Attachment 1 - Original Contract.pdf — Richmond City Council, March 3, 2026 (part 2 of 2)

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
DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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.

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.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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.

Your SME’s or key project users, provided they have the correct permissions, correct knowledge (technical or function) should be able to easily modify whatever system configurations need to be modified on the City’s side. Whether that is modifying an existing configuration or setting up/creating new ones. Your System Administrators, having sat through project meetings and training sessions specifically designed for them, should have no problems modifying existing workflows. We are still here to support the City post go-live. We will be responsive and customer attentive and aid when necessary. When configuring your new solution, we attempt to take on the 90-10 rule. If we can automate 90% of your current processes for most of your processes (issuing permits, code violations, establishing projects, business tax review(s),etc.) then certainly at any juncture can staff that have the appropriate rights institute a manual process, such as adding a manual fee, creating an invoice, adding an additional inspection not originally included in the workflow, etc.

As previously mentioned in our RFP response your new iMS software is used by all users. There is no longer a need to have an “App” or a Mobile interface, or an eGovernment Website, etc. The same experience with securitization and user-rights as defined by the City means that there is only ONE product. This of course cuts down on the potential for breakdowns when you upgrade, train inexperienced staff members, work with citizens or business owners, and more. Output documents are generated either via MS Word merge or SSRS and generated as a PDF to ensure cross-platform compatibility (i.e., computer, phone, tablet).

If / when a customization should ever truly be necessary, we simply would have a meeting with the City and those that require the customization. A client can also request a customization through your normal iMS Support Channels (calling or creating a case). Once the agency relays and iMS acknowledges your desire to customize the software a conference call / MS Teams Meeting, etc. would be scheduled. We would further discuss what you are trying to accomplish. Ensure there is no configuration in the base product that we can think of that would provide this functionality.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

69 Once we both agree that customization is required. We would itemize what you need, the level of effort iMS is expected to deliver, then provide a professional services engagement proposal to accomplish this customization. If there is a business case for iMS to have this as part of all customer’s solution, then we would want to program into the base software.

Integration Items:

Based on your RFP and vendor responses, the integration with third parties is identified and explained here.
✓ Credit Card Payments
iMS supports direct integration with several online payment providers. Scope and pricing being proposed by iMS includes integration with your existing provider or one of our previously built integrations (BridgePay, US Bank, Cardknox, PayTrace, etc.) at no additional cost. Credit Card reader integration for counter staff is not included but can be discussed if desired. This integration allows for the City not to be worried about PCI compliance for the Community Development products as our software never “touches” credit card or PCI data.

✓ Finance Integration
Includes nightly batch integration to City’s current General Ledger (GL) software and reconciliation reports. Please NOTE that if the City wanted instead, a real-time interface, as opposed to a nightly batch update, cost and additional Scope of Services specification(s) may need to be developed together with the City.

✓ Document Management Solutions
Document Management integration via URL (system passes permit number, etc.) Includes nightly export of documents for FTP retrieval if desired.

✓ GIS Integration (ESRI)
Integration includes:
• Address matching to current location
• Display locations using Map Services
• Address auto-complete using Location Services
• Radius notifications based on one or more properties and supported via SSRS generated documents or mailing labels.
• Create permits, project, code enforcement cases directly form the map • View property history

✓ Electronic Plan Review/Bluebeam
iMS support integration with the industry-leading Bluebeam Revu (requires Studio Prime licenses). All desired electronic plan review management tools will be supported through DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

70 this integration. Although we are not currently proposing integration with Bluebeam, iMS understands that this is something that your agency may consider later. Rest assured, if you move forward with an electronic plan review solution, iMS will be prepared to assist, integrate, and support this interface at that time.
✓ Other Interfaces (i.e., IVR, Texting for Land Management, Assessor database(s) for Property Owners, etc.)
iMS supports integration with many third-party systems. Where these vendors provide open API’s and usually access to technical resources, this normally poses no issues. More analysis of what is available and what access we will have for programming, testing, and vendor-specific assistance may be necessary. Our interface cost proposal line item(s) represent this exposure or need to verify availability of required components. Please NOTE we previously documented Selectron and iMS’s relationship and project collaboration(s).

Reports
We understand the City will require world-class reporting. Your new iMS Suite comes with 100+ pre- configured “demand reports”. These reports have been created by iMS and come “out of the box” delivered to you on Day 1. Usually, these demand reports can be selected to be run multiple ways (i.e., drop down, date ranges, picklists, users, etc.) and then published in either a PDF or an MS Excel file format. In addition to your Demand Reports, we also, as part of our proposed project, and understanding of your overall project, will build both custom SSRS Reports and MS Word Templates during a client’s implementation (please see our proposal for total number we are proposing for you here). During this report creation period, the expectation is that our team(s) will be training your report writing administrators, and by the end of the project will be self-sufficient in building custom reports – although, we are still available to assist through normal support channels. We do want to also mention that in addition to the pre-built reports and the custom- designed reports specific for departments / users, we also have an extended search functionality that allows users to find “anything” in the database and then save this search for either themselves or other users/roles so in fact this is an on-the-fly ad-hoc report writing solution as well.

Reporting/Document Creation
As mentioned above, we utilize SQL Server Reporting Services (SSRS) and merge fields via Word documents, iMS provides tailored reports and documents that would support your agency’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.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

71 Implementation
Project Implementations are so pivotal in judging whether a project is/was successful. We understand the importance of the implementation aspect of your new software. Please see our RFP responses below on each topic you have outlined in your document. Should you for any reason need clarification or more information, please do not hesitate to let us know how we can assist. Rest assured, your project will have Executive Oversight within iMS. Vance Bradshaw will personally oversee the project as well as function as your next escalation point immediately following, if ever necessary, your assigned Project Managers. There will be little or no need to worry about having direct access to immediate decision-making obstacles. Vance will be accessible to your Project Team executives.

Implementation Overview:

Included in your iMS Suite are the following professional services that will be accomplished during the overall implementation process, and as part of your Scope of Services and SOW:

- Installation, Integration, Data Conversion, and Training-specific details about these services are covered in their respective sections.
- Configuration of Software Specific configurations provided to you by iMS project team members for each module you are implementing using best practices - Custom Word Merge Templates We will configure and customize up to ten (20) custom letters for the different departments
- Custom SSRS Documents Up to forty (40) custom SSRS documents, including SSRS Custom Reports

Please NOTE:
o The SSRS Documents and SSRS Reports (total of 40) based on our understanding of Appendix B requirements and can be split up multiple ways up to the total number of custom SSRS items.
o All configuration to be included in the main project must be clearly identified in the first on-site meetings.
o If any of these estimates seem insufficient, or if the City wishes to have more custom SSRS Reports or MS Word Templates, we are happy to discuss further on how this impacts our initial proposal.
o City administrators are also trained on how to perform these tasks for future changes.

