions with stakeholders in all departments. In addition, your dedicated iMS project team will be ready and prepared to assist in customizing fee tables, reports, project, and permit types, etc. during your personalized implementation. We gather all the business process details and current processes that you wish to maintain and ensure we educate staff on how to replicate those in iMS. For those additional processes you wish to change, or new ones you do not have today, we collaborate and together review best practices, recommendations, and scenarios on how they may best work within your new solution.
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21 As such, iMS proposes the iMS Suite of products to the City of Richmond, CA in response to your RFP and the needs of your agency. Details about our solution’s core modules and key features are outlined below for your RFP team’s assessment, review, and thoughtful consideration.
Your iMS Suite of Products include…...
The iMS software suite is a single system comprised of various applications that will support your agency in the areas of land development, permitting, plan review, inspections, code enforcement and licensing. Intuitive Municipal Solutions offers an integrated enterprise application that enables your staff, customers, and even administrators to share the same code base. As mentioned previously, we feel a tremendous benefit of using our cutting-edge software is that it utilizes HTML5 and modern technology, with no plugins required. Your iMS Software is sure to grow with the city without any fear of becoming outdated or that you are “stuck” with a technology that cannot adapt as necessary.
The iMS Suite we are proposing to the city includes the following “core” applications / modules:
iMSApprovals
Yes, it can usually start here. With iMSApprovals, your customers are just a few keystrokes away from submitting that next big project. This application allows developers to submit that next big project whenever and wherever they are ready, even if that means your planners and engineers are out of the office. The entire electronic submission process can be done from both the location and device of your choosing. iMSApprovals also supports the collaborative effort between an applicant and their planner or engineer by providing an enhanced notification and communication system that will send automated text messages and/or emails when appropriate, ensuring the lines of conversation are always open.
iMSPermits
Imagine a streamlined interface that allows a tailored user experience for citizens, contractors, and Agency employees alike. Citizens and Contractors will benefit from iMSPermits because not only can they apply for a permit on our web-based application, but they can also pay fees, check the status of reviews and inspections, and schedule inspections. How does this help you? iMSPermits allows you to spend less time doing data entry and frees up more time to continue saving the world, one permit at a time!
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22 iMSEnforce
When there’s a problem in your jurisdiction, citizens expect immediate resolution. With iMSEnforce, you put problem reporting into the hands of the citizens, allowing them to play a vital role in actively processing violations as soon as they are observed. For Code Enforcement staff, our application offers the ability to quickly capture and document violations on the spot. Instead of making Officers wait until they return to the office to document any confirmed issues, iMSEnforce allows them to complete all necessary reporting from the field. Officers can easily access their task list, view their daily schedule, and create a time-efficient route that maps them to each of their inspections. By leveraging the current technology available on mobile devices, Officers can create a case where they are, and effortlessly attach photos and notes on any device in the field as well as in the office.
iMSLicenses
Need a Business License or Home Occupation Permit but have no time to drive down to City Hall? No problem! iMSLicenses is our complete cloud-based business licensing solution. Just by launching this application, Citizens can apply, pay for, or renew a license in seconds. Out of area contractors doing business in your jurisdiction will benefit from the ease at which they can apply for a business license. Your Agency staff will relish the fact that the need to re-enter copious amounts of data will be minimized and more valuable time can be spent on higher priority tasks.
iMS Key Software Features
iMS built several noteworthy universal features or business logic into its software applications to create a better user experience. The below detailed application features present your team with many of these key items and hopefully help differentiate us from the competition. ✓ Creating Records
The record/case creation feature is built upon our “rules-based” system. City users (back office, field, management), contractors you do business with, or your customers/citizens are guided effortlessly through the process of collecting the required information for any type of land development or permit applications. This also means that new record components can easily be added as the application gives Administrators the freedom to define their own process specific workflow.
o Do you ever find that a record wasn’t entered into any electronic system? With iMS you can manually enter historical records on an as needed basis while retaining the original number, providing a more complete view of property activities. 1189
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23 ✓ Rules
The backbone of the iMS Workflow engine is our Rule based system. Rules are comprised of two components, Conditions and Triggers. Rules allow you to create the business logic behind both internal and external processes from the start of application intake. This includes the review, approval, inspection, and finalization process. Rules are defined, created, and managed by your designated local iMS administrator(s). o Conditions are the logical operators that determine when a Trigger is activated. o Triggers are the actions performed when all the Rule’s unique Conditions are met.
Triggers include the ability to require items, insert tasks, define application information requirements, generate correspondence (merge documents, SSRS reports, email, and SMS Text messages), lock/unlock record components, execute a stored procedure, define process navigation, and automatically create and link additional records. The power of iMS is your ability to link together the trigger actions as needed to support your unique business processes.
✓ Record and Content Management
All iMS records support the following information and functional areas:
o Location Information
o Process specific milestones and dates
o Descriptions and client unique data elements
o Linked records.
o Financial transactions to include receipts.
o Contact Information (single or multiple)
o Reviews (Plan, Project, or Licensing modules)
o Inspections
o Conditions
o Violations
o Tasks
✓ Correspondence Management
The iMS software solution automatically logs all electronic correspondence generated by our applications. iMS will keep a comprehensive log of all emails, text messages (text message support provided via third party vendor Twilio) and files generated by any iMS software application. These logs also link back to the rule that generated the message or email. Each user can configure and define their preferred method of communication via their user account settings. Communication is built directly into our Rule based system and provides the greatest flexibility for generating template-based communications. Text and emails both support data element merge fields and emails support both HTML encoding and the automatic attachment of system generated documents.
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24 ✓ File Request and/or Uploading Files
Each iMS application supports electronic file requests and uploads via all devices. As an agency, you control both the maximum size and type that your Users, Contractors, and Citizens can upload. Processes can be defined to ensure required documents are uploaded prior to submission or at any point during the life cycle of the process.
✓ Requiring Specific Information
Never receive an incomplete application or task again! iMS provides complete control over which data elements are required for each unique process, whether it be before, during or after record creation.
✓ Assessing and Calculating Fees
Whether you’re computing a single fee or business license renewal process, the iMS software has the flexibility to assess the required fees at the point in the process in which they are required. Fee assessments can be triggered by any task or Action within each of the software applications.
✓ Collecting Payments
iMS software provides a robust fee and fine system to calculate fees/fines based on industry standard practices. These practices can be regarding collecting deposits, applying credits,
defining appropriate GL account numbers and autogenerating/emailing transaction receipts.
Receipts are also available at the record level for reprint and can be located using the search feature by receipt number, payor name, check number or credit card authorization code. The credit card integration is through Cardknox (or equivalent), which seamlessly transfers users to their actual payment site(s) while the sale is taking place, and then automatically transitions them back to the iMS software after the transaction is completed. iMS also supports applying multiple payment types to a single transaction.
Please note that iMS has created several payment processors interfaces to work with our solution (including CardKnox, US Bank, BridgePay, and PayTrace).
✓ Reviews, Project Signoffs, and Approvals
Supported throughout the iMS applications is the ability to automatically assign process specific reviews to appropriate internal and external reviewers. Automate your entire review process by combining individual/departmental review requirements with our flexible Rule architecture, which provides a seamless communication experience between internal and external customers. Template based emails can ensure that all individuals are notified 1191
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25 at the appropriate times within the review process and the ability to upload electronic files completes the entirely digital review experience.
✓ Robust Inspection Capabilities
Inspection scheduling is available to all applicable users (internal, contractors, and citizens) via the iMS Suite. Your Agency defines the inspector’s availability. Inspectors then have access to their schedules from all locations and on all devices. iMS software has built in routing capabilities based on current location, optimized routing that incorporates current traffic and local conditions, inspector preferred order, or ad hoc routing. Inspectors also have complete access to all iMS information while in the field. If no cell or Wi-Fi signal is available, iMS supports an off-line mode. Inspectors can keep working and the results will be uploaded automatically when service is restored. The Inspection feature supports both image and movie capture via tablet and phones.
✓ Checklists to Manage Your Processes
Configurable checklists can be added to a Record, Condition, Review, Inspection, Violation or Activity. With checklists, you can ensure that every element is evaluated in accordance with established requirements. Checklists include the ability to pass, fail, mark as not applicable, and include default fail notes. Users also can create ad hoc checklist items in the field. Combine this with our automated notification system to guarantee that your customers always know the status of any activity or event.
✓ Sketching Made Easy
Especially helpful while in the field, users are given the ability to render a sketch on any device onto either a blank canvas or over previously attached photos to help attract attention to an element, violation, or point of reference on a PDF or image file.
✓ Conditions For Any Needs
The iMS software provides direct support for the inclusion of record required conditions that must be met prior to or after the project’s completion. Conditions can be scheduled and are visible via the user or user roles task list.
✓ Violations
When building or zoning codes are not met, iMS is there to ensure you can capture pertinent information. Just as in real life, violations can occur at any time during any process.
Because of this, all our applications support the inclusion of violations.