Our estimated project timeline provides a high-level overview of the work plan. The iMS Client Success Management team will manage software demonstrations, on-site training, and all the County’s specific system configuration that needs to occur. The iMS team will work closely with the County and Public Works Department to directly manage the project and its timeline and complete data conversion. Should schedule variance arise for any reason, iMS is well prepared to fast-track any phase of the project. The nature of this type of software implementation lends itself well to fast-tracking, as many activities with non-dependent relationships are scheduled at separate times.

The following estimated schedule is provided to demonstrate a typical timeline for a successful project of this scope.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

72 We have provided a standard Gantt Chart – see below, for you and your team(s) to “see” from an extremely prominent level the project breakdown in summary. Also, we understand this attached diagram is small to read and can provide, upon request or if necessary, a larger view of the project for you. Hopefully this will provide stakeholders with a basic “visual” timeline of what we might expect for your overall implementation of the iMS Suite.

Gantt Chart

Please note that the colors on the chart are meant to reflect overall project “responsibilities” by party. The orange-colored items on the chart represent tasks that are primarily assigned and completed by your agency and its stakeholders. Items in blue represent tasks that are primarily the responsibility of iMS. And finally, those items in green are going to be joint tasks by both our teams.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

73 As your selected vendor, iMS understands our responsibility and we will promise to continually strive for complete customer satisfaction. Our team has the experience to understand and recommend the optimal implementation and configuration strategy. As a part of the implementation, our Client Success Manager partners with the City’s Subject Matter Experts to ensure there is open communication throughout the 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.

Finally, and perhaps most valuably, as an active and on-going project, the City of Richmond will have dedicated Project Manager(s) available during all business hours. Additionally, this includes unlimited technical support during iMS business hours (7:30 AM - 5:30 PM Pacific, Monday through Friday). In addition, mobile/cell phone number(s) will be provided for critical issues outside of business hours so that you can always potentially get a hold of your iMS Project Team. iMS Support can also provide service during this initial implementation and is normally available via email or telephone. Please note that telephone support may occasionally require screen sharing functionality.

Implementation Methodology
With the implementation of the iMS Suite, our expectation is a partnership between the City’s staff and our team. Our goal is to understand the City’s needs, desires, and to provide your agency with a proposed configuration plan. We 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.

Our project managers are “hands-on” and our available to start as working on your project as soon as the contract is signed. From our initial consultations (onsite preferred) we evaluate how you currently do business, how you wish to do business, and how we can help blend those two together with our products and services. We collaborate with your team every step of the way and feel that overcommunicating during this project is better than not. Our Project Managers are certified and have 100% successful implementations thus far with similar projects to yours. Your dedicated iMS Project Managers will be Trenton Seymour and Chuck Badger.

iMS has no outside third-party employees that would participate in the project implementation. The proposal includes several onsite days as we feel on-site meetings are important to a successful project. Should the city feel uncomfortable due to Covid-19 or any other reason, the proposal can be adjusted to remote only after agreement by both project teams.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

74 Project Management Methodology
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. Our 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.

Project Timeline
Our estimated project timeline provides a high-level overview of the anticipated work plan. Your iMS Client Success Management team will oversee software demonstrations, on-site training, and all your agency’s specific system configuration that are required. The iMS team will work closely with the Town and all departments/stakeholders to directly manage the project and timeline. Should schedule variances arise for any reason, iMS is well prepared to fast-track, or re-schedule, if necessary, any phase(s) of the project after confirming with your project team. Also, the very nature of the IMS software implementation lends itself well to fast-tracking, as many activities with non-dependent relationships are scheduled at separate times.

The following schedule (sample) is provided to demonstrate a typical timeline for a successful project of this scope. 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.

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

75 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 (TBD after Project Kick Off) Process Review and Configuration Meetings

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)

14 (City) Upload updated data sources
(iMS) REMOTE install configured system

15 (Team) ON-SITE (TBD after Project Kick Off) Review Initial Delivery/Administrator Training

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
iMS Tasks
City of Richmond
Team Tasks (Both)

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

76 24 (iMS) REMOTE Updated Applications, Conversion, and Interfaces provided

(City) Provide list of any Document and Report changes

25 (Team) ON-SITE (TBD after Project Kick Off) 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

36-37 (iMS) REMOTE any final adjustments

38 (City) Upload updated data sources
(iMS) REMOTE install completed system

39 (Team) ON-SITE (TBD after Project Kick Off) End User Training

40 (Team) ON-SITE (TBD after Project Kick Off) Go Live and Transition to iMS Support

Operational Redesign
As stated above in our Implementation strategy ,our project managers are “hands-on” and from our initial consultations (onsite preferred) we evaluate how you currently do business, how you wish to do business, and how we can help blend those two together with our products and services. We collaborate with your team every step of the way and feel that overcommunicating during this project is better than not. Our Project Managers take pride in viewing every project as a successful partnership to streamline and improve processes everywhere possible for the city. We are happy to drive this process for the City.

Collaborating with different agency departments, completing Business Process Review (BPR) meetings in person and remotely, documenting current business practices, defining existing or non- DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

77 existing workflow, integration points, approval agencies, IT requirements, staff availability, testing capacity, and other items all are part of our project team’s area of expertise and responsibility.

Change 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 citizen 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, Citizen, and Customer Involvement or Methodologies

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

78 Data Conversion
We agree that this portion of the project will be one of the most important aspects of the overall project for the City of Richmond. We believe we are uniquely qualified and have proven success on this front with multiple customers that are now live on the iMS Suite. Please ensure to confirm our capability to deliver on this front. Not all the responding vendors to this RFP will have nearly the technical assets and background, specifically related to TRAKiT, that we have on our team and that will be assigned to your project. 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.

As an aside, and to the City’s point concerning additional data elements potentially on the conversion. We have encountered several legacy TRAKiT customers that have presented prior versions and customizations they have paid for that were unable to “bring those forward” with their current vendor or replacement vendor. We have successfully had in depth discussions about what can be modified from a former customization into workflow and/or configuration many times. Data migration as part of the scope of the RFP are part of overall cost proposal. At this point we do not envision anything changing that. Should the City add to the scope or require additional data conversion elements not published in the RFP, we are happy to have a technical discussion to determine the overall impact. Based on the findings of these conversations and scoping meetings, we would quickly determine the level of effort, and whether additional services (either fixed fee, hourly, or milestone-base) would be required.