✓ Assigning and Completing Tasks
Define, assign, and schedule required tasks associated with a process. Checklists and custom fields can also be associated with any task to create a robust task management system.
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26 ✓ Record Locks
Safeguard your data by ensuring that records are protected through a combination of user rights and record specific locks.
✓ Flags
Alert users of all types regarding need-to-know information. Flags can be added either manually or with an iMS Rule.
✓ Actions
Tired of all this automation yet? Actions are the ability to define user triggered Rules. Select one or more Actions and let the software take care of the rest.
✓ Document Generation
The system supports on-demand document generation. If another copy of a permit, violation letter, business license, etc. is needed, the document can easily be initiated and quickly printed or emailed.
✓ User Experience
At iMS we understand that each user group (internal user, contractor, or citizen) has unique needs, requirements, and levels of business process knowledge. The iMS Suite provides you with the ability to configure the wording on the screen headings, directions, field specific subtext, help, default field data and required items. These configurable items can be unique for each class of user (user, contractor, citizen).
✓ Integration with Google Translate
This allows every end user to be able to successfully utilize the iMS software using their preferred language.
✓ Duplication Abilities
Users can quickly duplicate existing records.
✓ Standard Notes/Comments
Users can define personalized standard notes or comments, reducing the amount of time spent on writing up common responses. Standard Notes/Comments includes a search by title or text feature that aids in locating a specific note or comment.
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27 In addition, we have incorporated into the foundation of our system supplemental features/functionality that should allow us to simplify existing processes, and build-in added efficiencies to your end-user and staff experience. In addition to the items discussed above, all the iMS applications being proposed also include the following capabilities:
✓ Secure Logins
User, Contractor, and Citizen registration includes password encryption and an email verified registration process.
✓ Search
A universal and robust search function allows users to locate records within iMS using the most common industry data elements. The search functionality includes activity type (i.e., reviews, inspections, violations, conditions, etc.) and milestone (approved, disapproved, pass, fail, etc.).Users can also save a search and re-create it from their saved search listing, thus, acting as an easy-to-use ad-hoc report writing solution.
✓ Tasks
Provides users with a tasks list based on an individual’s user account or responsibilities assigned to a specific iMS Role ensuring that important activities don’t get missed.
✓ Alerts
Provide the user with the ability to notify or remind themselves of important activities or events. The system can generate process specific alerts to either an individual or user group.
✓ A Shopping Cart for Payments
Provides a centralized location for collecting payments on any transaction created in the iMS software. We currently support Cardknox for online Credit Card Payments. Internally, payments can be made by cash, check, or credit (using Cardknox). iMS also supports multiple payment methods on a single receipt when cash or check transactions are processed by employees.
✓ History
Allows quick access to the last ten most recently created or viewed records. Also, provides access to applications that were started but not completed.
✓ Favorites
Users can identify their most used areas of the application and save them for immediate access. Relieves the need to drill down into the application to perform repetitive tasks.
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28 ✓ Reporting/Document Creation
By utilizing SQL Server Reporting Services (SSRS) and merging fields via Word documents, iMS provides tailored reports and documents that would support the City’s unique processes. iMS will work with your agency to identify and develop the required reports during the implementation phase. iMS includes a standard library of application specific reports and by leveraging SSRS, either your employees or our team can create customized reports to meet your Agencies specific reporting requirements. Existing MS Word documents can also be easily converted for use in iMS by simply including the appropriate merge field, uploading to the iMS server, and attaching to the applicable iMS Workflow. iMS supports the auto- generation and emailing of documents created with either MS Word or SSRS and documents/reports are output to your customers in PDF format.
✓ ESRI GIS or Google Maps Integration
The city can choose to employ either ESRI GIS, Google Maps, or both applications to utilize valuable mapping services. The software uses these programs to execute routing capabilities, address verification, and location-based address selections.
✓ Role Assignments
As a jurisdiction, we realize that your Agency wants to be able to control who has access to all aspects of your Community Development software. iMS allows you to establish standardized roles and rights for employees with various clearance levels. This feature will allow City administrators to quickly assign staff to a specific role and any additional rights that you would like them to have. If an existing role needs to be modified, an administrator within your organization can easily add or remove rights as needed.
✓ User Dashboard
The iMS Dashboard is a user-specific feature that presents a series of graphics and summary fields. This offers easy access to helpful information regarding your Agency’s operation.
Dashboards are completely configurable and can display insightful information that is specifically targeted for both your Agency’s internal and external users. The Dashboard also includes a list of pending and active records for internals users and the ability for external customers to view and schedule inspections and access to pending, in-progress, and completed records.
✓ Calendar
iMS provides the ability to manage operational and non-operational days for both the jurisdiction, iMS Roles, and the user through our Calendar interface.
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29 Security and Administrator Specific Functionalities
We believe these “modes” are unique to our software solutions. Please be advised that the modes itemized below are available to the City’s Administrator(s) for the iMS Suite. Staff with appropriate rights can quickly switch from their individual configuration into one of these modes to perform appropriate administration management of the iMS Suite for users they support. ✓ Configuration Mode
Administrators can easily enable Configuration Mode to create, modify or remove configuration items directly from within the application. A separate application or account is not required.
✓ Audit Mode
Instead of making users search through the back end of their program to find changes made in the software, we wanted to make a straightforward way for administrators to track these changes. Audit Mode provides an inline identification of changes made to either a specific data element or configuration item. The audit displays the date, time, user, previous and current values of the data element.
✓ Emulation Mode
Without having to log out and log into a different user account to see what other use roles are experiencing, administrators can simply transition into Emulation Mode and have their screen instantly change into what a Guest, Citizen or Pro would experience.
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30 SaaS / Hosted Software Solution
As a true SaaS / Cloud solution, we generally manage your agency’s optimization and performance areas, including storage monitoring. Also from a cost perspective, there are no additional costs for clients to increase storage capacity. 1 Production and 1 Test environment are also included in our proposal.
Proposal Section 5.0 Technical Requirements
Attachment 7 (SaaS)
*Attach additional pages if necessary
SaaS
Data Center
Where are data centers located? Typically, we have our data centers on the US West Coast. However, Microsoft Azure allows for
the selection from several data centers across
the US for both the primary and backup server.
For our RFP submission we are proposing both
your primary and backup servers being located
on the West Coast.
Are any third party providers used to deliver
PaaS or IaaS services? If so, please list.
No
How many environments are proposed? Typically, and that is what we are currently proposing in our submission, there are two (2)
environments included in our proposal. 1
Production (PROD) and 1 Test (TEST)
environment. We are certainly willing and able to
provide additional environments should your
agency request or require them. Additional scope
and/or pricing may be required if more than the
two environments are necessary.
Availability
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31 Provide historical availability for data center for
past six months.
Month Total
Minutes/Hours
in Month
Downtime Scheduled
Maintenance
Other
Downtime
Total
Downtime
%
Availability
October 2022 44,640 0 Minutes 20 Minutes 0 Minutes 20 Minutes 99.9% November
2022
43,200 0 Minutes 20 Minutes 0 Minutes 20 Minutes 99.9%
December 2022 44,640 0 Minutes 20 Minutes 0 Minutes 20 Minutes 99.9% January 2023 44,640 0 Minutes 20 Minutes 0 Minutes 20 Minutes 99.9% February 2023 40320 0 Minutes 20 Minutes 0 Minutes 20 Minutes 99.9% March 2023 44,640 0 Minutes 20 Minutes 0 Minutes 20 Minutes 99.9% Updates
How often is solution updated? iMS can be updated as often as 1-2 times a week.
These updates/upgrades are generally NOT
major updates, patches, or fixes and normally
clients do not have to do anything for the
update. Major updates or product releases are 3-
6 times a year. All updates are cumulative. .
How much advance notice are customers
provided for new updates?
Customers are typically notified of the update(s)
a few days to 1 week in advance.
How long do customers have to test new
update?
The client and iMS can determine what
timeframe reasonably work best for them to test
items that have been modified in major revisions.
We also produce documentation both per
update and monthly (consolidated) to give your
agency a very brief overview of the
modifications/changes/bug-fixes, etc.
Authentication
Does the system support SSO or LDAP? Yes
Information Security
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32 Protections provided for data breach? Please
include information on notification process,
remedy, and indemnification provided.
We provide information concerning our
Dedicated Hosting and Security components.
Please see the following PDF documents for
more details on each section:
✓ Detectify Full Report PDF (20 Pages)
✓ iMS Security Policy PDF (17 Pages)
✓ Azure SOC 2 Report PDF (330 Pages)
✓ iMS Security Exhibits PDF (1 Page)
Also, as iMS hosted software solution uses
Microsoft Azure, we are providing an additional
link for MS Azure security information.
https://docs.microsoft.com/en-
us/azure/security/
Disentanglement
Can customer data be exported in non-
proprietary format?
Yes, a standard SQL Server backup can be
provided for your agency.
Cloud-Based Software Installation
Based on the RFP and your responses to vendors questions on whether there was a preference or not, iMS is proposing a cloud-based option for your organization. Please be aware, and as previously mentioned, iMS also has an on-premises option. If more information is necessary or if this becomes your new desired route, we are happy to provide additional details, costs, specifications, etc.
An iMS Production System For You Includes
✓ SQL Server database:
o Created
o Initialized
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33 ✓ SSRS instance configured.
✓ Core iMS website installed and configured.
o ASP.NET Core application
✓ iMSOutput website installed and configured.
o ASP.NET 4.6 application
o Used for SSRS and .docx Mail Merge integration.
✓ Fileshare configured:
o Folder for attached documents.
o Update Program
o Folder for Word Merge Templates
o Password Encryption Tool
An iMS Test System Includes
✓ Same items configured in your test environment that have been configured in your Production Environment.
System Back-Up, Redundancy, Disaster Recovery Services
iMS hosts cloud-based implementations on a dedicated virtual Microsoft Azure server for each client. Local disk redundancy is provided by Microsoft. Regular backups of the SQL Server database can be stored on iMS servers or FTPed to Richmond’s network. Disaster Recovery in a different time zone is available at an additional cost if desired.
NOTE: All the data storage you need for iMS is currently included in your proposed solution. iMS does not charge clients when space needs to be increased. As part of standard maintenance and support, iMS monitors your environment daily to ensure space allocation will not be of a concern for your teams.
System Software Specifics
Proposed system software specifics are:
✓ ASP.NET Core (C#)
✓ ASP. NET (C#)
✓ SQL Server
Application requirements are that the software is hosted either in the cloud, or on a Richmond, FL provided web server capable of handling the desired load. The ideal and minimum system requirements are that your agency has this availability:
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34 ✓ Windows Server 2016 or later
✓ 4+ core processor
✓ 500 GB+ SSD
✓ 16 GB+ RAM
✓ Microsoft SQL Server 2019 or later
NOTE: Your agency will have the ability to configure maximum upload file requirements as to what you allow users to be able to send to you.
Technical Support and Maintenance
Technical Support and Maintenance is available from iMS on an annually renewed basis. This service and all that accompanies it is included in your annual maintenance/hosting cost(s). This generally includes unlimited technical support during iMS business hours (7:30 AM - 5:30 PM PST Monday- Friday). A cell phone number will be provided for critical issues outside of business hours. Support is provided via email or phone. Phone support includes screen sharing when required.
The Support and Maintenance Agreement includes regular software updates at no additional cost. It also covers licensing costs for major upgrades that require services. In these cases, covered clients only incur the cost of the services required. At iMS we believe that communication is a key to success. As new features, versions, or upgrades are released, your organization’s primary contacts will be notified by email and have access via our web portal. Your organization controls the timing for the upgrade, regardless of whether your installation is in the cloud or on premise. Your iMS installation includes both a production site and test site so that you are free to download the newest version and test. Once you are comfortable with the release, it can then be applied to your production environment. Each iMS client determines when updates are applied on their specific system and may elect to skip updates if desired.
System Documentation and Manuals
iMS will provide both a System Administrator Manual and a User Manual in MS Word and PDF format for your Agency use during the training portion of your implementation. In addition, we can assist and provide the agency with best practices for updating your own internal Statement of Work (SOW) or departmental process documents and can leverage existing client experiences for additional insight.
Third- Party Products and Services as Part of the Overall iMS Proposal iMS is proposing our solution to the City of Richmond, CA. As previously stated, we intend to perform 100% of all the professional services required to successfully implement our products. In addition to the iMS products we intend to be able to integrate with both business partners and 1201
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35 those city applications that have web services or an open API structure. We understand these integration points the City wishes to include as part of the overall project include the following and barring any technical issues with these vendor’s products, we anticipate that basic integration should be accomplishable. For vendors where web services or open API’s do not exist, we may need to perform more scope to ensure compatibility.
Technology Summary
Technology Overview
iMS is proposing a cloud-based software solution. Our hosting facility is currently located on the West Coast. We can also provide a redundant different location for back-up services if required.
However, please note that currently this is outside the scope of our proposal. iMS can be implemented in an on premise, SaaS, and Hosted manner. We are proposing SaaS / Hosted by iMS as part of our proposal, but should the City prefer a different flavor we are open to discussing and providing details necessary for your preference. In this Section we outline our security parameters and have access documented to either additional documentation we can provide, if necessary. As with many other areas of the RFP Requirements, we find nothing in your Security and Technology section that gives us concern or alarm. Rest assured, security for iMS is equally as important as it sounds to the City of Richmond.
Security and Administrator Specific Functionality – Application Level In addition to overall infrastructure security, as itemized below, our applications also offer unique security components. We believe these “modes” are unique to our software solutions. Please be advised that the modes itemized below are available to the agency’s administrator(s) or those you assign security for in the iMS Suite:
✓ Configuration Mode
Administrators can easily enable Configuration Mode to create, modify or remove configuration items directly from within the application. A separate application or account is not required. Configuration mode allows staff to quickly update how the iMS products will behave and allows you to quickly see real-time the changes you have made without labor- intensive updates.
✓ Audit Mode
Instead of making users search through the back end of their program to find changes made in the software, we wanted to make a straightforward way for administrators to track these changes. Audit Mode provides an inline identification of changes made to either a specific data element or configuration item. The audit displays the date, time, user, previous and current values of the data element.
✓ Emulation Mode
Without having to log out and log into a different user account to see what other user roles are experiencing, administrators can simply transition into Emulation Mode and have their 1202
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36 screen instantly change into what a Guest, Citizen or Pro would experience. You quickly “see” what those users are seeing allowing for more rapid support of your customer(s).
Compliance
Your iMS Suite (portal) complies with the American with Disabilities Act/ Section 508 of the Rehabilitation Act (29 U.S.C. § 794d) and will meet the requirements that Federal agencies' electronic and information technology be accessible to people with disabilities, including employees and members of the public.
SaaS / Hosted Software Solution
As a true SaaS / Cloud solution, we manage your agency’s optimization and performance areas, including storage monitoring. Also from a cost perspective, there are no additional costs for clients to increase storage capacity. 1 Production and 1 Test environment are also included in our proposal. If more environments (i.e., Training, QA, etc.) are required, we are happy to provide more details and/or plan this as part of your software installation.
Dedicated Hosting
iMS has reviewed your RFP and Addendum(s). As such, we are proposing our Software-As-A-Service (SaaS), hosted by iMS (MS Azure Cloud) solution. We are providing weblinks to MS Azure for review if necessary as well as information below to ensure IT and other interested stakeholders have information about the overall technology behind our proposed solution.
As a true SaaS / Cloud solution, we manage your agency’s optimization and performance areas, including storage monitoring. Currently, there are no additional costs for clients to increase storage capacity. So, your iMS solution grows as you grow with no worries of additional unforeseen costs. As stated, you receive one (1) Production and one (1) Test environment with your deployment of the iMS Suite. Also, for your team’s review, we are providing a typical topology diagram in this section – see below. Please note that we are happy to provide, upon request, additional PDF documents for the topic - Dedicated Hosting and Security. The PDF documents referenced are:
✓ Detectify Full Report PDF (20 Pages)
✓ iMS Security Policy PDF (17 Pages)
✓ Azure SOC 2 Report PDF (330 Pages)
✓ iMS Security Exhibits PDF (1 Page)
As noted, your iMS hosted software solution uses Microsoft Azure, we wanted to make sure you had easy access to the link for MS Azure security information, which I have also included here for you here:
https://docs.microsoft.com/en-us/azure/security/
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37 Typical iMS SaaS / Hosted Software Solution Topology Diagram
A general technology deployment/topology diagram of how your iMS software will be configured for use at your agency is depicted below.
Your proposed solution includes a Production and a Test System, System Back-Up configuration and tools, built-in agency-specific Redundancy, and Disaster Recovery (DR) Services. Please NOTE that all these items are included as part of the proposed solution and is not an additional cost for your agency.
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38 Your iMS Production System Includes
✓ SQL Server database:
o Created
o Initialized
✓ SSRS (Reporting) instance configured.
✓ Core iMS website installed and configured.
o ASP.NET Core application
✓ iMSOutput website installed and configured.
o ASP.NET 4.6 application
o Used for SSRS and .docx Mail Merge integration.
✓ Fileshare configured:
o Folder for attached documents.
o Update Program
o Folder for Word Merge Templates
o Password Encryption Tool
Your iMS Test System Includes
✓ Same items configured in your test environment that have been configured in your Production Environment.
System Back-Up, Redundancy, Disaster Recovery Services
✓ iMS hosts cloud-based implementations on a dedicated virtual Microsoft Azure server for each individual client. Microsoft provides local disk redundancy. Regular backups of the SQL Server database can be stored on iMS servers or FTPed to City of Richmond, CA’s network.
Disaster Recovery, usually in a different time zone, is available at an additional cost if desired.