As previously mentioned, but worth re-stating, Intuitive Municipal Solutions’ Founder and President, Vance Bradshaw, has over 20+ years of industry experience and supporting local and state government entities. He has extensive knowledge in Community Development Software project management, data conversion, programming, report writing, and system enhancements. Prior to founding iMS, Vance was the TRAKiT 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 core and complex components of your current TRAKiT product(s), but he was also a key contact for achieving customer satisfaction, ensuring correct projections and the timely delivery of results to his clients.

Another key member of our team is Jim Williamson. Jim is iMS’s Sr. Client Success Manager. He brings with him 18+ years of industry experience as a Senior Technical Trainer and Implementation Specialist and has a considerable grasp on Community Development practices and procedures. Jim has successfully worked with City, County and State clients and always strives to exceed customer expectations. Jim also spent much of his career working with TRAKiT customers DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

79 Training
Essentially, 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 ultimately 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 on the configuration and system features. We will also be training your local SME on how to their unique applications and workflows 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 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

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

80 Testing
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 on the configuration and system features. We will also be training your local SME on how to their unique applications and workflows 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 generally 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.

Sample Testing Procedure
i. Applications (i.e., Permit, Code Violation, Projects, etc.) o Start a new application
o Enter mock information
o View record to ensure all appropriate elements are present (reviews, inspections, fees, notes, etc.)
o Repeat for each application type, subtype, and variant

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

81 Note any changes that need to be made and email them to iMS Project Manager

ii. Database Conversion of TRAKiT (typically 3-4 passes) and other records, if necessary o 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.

iii. Interfaces as defined in Agreement Testing and Acceptance o Confirm transactions are accurately transferred between the source and target systems for each delivered interface.

iv. Documents – MS Word Template(s) Custom Built for You o For each document type, enter necessary information and download o View documents to ensure all appropriate elements are present (notes, contact information, etc.)
o Note any changes that need to be made and email them to iMS Project Manager

v. Reports – Demand, Ad-Hoc (Searches), and Custom Built for You

1. Launch Report

2. Enter parameters if necessary

3. View Report to ensure all appropriate line items are displayed and all items are grouped in the City’s preferred way.

Note any changes that need to be made and email them to iMS Project Manager

vi. Begin Report Administrator Training Path and Acknowledgement

vii. Workflows – Unique for Your Agency
o For each workflow, create a test application, inspection, code violation, or permit o Walk through each step as it was configured by iMS
o Schedule and mark as complete all reviews and inspections, uploading test files where appropriate
o Mark each review and inspection as Pass and then again as Fail to ensure proper triggers fire for each

Acceptance
iMS generally 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.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

82 Custom Reporting
iMS makes reporting easy. We have both canned/on-demand reports that can be filtered and run by staff with multiple selection criteria. Our pre-defined reports come standard with the solution.

Agencies can also author their own Ad-Hoc reports easily – all you need is a team member that knows a little about SSRS. In addition, during your project, we are proposing several customized reports. We write these for you, but your Administrators participate in the classes so that when we leave, your team can draft additional custom reports whenever necessary. Custom reports will be defined by both the city staff and the iMS team member if a standard report cannot pull the desired information.

Documentation
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. iMS also provides a complete architectural document of the database structure. In addition, we can assist and provide the agency with best practices for updating your own internal Statement of Work (SOW) and can leverage existing client experiences for additional insight.

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 trainings and onsite during the go live week to ensure a smooth transition. Along with project manager(s) being on site, our support manager will also be on site to familiarize himself with your installation to best be able to help you in future support. Go live will be a cut over approach where legacy software is turned off and iMS will be used going forward.

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

83 Proposal Section 8.0 Implementation Considerations
In this section, iMS addresses the following.

The City does not want this implementation to be a remote project, and expects the vendor’s resources to be onsite. The City will be flexible, but having onsite implementation activity is strongly desired.
▪ 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 times 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.

2. Use of Dashboards / Management Reporting

1. One of the City’s success factors for this project is the extent that City staff are able to utilize the land management and community development system for reporting purposes. The City is optimistic about modern reporting features and the ability to leverage management dashboards, real-time data, and role- specific views of data to provide decisions support for key processes. Please indicate how you will use this project to ensure the City is able to leverage system tools for dashboard reporting and deliver the City a system that can be used by users throughout all departments. a. Our Project Team(s) will ensure that departments, users, management, etc. have the tools for successful reporting. In addition to the On Demand, Out-Of-The-Box reporting capabilities that initially come with your software solution, our project team will create site-specific reports and documents, all while training iMS Administrators so that moving forward they are self-sufficient.

We employ industry tools (SSRS reports, SQL) that are readily available, easy to use, and then provide support both during and after your project. Without an partner being able to extract information from their database, we recognize there is little need to have that database. We aim to ensure you can manipulate, view, and provide access to staff and customers once you use our software.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

84 Proposal Section 9.0 Implementation / Terms and
Conditions Acknowledgements

In this section, iMS confirms key terms and conditions requested by The City of Richmond for this project. Please see below and for additional information, clarification, or needs pertaining to this section, please contact Scott Christensen directly.

✓ iMS acknowledges this item
• Ownership of Deliverables – The proposer shall grant to the City ownership of any deliverable or provide an irrevocable license for the City to use the deliverable for its business purposes, including making copies, derivative works, or sharing with representatives from other peer governments.
✓ iMS acknowledges this item
• 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. ✓ iMS acknowledges this item
• Vendor’s Insurance. Vendor shall not commence work under the agreement until all insurance required has been provided and approved by City. Such insurance shall be maintained throughout the duration of the contract and evidenced by insurer’s certificates filed with the City. Each such certificate shall name the City as an additional insured.