System Software Specifics
✓ ASP.NET Core (C#)
✓ ASP. NET (C#)
✓ SQL Server
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39 Application requirements are that the software is hosted either in the cloud, or on a City of Richmond, FL provided web server capable of managing the desired load. For purposes of our RFP submission, we are proposing the iMS cloud hosted variation. For web server details pertaining to your agency’s infrastructure, the ideal minimum system requirements are that you have the following available:
o Windows Server 2016 or later
o 4+ core processor
o 500 GB+ SSD
o 16 GB+ RAM
o Microsoft SQL Server 2019 or later
NOTE: Your agency will have the ability to configure maximum upload file requirements as to what you allow users to be able to send to you.
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RFP 2023-03 Land Mgmt Community Development & Implementation Services
40 Attachment 8 (Proposed Service Level Agreement)
If hosting services are proposed, please complete the following table identifying proposed service level guarantees.
For each service, please indicate the metric used to measure the service quality, the proposed requirement (target for service), and the proposed remedy/penalty if guarantee is not met.
Proposed Service Level Guarantees
Service Metric** Requirement/
Guarantee***
Remedy if Not Met
System Availability*
(Unscheduled Downtime)
%Time 99.9% Uptime Identify issue, and notify
client of resolution and
expected timeframe
System Response
(Performance)
iMS monitors your
system daily in real-time
and as your system
either needs additional
space or resources, we
increase these for you as
part of the hosting
agreement
Issue Response Time Hours 24 Hours An iMS standard case or support ticket is
submitted via the iMS
Support Portal using our
software or over the
phone
Issue Resolution Time Days Depends on Severity of
issue – Functional,
Technical, Development,
etc.
Resolution and
expectations for
resolution can be
provided by iMS Support
staff via email and/or
telephone call(s) as
necessary
Recovery Point Objective
(RPO)
Hours 24 Hours iMS Staff will identify
issue(s) and notify client
of resolution
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41 Recovery Time Objective
(RTO)
Minutes 60 Minutes from first
Notification
iMS Staff will identify
issue(s) and notify client
of resolution
System Data Restore Minutes 60 Minutes from first
Notification
iMS Staff will identify
issue(s) and notify client
of resolution
Implementation of System
Patches
Hours Within 24 Business Hours
of Release of software
Clients are notified of
version updates and
installed to their TEST
Environment. Upon
approval and scheduling.
Updated version is then
applied to client’s PROD
Environment
Notification of Security
Breach
Minutes Within 30 Minutes from
first
notification
iMS staff will notify client
representative(s) via a
telephone call. We will
specify and identify the
breach and any/all
actions we have taken
Please list other proposed
service levels
Proposed Service Level Guarantees
* Formula used to calculate Availability
** How is performance against service levels
reported to the City
***Describe process for City reporting issue to the
vendor
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42 Confirmation and Acceptance
1) Intuitive Municipal Solutions (iMS) confirms and accepts the following contract terms related to any software contracts resulting from this RFP.
• Additional Users and Modules - The City will require “price protection” for a minimum of two (2) years from the effective date of the agreement for additional City users and modules that are listed in the proposal but are not initially purchased.
• Audit/Growth Fees – Pricing for the software’s initial term will be free from any expansion fees or reconciliations resulting from vendor audit of user counts. • Hold Harmless – Vendor shall hold harmless, defend and indemnify City and its officers, employees, agents, and volunteers, from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of City.
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RFP 2023-03 Land Mgmt Community Development & Implementation Services
43 C.3 Professional Service Proposal
Proposal Section 6.0 Implementation Team
In this section, iMS will describe and itemize the proposed project team that will be part of the partnership with the City of Richmond. In addition, we will include key implementation services and deliverables to provide an overall sense of scope and intent for a successful migration to the iMS Suite by the City and it’s different departmental stakeholders. 18) Identify the proposed project team including the firms responsible for implementation, and any key consulting team members that will be providing services to the City • How many staff will the vendor have assigned to the project o The entire iMS Team will be responsible for success in this partnership. We are a small company and every participates in client success and satisfaction. • Approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site.
o Your assigned iMS Project Managers (Trenton Seymour and/or Chuck Badger) will have 75-85% dedication to this project from a management perspective and overall implementation responsibility. The other staff generally are involved 10-25% based on current milestone, deliverable or need. Others assist as necessary. • Major roles and responsibilities for each resource – see below
19) Complete Attachment 5 (Professional Services Background) for each firm involved with the project 20) Complete Attachment 6 (Reference Form) for each firm involved in the project 21) Complete Error! Reference source not found. - When completing Error! Reference source not found., please refer to definitions found in section Error! Reference source not found. of this RFP.
NOTE: Please see appropriate Attachment Section within this area for iMS response(s).
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RFP 2023-03 Land Mgmt Community Development & Implementation Services
44 Attachment 5 (Professional Services Background)
Complete one form for each firm included in the proposal.
Proposer Background
Company Name: Intuitive Municipal Solutions (iMS)
Location of corporate headquarters: Escondido, CA
Firm History
Years of Experience Providing Land
Management Community Development System
Implementation
30+
Previous Names / Successor Firms N/A
Current/Recent Projects
List up to five (5) current or recent projects that
provided relevant experience
1. State of Minnesota (Department of Labor and
Industry)
2. City of Palm Bay, FL
3. City of Blaine, MN
4. Kootenai County, ID
5. City of Englewood, CO
6. Also, City of Daytona Beach is really close to a go- live date, and they were also formerly TRAKiT
customer.
In the past, what has been your firm’s target
market
Unlike many legacy providers in the Land
Management/Community Development “space”,
iMS does not have a target market for clientele. iMS
is a highly configurable Off-The-Shelf (OTS) solution
for local and state governments from small, to
medium, to large size. Our target(s) are agencies
that want better customer and support than is what
has recently been in our marketspace with modern
software that will grow with your agency.
What is primary lesson learned from recent
projects you have adjusted for the City
That every project we assist and partner on is a
very different and unique project. Bringing iMS’s
Implementation Methodology to these projects with
our unique approach and ability to do most, if not
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45 Proposer Background
all, of the initial configuration(s) for clients has
proven to be a very different approach to
implementation in the industry.
Size
Number of current (new) implementation
clients 2-3
Number of current upgrade clients None, software is continually upgraded, and clients do not need to pay for this with iMS
Number of ongoing support clients 8
Number of other clients 0
Consulting Team
Size of consulting team 7
Average tenure with firm 5 Years (been around since 2016) Source of recent hires (Where do you recruit for
consultants?)
LinkedIn, Professional Contacts, References from
Teammates, Clients (retiring, etc.)
Consulting Team Experience Matrix
For all key project team members proposed for the City’s project, prepare a matrix showing past experience with relevant clients. Matrix should be similar to the table below:
Project Executive
Oversight
Project
Manager
Consultant Technical
Resource(s)
Testing/Training Support
State of
MN
Vance Vance/Jim Vance/Jim Vance/Jim/Mike Name Alan/Jim/Vance Palm Bay Vance Chuck/Trenton Chuck/Trenton Mike/Vance Chuck/Trenton/Alan Alan/Chuck/Trenton Daytona Vance Trenton/Chuck Trenton Mike/Vance Trenton/Chuck Alan/Trenton Kootenai Vance Trenton Trenton Mike/Vance Trenton Alan/Trenton Englewood Vance Chuck Chuck Mike/Vance Chuck Alan/Chuck
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46 Attachment 6 (Reference Form)
Please provide at least five (5) references for past projects that include products and services similar to those proposed for this RFP. Please use the following format in submitting references.
GENERAL BACKGROUND
Name of Client: CITY OF PALM BAY, FL
Project Manager/Contact: John Pearson or Brian Robinson Title: deputy building official and IT Director
Phone: (321) 952-3400 = Brian Robinson or (321) 290-4103 = John Pearson E-mail: [email protected] or [email protected] Software Program/Version: Current Version of iMS Suite
Summary of Project: The City of Palm Bay was a 20 year+ customer of CentralSquare’s NaviLine Community Development software. They were approached by their vendor to upgrade to the CRW / TRAKiT new Community Development solution several years ago to replace and receive a techn ology upgrade from this vendor. After several years (I am being told nearly three) of this vendor and the City not being able to implement the new solution they began looking for a replacement product. iMS connected with them through a mutual business part ner. We agreed to a full iMS replacement of NaviLine’s Community Development software in a two-phase implementation. They needed Building Permits to go live as quickly as possible so in Phase I we delivered this module. Phase II immediately followed, and t hey went live with the entire iMS Suite March 2023, iMS staff and project team provided 100% of their professional services, data conversion, training, etc.
Number of Employees: 125 Size of Operating Budget: OPERATING BUDGET FOR ALL FUNDS TOTALS $282,803,933
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Permitting Licensing
Inspections Other (Please indicate) iMS Services, Workflows, Configurations, etc.