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

85 a. Workers’ Compensation Insurance. The V endor shall take out and maintain during the life of this agreement Workmen's Compensation Insurance for all of its employees employed at the site of the project, and in case of any work is sublet the Vendor shall require the subcontractor similarly to provide "Workmen's Compensation Insurance" for all of the latter's employees unless such employees are covered by the protection afforded by the Vendor. In case any class of employee engaged in hazardous work under this agreement at the site of the project is not protected under the Workmen's Compensation Insurance Statute, the Vendor shall provide, and shall cause each subcontractor to provide adequate insurance coverage for the protection of his employees not otherwise protected.
b. Commercial General Liability Insurance (CGL). The Vendor shall take out and maintain during the duration of this agreement Commercial General Liability Insurance in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit.
c. Automobile Insurance. Vendor shall take out and maintain during the duration of the agreement automobile public liability insurance including hired and non-owned auto in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit.
d. Technology Errors and Omissions (Tech E&O) Insurance. The Vendor is required to maintain Technology Errors and Omissions (Tech E&O) Insurance which shall be sufficiently broad to respond to the duties and obligations undertaken by the Vendor in the agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, cloud computing, extortion and network security. The coverage shall provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses. Insurance minimum limits are as follows:
$2,000,000 – per occurrence and $2,000,000 – per aggregate.

✓ iMS acknowledges this item and our Insurance provider has confirmed that we meet these insurance requirements should we be selected for this project as your partner.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

86 C.4 Price Proposal
Please find iMS’s Error! Reference source not found.submission in the required .xlsx format submitted as part of our overall RFP response.
1) Complete and submit Error! Reference source not found. ✓ iMS has submitted Attachment 12 (Cost) submission as part of this RFP.

Additional Price Proposal Details
iMS software and professional services are competitively priced. Based on your specific RFP requirements, the expected pricing proposal details are being provided below, as requested. In addition to the anticipated costs for your project, iMS wishes to assure the City that we recognize as a fiduciary to your citizens, City council, customers, and other entities in your community, we welcome any opportunity to ensure we are offering you the best product(s) and services at the best price. For our projects, we also can extend multiple payment options, such as, milestone billing, or due as incurred invoicing for the one-time professional service fees. In addition, we have many customers that have successfully leveraged procurement vehicles (i.e., SHI, OMNIA, Sourcewell, etc.) and can provide information or details if that is preferred contract method. Just know that if the iMS software meets your needs, and we are the right vendor for you to partner with, then we welcome open and honest discussions about our pricing and the value we feel both our software and team represent for long-term stability.

As stated, iMS has carefully considered everything in the City of Richmond’ RFP. Our cost proposal is based on your requirements and is all encompassing what we are proposing. We will generally never have costly “Change Orders” and intend to implement you fully and successfully for the costs we have provided. Another important note to make about our proposed costs for this project is that travel costs for any onsite meetings or visits is already part of our proposal and you do not need to add anything for those components, including Travel and Living items. We will not invoice for anything pertaining to our onsite visits. Based on the RFP, the assumption made in our current cost proposal is that the City of Richmond, CA would choose to pay for the licensing fee upfront (one- time). Should this not be your preferred method of paying for the iMS Software License, or you wish to consider alternatives, we are happy to provide you other options to what works best for the City’s current budget needs.

Also, please be aware that your iMS Suite Software License is for an unlimited number of users for the departments that are contracting for the iMS Software or that are in scope for services, workflows, configurations, etc. we are proposing. Furthermore, all pricing provided is related to either your iMS Software, or iMS Professional Services. We do NOT use any third-party software / services or implementers for your project. Where third-party business partners may add value or represent optional overall efficiencies for your agency, we have noted these as well and welcome a chance to elaborate, when appropriate. We have attempted to provide anticipated pricing from those business partners (i.e., Selectron) where possible and included all the information received from them in the Attachment Section of our response – following the City’s last attachment, Attachment G.

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City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

87 Again, please NOTE that your Software License for the proposed iMS Suite is an Unlimited User License. We do not charge for concurrent or additional users for any licensed agency departments. This means no future surprises as the City continues to grow with what you currently have licensed from us.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

88 Cost Proposal Details for City of Richmond, CA

Software Licensing
iMS Products Licensing (one-time cost): $ 236,250.00

Software Licensing costs. One-time costs for the purchase of your iMS Suite of products for departments listed and those business units that are in scope for this project. Please note that if the City prefers, iMS can also “roll” this licensing fee into your annual ongoing Hosted/SaaS amount and spread that out over several years. If selected, or when appropriate, we are of course willing to discuss multiple payment scenarios for you.

iMS Applications Licensed:

I. iMS Approvals
II. iMSPermits
III. iMSEnforce
IV. iMSPros
V. iMSLocations
VI. iMSLicensing
VII. iMSRenewals

Departments Licensed:

I. City’s Community Development / Developmental Services areas in scope as part of this RFP.

User Classes Being Licensed: Description (NOTE: Unlimited License):
i. Observers Limited Guest Access (with no login, if desired) ii. Users Public Access for Residents
iii. Pros Public Access for Contractors
iv. Staff Access for City of Richmond, CA Staff Members

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

89 Implementation/Professional Services Total: $ 366,188.00 Services Included in this Amount:
i. System Installation
ii. Project Management
iii. On-Site Meetings (Actual # TBD)
iv. Software Configuration
v. Documents and Reports – Custom Document and Reports (Actual # TBD) vi. Data Migration – TRAKiT. Land and/or GIS
vii. Interfaces Included (See below)
viii. Training (Remote and Onsite TBD)
ix. Travel Costs Included (Mileage/Lodging – Onsite Government Travel and Living Expenses. Costs for the onsite visits as agreed upon will be included. Additional onsite may be requested by agency and T & E would be needed for anything additional and/or outside scope).

Please NOTE: Meetings may be held remotely or onsite at the request of project team leaders. For standard number of onsite visits associated for this type of project (up to 4), the travel and living costs are already included in this amount.

Expected Project Meetings / Training:

Typical Project Meetings Estimated Number of Days (TBD) Business Process Review 3 days
Delivery/SME Training: 3 days
Revised Delivery: 2 days
User Training: 3 days
Admin Training: 2 days
Go-Live Support 3 days

Please NOTE: Above referenced Project Meetings may be held remotely or onsite at the request of project team leaders from both your agency and iMS. At this juncture, we envision at least 4-5- onsite visits for this successful project. Again, 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.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

90 Custom Documents and Reports:

Output Document Format: Number Included:

MS Word Merge Templates: up to 30
SSRS Custom Docs/Reports: up to 40

Please note that 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 and train your administrators on how to create additional ones, if necessary, as well.

Interfaces Included in Your Cost Proposal:

GIS Integration (ArcGIS by ESRI)
ESRI Integration to https:// Map Service Base map and Parcel Layer Finance Integration
Existing Finance General Ledger Software
Our proposal includes accomplishing this Integration of via a nightly batch update.

Payment transactions processed in iMS will be via a batch to your G/L Electronic Payment Integration
(for Cardknox, AMS, US Bank, PayTrace, or Equivalent)
Document Management Integration (City’s existing Document Management System) Bluebeam Integration
iMS support integration with Bluebeam Revu (requires Studio Prime licenses).

All desired electronic plan review management tools will be supported through this integration. Although we are not currently proposing integration with Bluebeam, iMS understands that this is something the city is considering later in the project and we will be prepared to assist, integrate, and support this interface at that time.

Software Hosted by iMS (SaaS/Hosting Fee)
City’s Ongoing Annual Fee $ 78,750.00 Yearly

Please NOTE: In addition, please note that for future budgeting purposes, iMS generally has a 5 % increase annually on your annual SaaS / Hosting Fee. Please budget accordingly for future years.

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

City of Richmond, CA
RFP 2023-03 Land Mgmt Community Development & Implementation Services

91 Software as a Service (SaaS) Items Included:

i. Hosting in the Cloud (Microsoft Azure)
ii. 1 Production and 1 Test Environment of Your iMS Solution iii. Unlimited Technical Support
iv. Functional Support
v. Maintenance / Software Updates / Bug Fixes
vi. Disk Space Allocation and Size, Re-Sizing when necessary

Your Total Anticipated Project Costs for 1st Year: $ 681,188.00

For your convenience, here is a summarized breakdown by category of your agency’s anticipated 1st Year Costs for the iMS Solution. We have also listed this as part of our response in Attachment A.

$ 236,250.00 Licensing of Software (one-time fee)
$ 366,188.00 Professional Services (one-time fee)
$ 78,750.00 Annual SaaS/Hosting Fee (annual recurring fee)

$ 681,188.00 Your Total First Year Project Costs

iMS Standard Payment Terms:

We outline iMS standard payment terms here but certainly recognize the City may have alternative requirements. We welcome an opportunity to discuss and agree on what works best for your project.

iMS License Fees:
i. 100% due at Contract Execution/Signing

Implementation/Professional Services Cost(s):
ii. 25% due at Contract Execution/Signing
iii. 50% due upon Initial Delivery
iv. 25% due End-User Training (Go-Live timeframe)

Additional Items Concerning Hosting and/or SaaS Cost(s) / Annual Fees:
i. Paid annually, in advance
ii. First period starts upon installation of Implementation server in the Cloud

These Items are not Included in our Cost Proposal:

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92 i. Hardware or peripheral devices (i.e., credit card readers, POS workstations, mobile devices, etc.)
ii. Any additional interfaces not itemized in RFP or in our proposal response iii. Any third-party products or services required to implement integrations (i.e., upgrading if necessary to Bluebeam Studio Prime, Selectron’s upgrade costs, etc.). iMS Optional Project Components:

Selectron (Certified Business Partner):
i. Interactive Voice Response (IVR)
ii. SelecTXT - fully integrated interactive text messaging service to schedule, re-schedule and cancel inspections Schedule, reschedule, and cancel inspections. Include comments/instructions for inspectors. Request follow up on results or view inspection results
Please NOTE: We partner with Selectron, and we are including a PDF of these complimentary products. More pricing or information can be provided at your request.

Electronic Plan Review Solution Providers - Bluebeam
i. Electronic Plan Review – currently today, iMS can interface to either of our business partners. We also believe integrating to other providers in this solution space can easily be done but more research will need to be done if your agency selects or already has one of these licensed. For all customers

Annual SaaS/Hosting Cost:

This cost is your annual maintenance/hosting/SaaS fee. It represents your ongoing budgetary dollar amount for continued service. 5% per year budgetary increase for CPI is expected and included in our calculations as requested for 5 Year totals below.

Total Anticipated Five-Year (5) iMS Investment Cost:

$ 681,188.00 Your Total First Year Project Costs
$ 82,688.00 Your Total Second Year Project Costs
$ 86,822.00 Your Total Third Year Project Costs
$ 91,163.00 Your Total Fourth Year Project Costs
$ 95,720.00 Your Total Fifth Year Project Costs
City’s Five-Year Investment: $ 1,037,582.00
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93 Verified and acknowledged by:

Vance Bradshaw
President and CEO of Intuitive Municipal Solutions

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94 Additional Attachments and Notes
We have attempted to include all attachments that were not required to be in an Excel (either .xls or .xlsx) format in this RFP PDF submission by iMS. The other four (4) required attachments are included in our .zip file or as attachments to our submission. Should the City require any clarifications or additional needs on this matter, please reach out to Scott Christensen and he will be happy to assist.

Proposers must upload electronic copies of all files to the city website:
www.ci.richmond.ca.us/bids . Attachments not listed in the table below do not have a required file format and may be supplied in either the original file format or PDF.

RFP Section Attachment/Document Required File Format
Error! Reference
source not found.

Attachment 10 (Level of Effort) Microsoft Excel (.xls or .xlsx) Error! Reference
source not found.

Error! Reference source not found. Microsoft Excel (.xls or .xlsx) Error! Reference
source not found.

Error! Reference source not found. Microsoft Excel (.xls or .xlsx) D.13 Attachment 13 (Interface List) Microsoft Excel (.xls or .xlsx) D.14 Attachment 14 (Anticipated Conversions) Microsoft Excel (.xls or .xlsx)

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95 Procurement Disclosure Statement for LLC for iMS

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96 Vendor Sanctuary City Compliance Certification for iMS

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97 Exhibit 1 - Sample Contract / Hosting Agreement

Sample iMS Software License and Implementation Agreement:

Software License and Implementation Agreement
THIS SOFTWARE LICENSE AND IMPLEMENTATION AGREEMENT (the "Agreement") BETWEEN:

Intuitive Municipal Solutions, LLC of 600 La Terraza Blvd, Escondido, CA 92025 (the "Vendor")

OF THE FIRST PART
- AND -
The City of Richmond, California of 450 Civic Center Plaza, Richmond, CA 94804 (the "Licensee")

OF THE SECOND PART
BACKGROUND:

The Vendor wishes to license and implement the Vendor’s computer software for the Licensee and the Licensee desires to purchase the software license and implementation under the terms and conditions stated below.

IN CONSIDERATION OF the provisions contained in this Agreement and for other good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree as follows:

Software License

9. Under this Agreement the Vendor grants to the Licensee a perpetual, non -exclusive and non-transferable license (the "License") to use the Intuitive Municipal Solutions Software Suite (the "Software").

10. "Software" includes the executable computer programs and any related printed, electronic, and online documentation and any other files that may accompany the product.