Plan Review
TECHNOLOGY INFORMATION
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47 Hosted? Yes___X____ No________ If yes, hosting provider:_iMS w MS Azure
IMPLEMENTATION INFORMATION
Project Duration: 20 weeks for Phase I and 30 weeks for remainder of Phase II Initial Go-Live: Permits (June 2022), Rest of iMS Suite (March 2023) Describe Role on Project: iMS and Palm Bay collaborated. iMS Provided all Professional Services as described in our RFP response to the City of Richmond. We performed Business Process Review(s), Departmental Needs Analysis, Onsite and Remote Configurations for the City as well as custom workflows, documents, and SSRS Reports, conversion of historical data, and custom scripting and integrations. In addition, we trained both staff and administrators. Documented business processes, assisted in creating web content and videos. Our Project Managers delivered the bulk of the work necessary for successful go live(s).
Project Challenges: This project, the first in the State of Florida for iMS, was very successful and painless for both iMS, and we believe, the City of Palm Bay. The biggest challenge was probably getting full-time staff to devote time to testing and verifying the configurations prior to key dates and the go live visit.
Major Accomplishments: Conversion of historical data, built integrations with new Payment Processor (CORE Business Technologies and/or BridgePay) including deploying multiple payment (merchant -funded and customer % fee acknowledgement) varieties, interfacing with Selectron for IVR and SelecTXT options, and bringing a new Electronic Plan Review Partner, ePermitHub, with a unique API for iMS Customers to the agency. Certainly, the single biggest accomplishment was getting them “live” on time and on budget, especially after their prior experiences.
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48 GENERAL BACKGROUND
Name of Client: STATE OF MINNESOTA – DEPT. OF LABOR AND INDUSTRY (DLI) Project Manager/Contact: TODD BOSCH or ASHLEY BUCK
Title: Project Manager and Project Administrator/iMS Specialist Phone: : 651-284-5005 = Todd Bosch or (651) 284-5844 = Ashley Buck E-mail: [email protected] OR [email protected] Software Program/Version: Current Version of iMS Suite
Summary of Project: The State of Minnesota (DLI) was iMS’s first client. The State was previously running CentralSquare’s TRAKiT products and had been a long-time customer back before the acquisition of CRW by CentralSquare. DLI was not happy with the direction of the product and/or the support from the vendor. Initially the State contracted with iMS for only the iMSLicensing components and ancillary modules/tools. They are currently working on going live with iMSPermits for DLI later this year.
Number of Employees: 2500 Size of Operating Budget: 500,000,000.00
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Permitting Licensing
Inspections Other (Please indicate) iMS Services, Workflows, Configurations, etc. Integration with Avolve’s ProjectDox Plan Review
TECHNOLOGY INFORMATION
Hosted? Yes___X____ No________ If yes, hosting provider:_iMS w MS Azure
IMPLEMENTATION INFORMATION
Project Duration: First Phase was approx. 1 year, Also, currently implementing iMSPermitting 1215
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RFP 2023-03 Land Mgmt Community Development & Implementation Services
49 Initial Go-Live: Licensing 2016
Describe Role on Project: iMS staff provided all Professional Services for our software and services. We performed Business Process Review(s), Departmental Needs Analysis, Onsite and Remote Configurations for the City as well as custom workflows, documents, and SSRS Reports, conversion of historical data, and custom scripting and integrations. In addition, we trained both staff and administrators. Documented business processes, assisted in creating web content and videos. Our Project Managers work very closely with State project team members.
Project Challenges: The State’s bureaucracy at times any buy-in by stakeholders at times is a little challenging, maintaining the project schedule can be a challenge if both project teams are not in constant communication and up to date.
Major Accomplishments: First iMS customer go live! Confirmation that the iMS Suite of Products is scalable to a State Entity with little to no problems from a technological standpoint. Continue to partner with the State of MN (DLI specifically but other Departments as well) and adding products, services, workflows, etc. where it benefits the agency.
1216
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
50 GENERAL BACKGROUND
Name of Client: KOOTENAI COUNTY, IDAHO
Project Manager/Contact: Nicholas Torres OR Craig Davidson Title: application systems manager and/or code compliance officer Phone: (208) 446-1379 = Nicholas and (208) 446-1075 = craig E-mail: [email protected] or [email protected]
Software Program/Version: Current iMS Version
Summary of Project: Kootenai County was another early adopter of the iMS Suite of products. They were the first County we implemented. Kootenai County has the entire iMS Suite licensed and implemented in a Production and Test environment. Kootenai County Goes Live with iMS in 2021 Number of Employees: 500-1000 Size of Operating Budget: 110 MILLION
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Permitting Licensing
Inspections Other (Please indicate)
Plan Review
TECHNOLOGY INFORMATION
Hosted? Yes___X____ No________ If yes, hosting provider__iMS (MS AZURE)_____________
IMPLEMENTATION INFORMATION
Project Duration: Approximately 40 weeks
Initial Go-Live: August 2021
Describe Role on Project: iMS and the County collaborated on the entire project. iMS Project Team (Trenton Seymour) provided all Professional Services as described in our RFP response to the City of Richmond. We performed Business 1217
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
51 Process Review(s), Departmental Needs Analysis, Onsite and Remote Configurations for the City as well as custom workflows, documents, and SSRS Reports, conversion of historical data, and custom script ing and integrations. In addition, we trained both staff and administrators. Documented business processes, assisted in creating web content and videos.
Our Project Managers delivered the bulk of the work necessary for successful go live(s).
Project Challenges: As the first County to implement iMS, there were some challenges with terminology and departmental acknowledgement and some participation by staff. Project went very smoothly. A big challenge was assisting the County with trying to update standard operating procedures (SOP’s) for their daily users in order to best utilize iMS’s software efficiencies. Another major challenge was helping the client understand and move their previous TRAKiT Chronology items, which contained everything they did to using our Specified Applications (Tiles) and learning that Workflow was available to automate much of their manual practices.
Major Accomplishments: First client in State of Idaho. First County entity.
1218
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
52 GENERAL BACKGROUND
Name of Client: CITY OF ENGLEWOOD, CO
Project Manager/Contact: Karen Montanez, CBO Title: chief building official Phone: (303) 762-2355 E-mail: [email protected] Software Program/Version: CURRENT VERSION OF iMS
Summary of Project: The City of Englewood, CO was our first client in the State of Colorado. Although a smaller agency than most of our clients (showing iMS can again scale “down”) the City is affluent and progressive. Chuck Badger was their iMS Project Manager and the agency also preferred the On-Premises install of iMS as opposed to the Hosted / SaaS variety. Agency was another CentralSquare TRAKiT Customer.
Number of Employees: 150-250 Size of Operating Budget: 180-250 MILLION
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Permitting Licensing
Inspections Other (Please indicate)
Plan Review
TECHNOLOGY INFORMATION
Hosted? Yes_______ No___X_____ If yes, hosting provider_______________
IMPLEMENTATION INFORMATION
Project Duration: Approximately 40 Weeks from beginning to end Initial Go-Live: August 2021
Describe Role on Project: iMS performed all services as responded to in Englewood’s RFP. Chuck Badger was the iMS Project Manager.
1219
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
53 Project Challenges: This was only our 2nd On-Premises customer. Most of the services were performed remotely due to COVID. City came from not being a very progressive user of their TRAKiT solution and not a lot of staff were involved initially in the implementation.
Major Accomplishments: Another successful go live on time and on budget. Agency was very satisfied with the overall conversion and implementation and is finding additional uses for iMS and perhaps additional projects to partner with us on. Getting our first live Colorado partner.
1220
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
54 GENERAL BACKGROUND
Name of Client: CITY OF BLAINE, MINNESOTA
Project Manager/Contact: DAN HAUCK, CBO Title: CHIEF BUILDING OFFICIAL Phone: (763) 785-6176 E-mail: [email protected] Software Program/Version: CURRENT VERSION OF iMS
Summary of Project: Blaine, MN has licensed the iMS software suite for the following departments: Planning, Building and Fire Inspections; Housing and Neighborhood Services; Engineering; Public Works, Business Licensing, and Public Complaint/Inquiries. Former CRW/TRAKiT Customer.
Number of Employees: Size of Operating Budget:
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Permitting Licensing
Inspections Other (Please indicate)
Plan Review
TECHNOLOGY INFORMATION
Hosted? Yes____X___ No________ If yes, hosting provider___iMS Hosted (MS Azure)_____
IMPLEMENTATION INFORMATION
Project Duration: Approximately 40 Weeks
Initial Go-Live: Mid 2021 (started late 2020)
Describe Role on Project: As with all our project, iMS Professional Services team members were heavily involved in this agency’s project. Our Project Managers actively participated in all aspects of implementation. No outside resources or agencies were used to implement our products and services. 1221
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
55 Project Challenges: In the Winter, it gets cold. Other than that, a fairly smooth integration. Maybe terminology differences and getting used to the products capabilities not knowing upfront how it could be taken the best advantage of by staff.
Major Accomplishments: On time, on budget go live. Another Happy Customer. Continuing to work with them to ensure they can now maximize their solution and gain interdepartmental and outside agency efficiencies they didn’t realize early on in their project.
Attachment 10 (Level of Effort)
Please see Intuitive Municipal Solutions separate inclusion of Attachment 10 in the required .xlsx format. We have completed this and are attaching to our overall submission.
Additional Implementation Team Details
iMS Key Project Staff:
For your project, the following iMS Staff members will be assigned. i. Vance Bradshaw – Executive Oversight and iMS Software enhancement programming as necessary
ii. Chuck Badger or Trenton Seymour – Your dedicated iMS Project Manager(s). Assignment of either or both will depend on their availability as your project “kicks off.” iii. Mike Epstein – Your historical data conversion specialist and Programmer iv. Jim Williamson – Your Customer Support Liaison and Manager
All team members are available to the extent proposed for the duration of the required services and your successful project timeline. Normally, staff designated as “key” project team members are not removed or replaced without the acknowledge and consent of the involved project teams.
Key Project Team members relevant work experience includes:
- Intuitive Municipal Solutions’ Founder and President, Vance Bradshaw, possesses over 20+ years of industry experience. He holds extensive knowledge in Community Development Software project management, data conversion, programming, report writing, and system enhancements.
Prior to founding iMS, Vance was the Project Manager for 25 successful Community Development Software projects and was the key liaison for the states of Minnesota and Idaho. Not only was he instrumental in designing several core and complex components of a previous system, but he was also a key contact for achieving customer satisfaction, ensuring accurate projections and the timely delivery of results.
- Another key member of our team is Jim Williamson, our Sr. Client Success Manager. He brings with him 15+ years of industry experience as a Senior Technical Trainer and Implementation Specialist and has a considerable grasp on Community Development practices and procedures. 1222
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
56 Jim has successfully worked with City, County and State clients and always strives to exceed customer expectations.
Four other members of your Implementation team would include Mike Epstein, Trenton Seymour, Chuck Badger, and Alan Lopez. Below are some highlights of the team’s background. - Mike, our SQL Server Developer, has 16+ years of database management and developer experience along with specializing in data conversions. He has been instrumental in several TRAKiT conversion projects.
- Trenton Seymour specializes in system implementations. He has managed Community Development Software projects for the past 7+ years and is always focused on the growth of our customers.
- Chuck Badger is a certified PMP. He brings project management expertise to ensure every project progresses smoothly and efficiently.
- Alan Lopez is iMS’s Sr. Support Manager. Alan brings with him 20+ years of software industry experience as a Senior Technical Support Engineer and Business Analyst.
1223
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
57 iMS Team Resumes - Detailed:
Vance Bradshaw, Founder & President
Objective
Utilize proven operational, organizational, and client relationship skills to provide significant value to Community Development Agencies in need of software support.
Qualifications
1. Highly experienced in designing and maintaining municipal software systems.
2. Proficient in programming and troubleshooting.
3. Innovative thinker
4. Keen business sense
5. Extremely self-motivated
6. Highly efficient
7. Very dedicated
8. Excellent organizational and leadership skills
9. Solid communication skills
10. Computer and technology savvy→ report writing, data conversion, exports, and integrations to other systems.
11. Adept at fostering and maintaining customer relationships.
12. Creative problem solver
Experience
Intuitive Municipal Solutions, LLC | October 2016- Current Founder/President
Designed and developed the iMS Software suite, a next-generation Community Development software suite, created to simplify and improve daily interaction between Municipal Agencies and the Citizens they serve.
CRW Systems, Inc. | June 2000- September 2016
Project Manager/Vice President of Operations and General Manager/ Vice President of Product Development/ Director, Client Services
Instrumental in changing a languishing technology company with 10 employees and 35 clients to a respected, professional industry leader with 35 employees, and 130 clients in 22 states, including two state agencies.
Participated in all aspects of the business, with strongest contribution in the following areas:
• Operations Management
- Assigned and prioritized tasks to maximize resource utilization while ensuring customer commitments and company objectives are met.
- Resolved technical and procedural issues that project manager, support staff, or technical staff member could not address
- Screened resumes, interviewed, and delivered ad-hoc and regular performance reviews • Project Management
- Successfully managed 25 projects from contract signing to productive use - Sole ownership of first $350,000 contract
- Oversaw and added significant contribution to first $500,000 and $1M contracts. - Designed checklists and documentation to minimize risk and ensure delivery of quality products at each stage of implementation
• Product Development
1224
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
58 - Produced detailed specifications for technical interfaces and system enhancements that provided maximum value to the client while increasing the value and marketability of the base system - Critical in two major upgrades to the system and the roll-out of those upgrades to existing clients - Managed development team, including on-site and offshore teams.
Selectron Technologies | May 1998- June 2000| Portland, OR Project Manager/Account Executive
• Project Manager
- Responsible for multiple simultaneous Interactive Voice Response (Computer Telephony) projects across the United States
• Account Executive
- Major account sales and marketing, primarily to City and County governments Education
1997 | Portland State University | Portland, OR
BS Business Administration: Management Emphasis
1225
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
59 Jim Williamson, Client Success Manager
Client Success Manager
Area of Expertise: Software-As-A-Service (SAAS)
Client-centric senior implementation and training professional specializing in defining and implementing Software-as-a- Service (SaaS) applications and trainings. Demonstrates expertise in managing all aspects of the implementation, configuration, and training. Proven track record managing, scheduling, and deploying Enterprise Application Software (EAS).
Core Competencies
Business Unit Management & Leadership | Team Building & Development | Client Relationship Management | Scheduling User & System Administer Technical Training | Train-the-Trainer Training | Technical Training Assessment & Evaluation Curriculum Development & Execution | Packaging & Delivery of Product Training | Technical Training Roadmap Development Talent Recruitment | Technical Certification Program Management | Quality Control & Assurance | Software -as-a-Service (SaaS)
Experience
Intuitive Municipal Solutions, LLC | August 2017 - Current Client Success Manager
Ownership over all phases of the project. Works directly with client subject matter experts and teams to ensure a thorough analysis and understanding of current business processes. Develops project schedules and status reports, ensuring stakeholders are aware of project progress and possible risks. Provides application-based configuration recommendations to integrate, optimize, and automate business requirements. Responsible for ensuring end-users and local system administrators are knowledgeable in the use and maintenance of the Intuitive Municipal Solutions Suite.
SunGard, An FIS Company (Formerly CRW Systems) | July 2005- October 2016 Director of Training/ Manager Professional Services/Senior Trainer (2010 -2016)
Responsible for all aspects of classroom and technology-based training and support documentation. Spearheaded talent recruitment, training and development, and management of all training teams. Presided over all training and documentation development and implementation, and developed and facilitated client training including System Acceptance, User, Administrator, and Report Writing training. Continuously evaluated instructor quality and effectiveness utilizing client and Project Manager feedback to improve and strengthen user trainings. Performed operational and resource usability analysis to provide review and evaluations of programs to executive management and support teams to achieve business objectives.
Training Coordinator- CRW Systems (2008 - 2010)
Provided support to ongoing operation, maintenance, usage, analysis, and administration of the learning management system. Managed data reporting to generate detailed course level reports and assess training needs. Assisted clients with change management preparations and communications, training plans, and documentation for end-user and train-the- trainer training. Worked with clients, support engineers, and sales team to identify training requirements. Participated in the design, development, and/or updating of training programs, certifications, and materials. Conducted training sessions, utilizing in-person classroom, on-line and other alternative training methods.
Software Trainer- CRW Systems (2005 – 2008)
Facilitated application training in support of software solutions, executing a blended learning solution that integrated proven training methodologies. Ownership over all aspects of client-based application training including Power User, End User, System Administration, and Report Writing training, and introduced to the solution’s newest features and functionality to help users and system administrators learn how features could help improve their agencies business processes. Delivered classroom training, comprehensive user guides, application-specific context sensitive help, and Internet based training.
1226
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
60 The Centech Group |2001 - 2004| Falls Church, VA
Instructor/ Instructional Designer
United States Air Force |1981 – 2001
Instructor/ Personnel Manager
Technical Skills
Languages: JavaScript, HTML, CSS, and ASP
Platforms: Window 7 and Mac OS X
Software: Microsoft Windows Suite (Word, Excel, Outlook, and PowerPoint)
Education
University of Maryland University College
Master of Science in Software Development Management
Bachelor of Science in Computer and Information Science
1227
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
61 Alan Lopez, Client Success Manager
20 years of application and technical support experience in the software industry. I have accumulated effective communication, written, analytical, and verbal skills to effectively communicate business processes, technical issues and client resolutions to senior management and customers. My technical experience includes Windows and Linux operating systems, SQL databases, IIS, remote access tools, SAAS environments and software/hardware troubleshooting. Along with a positive and team-oriented attitude I can work independently with minimal supervision and flexible to the rapidly changing needs of the department and company.