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98 11. Title, copyright, intellectual property rights and distribution rights of the Software remain exclusively with the Vendor. Intellectual property rights include the look and feel of the Software. This Agreement constitutes a license for use only and is not in any way a transfer of ownership rights to the Software.

12. The rights and obligations of this Agreement are personal rights granted to the Licensee only. The Licensee may not transfer or assign any of the rights or obligations granted under this Agreement to any other person or legal entity.

13. The Software may not be modified, reverse-engineered, or de-compiled in any manner through current or future available technologies.

14. Failure to comply with any of the terms under the Software License section will be considered a material breach of this Agreement.

Limitation of Liability

15. The Software is provided by the Vendor and accepted by the Licensee "as is". Liability of the Vendor will be limited to a maximum of the original purchase price of the Software. 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 dis advantage suffered by the Licensee arising out of the use or failure to use the Software.

16. The Vendor makes no warranty expressed or implied regarding the fitness of the Software for a particular purpose or that the Software will be suitable or appropriate for the specific requirements of the Licensee.

17. The Vendor does not warrant that use of the Software 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 th e industry.

Warrants and Representations

18. The Vendor warrants and represents that it is the copyright holder of the Software. The Vendor warrants and represents that granting the license to use this Software is not in violation of any other agreement, copyr ight, or applicable statute.

Implementation Services

19. Under this Agreement the Vendor shall perform the services identified in Exhibit A ("Scope of Work and Payment Schedule").

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99 20. Implementation of the Software is limited to the following functional areas of t he Licensee:
a. Building
b. Land Development
c. Code Compliance
d. Business License (BTR)

21. Implementation of the Software is limited to the following features and/or applications:
a. iMSPermits
b. iMSApprovals
c. iMSEnforce
d. iMSLicenses / iMSRenewals
e. iMSPros
f. iMSLocations
g. Citizen Login
h. Pro Login
i. Anonymous Login
j. Offline Inspection Results
Payment Schedule

22. The payment schedule will be as described in in Exhibit A ("Scope of Work and Payment Schedule").

Acceptance

23. 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 June 30th, 2022.

Termination

24. This Agreement will be terminated, the License forfeited, and all benefits will cease where the Licensee has failed to comply with any of the terms of this Agreement or is in breach of this Agreement.

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Payment on Termination

25. If this Agreement is terminated, the Licensee shall pay the Vendor for all services rendered up to the date of termination.

Force Majeure

26. The Vendor will be free of liability to the Licensee where the Vendor is prevented from executing its obligations under this Agreement in whole or in part due to Force Majeure, such as earthquake, typhoon, flood, fire, and war or any other unforeseen and uncontrollable event where the Vendor has tak en any and all appropriate action to mitigate such an event.

Governing Law

27. The Parties to this Agreement submit to the jurisdiction of the courts of the State of Texas for the enforcement 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 Texas and venue is agreed to be in Central Costa County, California.

Miscellaneous

28. This Agreement can only be modified in writing signed by both the Vendor and th e Licensee.

29. This Agreement does not create or imply any relationship in agency or partnership between the Vendor and the Licensee.

30. Headings are inserted for the convenience of the parties only and are not to be considered when interpreting this Agreement. Words in the singular mean and include the plural and vice versa. Words in the masculine gender include the feminine gender and vice versa. Words in the neuter gender include the masculine gender and the feminine gender and vice versa.

31. If any term, covenant, condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid, void 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.

32. This Agreement contains the entire agreement between the parties. All understandings h ave 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 the parties.

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33. This Agreement and the terms and conditions contained in this Agreement apply to and are binding upon the Vendor's successors and assigns.

Notices

34. All notices to the parties under this Agreement are to be provided at the following addresses, or at such addresses as may be later provided in writing:

Intuitive Municipal Solutions, LLC: 600 La Terraza Blvd, Escondido, CA 92025 The City of Richmond, California of 450 Civic Center Plaza Richmond, CA 94804 Signatures
The individuals signing below represent that they have the authority to sign this Agreement.

City of Richmond, CA

Printed Name

Title

Signature

Date

Intuitive Municipal Solutions, LLC

Vance Bradshaw, President

Signature

Date

Software License and Implementation Agreement
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EXHIBIT A

SCOPE OF WORK AND PAYMENT SCHEDULE

On Site Meetings/Milestones Total
Process Review and Application Meetings TBD
Initial Delivery of Application Workflows TBD
Post-Submittal Workflow Meetings TBD
End User Training TBD
Go-Live Support TBD

NOTE: Meetings held remotely if on-site not possible due to health concerns (i.e., Covid, etc.)

Administrator Training Total
Held Remotely TBD

Output Document Format Number Included
Word Templates: TBD
SSRS Documents/Reports: TBD

NOTE: The expected number of documents recommended here specifically for your project is specifically anticipated based on the scope of your project. The number of both types of documents is a Not To Exceed number and does not carry forward after go-live. Please leverage and use all these prior to final acceptance as there are no carry-forward balances from this portion of the project. There is also flexibility during the project implementation to combine, replace, switch document types as necessary to ensu re 100% satisfaction based on both project team’s needs. The expectation for this number of Output Documents (MS Word Templates and/or SSRS Documents/Reports) is that they will initially (first ½ of your project) be primarily created by the iMS project team with agency personnel training, observing, validating data, etc. In the second ½ of the implementation and to ensure agency personnel receive training on these important aspects, the roles will normally switch, and your team will take the lead, while iMS staff validate and assist as necessary.

Interfaces
Only iMS software and services are included.

No software, licenses, or services from integration partners are included.

Electronic Payment Integration

Electronic Payment Integration (for Cardknox, AMS, US Bank, or Equivalent)

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GIS Integration

ESRI Integration to https:// Map Service Base map and Parcel Layer

Finance Integration

Automated export of transactions received previous day to Financial Software (via Nightly Batch Update)

Electronic Plan Review Software Integration

iMS integration to Bluebeam Studio Prime

Please note that use of this integration requires licensing that the City may not otherwise have. If not available, PDF documents can be exchanged via standard iMS methods.

Document Imaging Integration

Document Management integration via URL (system passes permit number, etc.) Includes nightly export of documents for FTP retrieval if desired

Data Migration
Community Development (CentralSquare’s TRAKiT System)
Migration of Permits, Land Development Records, Code Cases, BTR Records, Contractors, and Parcels from existing TRAKiT system.

Assessor (Parcel and Ownership)
Initial Migration and ongoing update routine for refreshing iMSLocations, if necessary Services Included
• System Installation
• Project Management
• On-Site Meetings
• Software Configuration
• Documents and Reports
• Data Migration
• Interfaces
• Training
• Travel Cost (Flights/Lodging/Meals, etc.)