PROFESSIONAL EXPERIENCE
Client Success Manager 04/2019 to Present Intuitive Municipal Solutions, LLC San Diego, CA Perform software application configuration of the Intuitive Municipal Solutions Suite based on customer business process
Application configurations include rule configuration to automate the business process flow Work directly with customers to resolve any end user application questions and concerns Work directly with stakeholders during on-site Business Process Review meetings
Senior Technical Support Engineer 11/2017 to 03/2019 Tableau Software Austin, TX Assist customer base with post-sales software installation, configuration and reported software issues of Tableau Server and Desktop software
Owning and resolving complex technical and application related issues Performed in-depth analysis of Tableau Server and Desktop log files using tools such as Sublime, AstroGrep, UltraEdit and Notepadd++
Performed Root Cause Analysis for customer reported software issues (e.g., high CPU and memory consumption, slow page loads)
Created test environments in OpenStack VM and AWS to reproduce potential software defects
Software defects submitted via Chameleon and tracked through Microsoft TFS Case tracking and customer email communication performed via Salesforce.com Collaborate and consult with customers to help optimize the use of Tableau Software Internal software products used for daily job routine, WebEx, Workday, Office365, AWS and Slack Responsible for mentoring Technical Support Engineers in researching, resolving and documenting Tableau software issues
Act as the primary technical liaison between customers and other Tableau departments as issues are resolved Worked closely with internal teams such as Technical Leads, Technical Account Managers, Sustaining Engineering and Development
Contributed to Tableau knowledge base and internal Wikki
Technical Support Advisor 09/2019 to 10/2017 Team Lead – Technical Support 09/2015 to 09/2016 Technical Support Specialist II 01/2015 to 09/2015 Superion (Formerly CRW - SunGard PS - FIS) Carlsbad, CA
• Significantly reduced the amount of non-defect related cases escalated to the development team
• Implemented case escalation processes for level 1 support team to level 2 support team • Created daily, weekly, and monthly support case stats dashboards using Microsoft Dynamics CRM
• Implemented a weekly knowledge sharing meeting with level 1 and level 2 support teams • Provide level 2 application and technical support for internal and external client base with over 300 external clients and a small sub-set of 20 clients in our SAAS hosted environment. • Responsible for managing day-to-day escalated technical support issues and mentoring level 1 support team members
• Implement and configure company’s TRAKiT software suite of applications for our client base in a Windows Server 2008 and 2012 environments
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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
62 • Apply software updates and fixes to clients test and production software environments • Conduct a weekly software defect meeting with development, QA, and service manager staff to review and promote weekly reported software defects
• Work closely with the software development team to prioritize promoted defects during bi-weekly sprint planning meetings
• Supervise and manage the technical support team comprising of four level one technicians and one senior technician
• Responsible for bi-weekly team meetings, weekly knowledge sharing meetings and monthly one-on-one staff meetings
• Review/Modify/Create departmental business processes
• Review weekly and monthly case submission statistics for trend analysis • Conducted employee performance reviews using TRAKSTAR (Employee evaluation software) • Review support case surveys and responded to negative surveys via email and phone • Review technician case backlog and provided technical guidance
• Approve/Adjust weekly employee electronic timecards
• Responsible for conducting Performance Improvement Plan (PIP) with direct reports
• Adhere to SLAs for urgent and critical reported technical issues
• Experienced with IIS 7 Manager, application pool and virtual directory configuration, etc.
• Experienced with Microsoft SQL Server Management Studio 2008 R2, 2012 and 2014, Microsoft Server Manager, Add Roles, and Features, etc. • Create technical reference and troubleshooting documentation • Maintain test environments with software updates and new enhancement configurations
•
Experienced with various remote access tools such as VPN, RDP, VMWare Horizon Client • Experienced with Microsoft Dynamics CRM software, Dashboards, view, and chart creation
EDUCATION
ITIL V3 Foundation Certificate – IT Services Management Bridgepoint Education Project Management Fundamentals - Certificate of Completion Palomar College Cisco CCNA Network Fundamentals Course - Certificate of Completion San Diego Continuing Education Network Administration - Certificate of Completion Learning Center, Alexandria, VA
1229
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
63 Mike Epstein, SQL Server Developer
Leveraging Advanced SQL development with strong T-SQL experience to analyze and determine conversion requirements and specifications. Demonstrates expertise in designing, testing, and executing one-off and regularly run data conversion routines to migrate data from legacy databases into the SQL server database. Adept to ensure as part of the data migration that data quality, integrity and completeness is maintained or improved and that duplicate entities are identified and removed. Proven track record and success in identifying and resolving any data conversion issues/risks, and escalating issues/risks as needed to ensure on time delivery of projects. Trusted advisor to communicate with clients to obtain guidance for the conversion process.
Qualifications
Data Conversion | Data Migration | Database Development | Data Modeling | Data Integration | SSRS Report Development | ETL Process Design | SQL Server Database Development & Management | SQL Server Data Modeling & Schema Enhancement | Database Server Configuration & Maintenance | Stored Procedure Development, Maintenance & Enhancement | Quality Assurance | Database Performance, Integrity & Security | Client Relationship Management | Query/Data Analytics & Performance Tuning
TECHNICAL SKILLS
Frameworks: HTML5, AJAX, PHP, XML, XSLT, XSD, C#, VB.NET, ASP, and ASP.Net Languages: JSON, XML, XSLT, XSD,CSS3, JavaScript, and JQuery.
Servers/Tools: Microsoft SQL Server (7.0, 2000, 2005, 2008R2, 2012, 2014, 2016), Microsoft Access (97, 2000, 2003, 2010, 2013, 2016), SSIS (2005, 2008, 2012), SSRS (2005, 2008, 2012), and Crystal Reports (8, 9, 11).
Operating Systems: Windows Operating Systems (NT, 2000, XP, Vista, 7, 8, 8.1, 10), and Microsoft Office Suite (2000, 2003, 2007, 2010, 2013, 2016, Office 365).
PROFESSIONAL EXPERIENCE
CENTRALSQUARE TECHNOLOGIES (Formerly SunGard Public Sector/CRW Systems), San Diego, CA 2015 – 2020 Data Conversion Specialist
Initially joined CRW Systems (now CentralSquare Technologies), a leading developer of solutions that help local government agencies manage community development as a Data Conversion Specialist. As a Data Conversion Specialist, migrated data from legacy databases into the core application database (MS SQL). Partnered with the Project Manager to ensure that all migration issues were resolved on time. Worked with data owners to verify and obtain approval that any transformed data retained its accuracy.
• Designed ETL processes to migrate data from legacy systems into to TRAKiT utilizing T-SQL scripting and SQL server SSIS. • Supported the Development team by building, optimizing, and troubleshooting SQL stored procedures, views, and triggers.
• Designed, developed, and tested all data transformation, extraction, and migration activities.
INTUIT, San Diego, CA 2010 – 2015
Content Image Developer
Initially joined as Intuit, an American business and financial software company that develops and sells financial, accounting, and tax preparation software and related services for small businesses, accountants, and individuals as a Government Forms Specialist. As a Government Forms Specialist, developed web-based applications. Promoted to Content Image Developer to provide a deep understanding of query language (SQL) and relational databases with strong understanding of web technologies (i.e., XML, JSON).
• Helped design a web application that could submit applications to various agencies via fax on behalf of Turbo Tax customers.
• Transformed extracted tax data with JSON to XML and mapped extracted data to PDF application to be used by print engine.
• Developed and updated TurboTax User forms using Adobe Live Cycle and XML as the Government Forms Specialist. 1230
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
64 GLOBUS WEB TECHNOLOGIES, Oceanside, CA 2008 – 2010 ETL Developer / Database Developer
Joined Globus Web Technologies, a web design company that specializes in creating affordable, professional web designs and other online marketing as a ETL Developer and Database Developer. As an Extract, Transformation & Load (ETL) Developer, managed the Extract, Transform, and Load processes, implementing technical solutions. As the Database Developer, designed, developed, tested, debugged, implemented, and maintained data storage systems for companies. • Worked closely with the President of SVM Real Estate to design and implement a complete data management solution. • Using SQL Server 2005 and C#.NET implemented CLR functions and stored procedures for client (DCSE, Inc.). • Designed Ambient Water Quality Statistics Calculating tool for client (DCSE, Inc.) to calculate statistics (i.e., minerals tests, etc.).
GREATCALL, Del Mar, CA 2007 – 2008
Database Developer / Database Manager
Joined GreatCall (Jitterbug), a startup cellular provider that offers health and safety products and services for older adults, including mobile devices, cellular service, and a wearable device as a Database Developer and Manager. As a Database Developer and Manager, designed, built, and maintained a best-in-class data warehouse to serve as a centralized repository for all operational data. Responsible for the development, support, and optimization of complex T- SQL DDL and DML database objects and SSIS packages.
• Designed custom reports, tables, and charts to meet reporting requirements using Crystal Reports 11, Visual Studio and SSRS.
• Wrote complex queries and stored procedures using T-SQL. Created ETL processes using SSIS. • Developed SSIS packages (i.e., data flow tasks, transformations, precedence constraints, expressions, etc.).
WILDERMUTH ENVIRONMENTAL, Lake Forest, CA 2004 – 2007 Database Developer / Database Manager
Joined Wildermuth Environmental, a specialized water resources consulting firm, dedicated to creating visionary yet practical solutions to the complex water problems facing California municipalities, governmental agencies, and private companies as a Database Developer and Manager. As a Database Developer and Manager led the development of T-SQL (i.e., stored procedures, functions, triggers, etc.). Participated in non-development tasks such as data analysis, data modeling, user training and documentation.
• Designed custom reports, tables, and charts to meet reporting requirements using MS Access 2003 and/or Crystal Reports 11.
• Provided support to 20 engineers and scientists. Created new applications and integrated existing systems to create efficiencies.
• Wrote complex queries and stored procedures using T-SQL. Designed DTS packages for all SQL server 2000 databases.
EDUCATION & CERTIFICATIONS
Server-Side Programming & Advanced Web Design Coursework, EAST TENNESSEE STATE UNIVERSITY, Online MS SQL Server 2005 Certificate, UNIVERSITY OF CALIFORNIA – IRVINE, Irvine, CA Microsoft Certified Technology Specialist (MCTS), UNIVERSITY OF CALIFORNIA – IRVINE, Irvine, CA Computer Information Systems Certificate, COLEMAN COLLEGE, San Diego CA Computer Information Systems Coursework, HARPER COLLEGE, Palatine IL
1231
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
65 Chuck Badger, Client Success Manager
Operations Manager • Project Manager • Marketing • Customer Service Critical Problem Solving • Training & Coaching • Public Speaking • Communication Skills Increased Productivity • Expanded Businesses • Developed SOP • Self Starter
EXPERIENCE
Intuitive Municipal Solutions, LLC - Escondido, CA | August 2020 – Current Client Success Manager
1. Brings years of project management, sales, and marketing experience to the team
2. Configures rules-based client workflows in iMS applications
R. E. Badger & Son, Inc. - Rancho Santa Fe, CA | Jan 2018 – August 2020 Operations Manager
Account Acquisition & Project Management, Harvest Coordination, U-Haul Management
3. Expanded coffee farm management operations from a 500-tree test plot to over 20,000 planted.
4. Produced over $200,000 of revenue from new coffee farm accounts which now provide over $70,000 ongoing annual revenue.
5. Added three new organic fertilizer products now used for all clients.
6. Expanded U-Haul dealer from start-up to over $5,000 commission per month in 4 months and over $9,000 per month by 8 months.
7. Doubled the efficiency of fertilization by designing and building a custom injection system.
8. Logged backflow tests, school-site notifications, wastewater and hazardous waste management forms via county and irrigation district web portals.
Topsoil Ag Solutions - Kingsburg, CA | Feb 2018 – Mar 2020 Marketing Consultant
• Generated over 100 warm leads at World Ag Expo two years in a row. • Collaborated with owner to design a marketing strategy for two company divisions.
The Father’s House Church - San Marcos, CA | June 2016 - Dec 2017 Director of Children’s Ministry
• Expanded the volunteer team from 45 to 85 trained teachers, recruiting solo. • Improved teacher training protocol from a handbook to a three-session training seminar. • Managed Buildout Project of seven A/V capable classrooms while remaining under budget. • Increased consistency and quality of events by empowering volunteer leaders and researching newest and most effective teaching material.
Vintage Grace Church – El Dorado Hills, CA | Sept 2015 – June 2016 Children’s Ministry Resident
• Increased children’s engagement and comprehension by adding superior curriculum material and writing my own.
• Expanded the elementary ministry into two classrooms and trained new volunteers to staff them.
EDUCATION
PMP Prep Course (Enrolled) - PMTraining 2020
Digital Marketing Coursework – Click Funnels; Traffic & Funnels 2019 BA in Biblical Studies – Colorado Christian University 2016 STEM Coursework – Biola University 2012-2014
Calculus I, II & III, Physics, Biology, Chemistry, Organic Chem., Analytical Chem.
Immersion Internship Program – The Father’s House Church 2011-2012
1232
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
66 Trenton Seymour, Client Success Manager
EDUCATION
Bachelor of Science in Business Administration: Major in Finance May 2015 California State University San Marcos
EXPERIENCE
Project Manager December 2020 - Current Intuitive Municipal Software Escondido, CA ✓ Responsible for end-to-end project completion; including project initiation, onboarding, data conversion, web portal development, training, and project closure. Fully responsible for client satisfaction throughout the implementation process.
✓ Negotiate with internal and external groups to set priorities and obtain required resources to ensure successful fixed duration project completions.
✓ Provide support maintenance using a prominent level of software and hardware expertise to resolve issues.
✓ Successfully managed Kootenai County, ID (CentralSquare TRAKiT customer) to go live and playing pivotal PM role with Palm Bay, FL in working with Chuck Badger.
Trenton’s three professional contacts, as requested, are:
Susie Calkins – Union County NC Building Official – 704-507-0995 Melissa Hopkins – Dorchester County SC Chief Building Official – 843-514-9408 Melissa Monroe – Former Co-project manager/co-worker – 360-383-6794
1233
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
67 Proposal Section 7.0 Implementation Approach
In this section, iMS will describe aspects of our overall implementation approach.
Configuration, Customization, and Interfaces
As your selected vendor, iMS understands our responsibility to continually strive for complete customer satisfaction. Our team has the experience to understand and recommend the optimal implementation and configuration strategy. And, as a part of your implementation, our Client Success Manager partners, along with your agency’s Subject Matter Experts (SME’s), ensure there is open communication throughout this entire process. We believe, and experience has shown, that an educated and involved client ensures project success. Our proposed project plan and milestones outline the tasks and responsibilities for your team and ours. If necessary, we are happy to ultimately provide a Project Plan that outlines key users and project responsibilities, as a percentage of overall project.
At iMS, our projects strive to ensure collaboration with each customer. As such, our overall approach to provide the City a successful project based on your needs and this RFP and fulfill all project requirements is itemized and detailed further below. Although we certainly recognize that collaboration and communication are pivotal for the entire project, we also want to stress that our unique approach will be that iMS performs the “heavy lifting” as it pertains to you project. As such, we recognize that your assigned iMS Client Success Managers / Project Managers will be very instrumental in both the City’s project’s success, but also our ongoing success as a viable Community Development software vendor. Your iMS Project Managers will generally not wait for things to happen, they will make sure that things are taking place as needed, as agreed upon, and as necessary for overall project success and completion.
Simply put, we at iMS believe very similarly to the City of Richmond that, when possible, configuration should always come before customization. We would nearly take it a step further and say totally unique “one-off” agency-specific customization should rarely, if ever, be required. The good news here is that with iMS, we rarely see a business use case where true customization is warranted. Along with that good news, comes more good news……. Your iMS Software is so highly configurable that we can almost always configure the software to work specifically the way each agency desires. Our process and method also include a workflow definition phase where all concerned parties collaborate and agree on the proposed process specific workflows. From these workflow plans, an initial configuration is completed, generally by iMS team members.
Unlike your current product, iMS has a great deal of opportunities for your agency to take many advantages of true workflow. We are purpose-built to help you gain efficiencies throughout all business processes, inter-departmental checklists or participation, and interaction with your citizens or business owners. Our team after successfully completing an initial overall project Business Process Review will configure nearly your entire system. We do the heavy lifting. Staff involvement across the board during your iMS implementation generally is no more than 10% overall participation. Certainly, the biggest areas your teams and participants will need to collaborate will be during User Acceptance, Data Conversion Verification, and Training. System configuration is our specialty. Even though this is an area we ensure we manage and provide as part of our projects, the end goal is to ensure your intended System Administrator(s) – usually, 1-3 individuals, are comfortable and involved during each facet of the project so that after go-live you 1234
City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services
68 have self-sufficient administrators who generally only need to call and ask us for guidance or address questions to make changes. Please NOTE that the same holds true for those that will be responsible post go-live for authoring internal custom reports. We will customize (X) number of reports and MS Word Templates together with your administrators so that they can take the ball and run with it after implementation.
The City will be assigned a primary iMS Project Manager. They will function as your main liaison for everything pertaining to the implementation of your iMS products. They will communicate with all members of your project, coordinate key milestones, perform City configurations based on input and internal best practices or business rules, draft custom reports, and MSWord Templates, and otherwise be intimately familiar with the City’s specific project needs. Overall, the goal of our project team is to provide services that ensure 100% on time delivery and overall acceptance of iMS at your targeted go-live date. Also, as normally the case with relatively large and lengthy implementations, should any issues or conflict arise during the project that require joint decision(s) by both project teams, we will coordinate and have joint meetings to ensure mutually agreed upon decisions are reached by both teams. an honest and open partnership between the City’s staff and our team. Right from the start, a primary goal of our team will be sure we 100% understand the City’s project objectives, and then to supply the City a proposed configuration plan that meets or exceeds these goals. Generally, iMS projects follow a milestone approach to managing a project which includes weekly and monthly deliveries of completed work along with progress status reports conducted via conference calls, emails, and webinars, as well as upcoming “punch-lists,” to-dos, and expectations.