License and Implementation Payment Schedule
• 25% Contract Signing
• 50% Initial Delivery
• 25% End User Training/Go Live/Acceptance

NOT INCLUDED IN PROPOSAL
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Any Licensing, Integration, Enhancements or Services not explicitly identified above Estimated Project Timeline
Our estimated project timeline provides a high-level overview of the work plan. The iMS Client Success Management (Project Management) team will manage software demonstrations, on-site training, and all the City’s specific system configuration that needs to occur. The iMS team will work closely with the City of Richmond, CA to directly manage the project and its timeline and complete data migration.

The following estimated schedule is provided to demonstrate a typical timeline for a successful project of this scope. A final SOW and schedule will be provided upon contract execution.

Below represents a breakdown of project services by phases, task, or key milestones:

Deliverables and Project Sample
Based on your agency’s RFP, we anticipate that the entire iMS Suite Project will most likely take approximately 40 weeks to successfully complete. A sample project is outlined below. The deliverables and week ly items are also color-coded to quickly help you and stakeholders identify which tasks/milestones will be primarily responsible by iMS, the City of Richmond, CA, 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 provided information and prepare questions

4 (Team) ON-SITE - Process Review and Configuration Meetings

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
(iMS) Create Data Conversion
(iMS) Create Documents

14 (City) Upload updated data sources
(iMS) REMOTE install configured system
iMS Tasks

City of Richmond, FL

Team Tasks

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Week(s) Task(s) / Milestones for Entire Project by Responsible Party 15 (Team) ON-SITE - Review Initial Delivery/Administrator Training

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 Make Changes to Applications, Conversion, and Interfaces (City) Thoroughly test and 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 and 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

36-37 (iMS) REMOTE any final adjustments

38 (City) Upload updated data sources
(iMS) REMOTE install finalized system

39 (Team) ON-SITE - End User Training
40 (Team) ON-SITE - Go Live Support

Scheduling Note(s):

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1. Any City Task items that are not completed on time may result in the remainder of the schedule being moved. In addition, potential cost increase(s) may be incurred by having changes. All changes will be discussed b etween both project teams and mutually agreed upon.

2. Any changes to on-site days/visits within two weeks of scheduled trip may incur additional travel cost(s).

3. The distribution of your anticipated onsite number of days, twenty-five (25) will best be determined within your individual project scope following the initial kick-off call(s) and or Business Process Review (BPR) meetings and agreed upon by both project teams.

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Exhibit 2 – Sample Hosting Agreement

Sample iMS Hosting, Technical Support and Maintenance:

Hosting, Technical Support, and Maintenance Agreement
THIS HOSTING, TECHNICAL SUPPORT, AND MAINTENANCE AGREEMENT (the "Agreement") BETWEEN:

Intuitive Municipal Solutions, LLC of 600 La Terraza Blvd, Escondido, CA 92025 (the "Vendor")

OF THE FIRST PART
- AND -
The City of Richmond, CA
(the "Client")

OF THE SECOND PART
BACKGROUND:

The Vendor wishes to host, support, and maintain computer software to the Client and the Client wishes to purchase the hosting, technical support, and maintenance under the terms and conditions stated below.

IN CONSIDERATION OF the provisions contained in this Agreement and for other good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree as follows:

Hosting, Technical Support, and Maintenance

35. Beginning on Acceptance, and for a period of One Year:
a. The Client will be entitled to hosting services in Microsoft Azure at no additional cost. The Vendor will provide two (2) environments (i.e., a Production, and a Test environment) that include necessary software licenses and capacity to accommodate the Client’s needs under this Agreement. b. The Client will be entitled to maintenance, upgrades, and backups of the hosted environments at no additional cost.

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c. The Client will be entitled to unlimited technical support during iMS 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 Client will be entitled to regular software updates at no additional cost. e. The Client will be notified via email when an update becomes available at no additional cost. If the Client elects not to upgrade, they will not be able to take advantage of features and fixes added in that update.
f. The Client will be entitled to a reasonable number of refreshes upon request per year of their test environment from production at no additional cost.
g. The Client is also entitled to licensing costs for major upgrades that require services at no additional cost. In these cases, covered clients 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.

Hosting, Technical Support, and Maintenance Fee

36. The annual fee for Hosting, Technical Support, and Maintenance is identified in “Licensing, Implementation, Maintenance, and Support Cost Proposal and Estimated Timeline” (the "Scope of Work"), due within 30 days of agreement execution.

Hosting, Technical Support, and Maintenance Automatic Extension

37. The annual fee for Hosting, Technical Support, and Maintenance in subsequent years will receive a 2% increase from the preceding year, and is due within 30 days of the Acceptance date anniversary:

Any gap in payment of the Hosting, Technical Support, and Maintenance fees will terminate this Automatic Extension clause and all Hosting, Technical Support, and Maintenance benefits will immediately cease.

Data Access

38. Client data will be used only to provide Client with the defined services and for purposes compatible with providing those services. Vendor will not use Client data or derived information for any commercial purposes.

Client retains all rights, titles, and interests in and to their data, and Vendor acquires no ri ghts to Client data other than the rights granted to provide the service. Vendor will not disclose Client data except as directed by the Client or as required by law.

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Data Rights Retention

39. Client will have the ability to request a client database backup and copy of Client files at any time during the term of service. In the event of expiration or termination of service, Vendor will make Client data (database backup and attached files) available to download for a period of 90 days after expiration or termina tion of service. At the end of the 90-day retention period, Vendor will delete Client data. Client is solely responsible for the retention or extraction of software provided by Client. Vendor has no liability for the deletion of data as described in this section.

Acceptance

40. All terms, conditions and obligations of this Agreement will be deemed to be accepted by the Client ("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 June 30th, 2022.

Termination

41. This Agreement will be terminated, the License forfeited, and all benefits will cease where the Client has failed to comply with any of the terms of this Agreement or is in breach of this Agreement.

Force Majeure

42. The Vendor will be free of liability to the Client where the Vendor is prevented from executing its obligations under this Agreement in whole or in part due to Force Majeure, such as earthquake, typhoon, flood, fire, and war or any other unforeseen and uncontrollable event where the Vendor has taken any and all appropriate action to mitigate such an event.

Governing Law

43. The Parties to this Agreement submit to the jurisdiction of the courts of the State of Texas for the enforcement 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 Texas and venue is agreed to be in Central Costa County, California.

Miscellaneous

44. This Agreement can only be modified in writing signed by both the Vendor and the Client.

45. This Agreement does not create or imply any relationship in agency or partner ship between the Vendor and the Client.

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46. Headings are inserted for the convenience of the parties only and are not to be considered when interpreting this Agreement. Words in the singular mean and include the plural and vice versa. Words in the masculine ge nder include the feminine gender and vice versa. Words in the neuter gender include the masculine gender and the feminine gender and vice versa.

47. If any term, covenant, condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid, void 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.

48. 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 the parties.

49. This Agreement and the terms and conditions contained in this Agreement apply to and are binding upon the Vendor's successors and assigns.

Notices

50. All notices to the parties under this Agreement are to be provided at the following addresses, or at such addresses as may be later provided in writing:

Intuitive Municipal Solutions, LLC: 600 La Terraza Blvd, Escondido, CA 92025

The City of Richmond, California of 201 Highland Avenue, N, Richmond, FL 33770

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The individuals signing below represent that they have the authority to sign this Agreement.

City of Richmond, California

Printed Name

Title

Signature

Date

Intuitive Municipal Solutions, LLC

Vance Bradshaw, President

Signature

Date

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iMS Point of Contact for RFP and iMS Non-Disclosure

Sincere thanks for the opportunity to present our responses and proposed software solution to The City of Richmond, CA. We appreciate the time your team will require to review our proposal and iMS. Furthermore, we truly hope that you can envision using our software and collaborating with our team on a day-to-day basis. We are genuinely excited by the prospect of welcoming your agency as a customer.

Please feel free to reach out to any one of our team members if you have any questions. For matters related to this RFP specifically, please reach out to your dedicated Senior Account Executive, Scott Christensen.

Scott’s direct contact information is:

Scott Christensen
[email protected]

Office: (747) 222-8822, ext. 707
Mobile: (407) 314-3398

Intuitive Municipal Solutions (iMS)
600 La Terraza Blvd
Escondido, CA 92025

In addition, I personally wish to let you know if I can be of assistance on any matter, please do not hesitate to reach out to me directly.

Thank you again,

Vance Bradshaw
President and CEO of Intuitive Municipal Solutions

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iMS Non-Disclosure Statement

The terms and conditions contained in this iMS response to your RFP, and our corresponding proposal normally expires 60 days from the date of this RPF response, unless renewed, extended, or terminated earlier by written notice from Intuitive Municipal Solutions, LLC. Unless otherwise stated, any applicable taxes are not included and are the sole responsibility of the client. Any modification pricing provided in this proposal is an estimate only. Detailed analysis of your specific requirements is needed prior to providing exact pricing. This proposal is protected by copyright law and contains proprietary and confidential trade secrets belonging to Intuitive Municipal Solutions.

This proposal is furnished and accepted on the express condition that portions of it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Intuitive Municipal Solutions. Those confidential portions include, but are not limited to, pricing and client lists. All such proprietary information is clearly marked for your convenience. Any portions of this proposal that are not marked proprietary or confidential shall be available for public disclosure.

CONFIDENTIAL AND PROPRIETARY
© 2023 All Rights Reserved

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Estimated Vendor Staffing
Indicate Date for Month 1
Month 1 =
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Phase Resource Type Resource
Discovery Phase / Project Kickoff Project Manager Chuck Badger and/or Trenton Seymour Software Install / Technical Meetings Technical Mike Epstein and/or Vance Bradshaw, Jim Williamson Software Install / Technical Meetings Project Manager Chuck Badger and/or Trenton Seymour TRAKiT Database Conversion Technical Mike Epstein and/or Vance Bradshaw, Jim Williamson TRAKiT Database Conversion Project Manager Chuck Badger and/or Trenton Seymour Interface Scoping & Confirmation(s) Project Manager Chuck Badger and/or Trenton Seymour Implementation Including: Project Manager Chuck Badger and/or Trenton Seymour iMS Project Management Project Manager Chuck Badger and/or Trenton Seymour iMS Knowledge Transfer Project Manager Chuck Badger and/or Trenton Seymour iMS System Design Project Manager Chuck Badger and/or Trenton Seymour iMS Build(s) / Configuration(s) Project Manager Chuck Badger and/or Trenton Seymour iMS Testing Project Manager Chuck Badger and/or Trenton Seymour Go Live Support & Sign-Off Project Manager Chuck Badger and/or Trenton Seymour Transfer to iMS Support Team Other Alan Lopez, and Chuck Badger and/or Trenton Seymour Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 August, 2023
Month
Resource/Position
Richmond Attachment_10_Level of Effort_final from iMS 041423 1-Vendor Staffing 1 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 Schedule 2
Estimated City Staffing Levels
Indicate Date for Month 1
Month 1 =
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Phase Resource Type Resource
Discovery Phase / Project Kickoff
Software Install / Technical Meetings
Software Install / Technical Meetings
TRAKiT Database Conversion
TRAKiT Database Conversion
Interface Scoping & Confirmation(s)
Implementation Including:
iMS Project Management
iMS Knowledge Transfer
iMS System Design
iMS Build(s) / Configuration(s)
iMS Testing
Go Live Support & Sign-Off
Transfer to iMS Support Team
Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Month
August
Resource/Position
Richmond Attachment_10_Level of Effort_final from iMS 041423 2-City Staffing 2 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 Schedule 1: Summary
Vendor: Intuitive Municipal Solutions (iMS)
Cost Categories Total Costs Explanation/Notes (if necessary) Project Costs
Software Fees (Schedule 2)
Initial Costs
236,250$
These are the Licensing Fee(s) for the iMS Suite of Products for the City of Richmond. These are one-time license fees for the purchase of a perpetual license with unlimited users for those departments that are in scope for the RFP.

Maintenance Costs -$
SaaS/Hosting Costs (5 Years)
435,143$ Total of all five years with an assumed CPI @ 5% per year. Please see totals in the 2-Software Tab under Comments Section for entire breakdown.

Professional Services (Schedules 3):
366,188$
The Professional Services include all items under our scope; Project Management, BPR, Conversion of Data, etc. This number also include up to the number of onsite visits required and no additional Travel and Expenses (T/E) will be added.

Other Fees (Schedule 4) -$
Total Cost 1,037,581$ Total five (5) year cost for your iMS Investment Richmond Attachment_12_Cost_final from iMS 041423 1-Summary 144 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 Schedule 2: Software Fees
Vendor: Intuitive Municipal Solutions (iMS)
PRODUCT NAME (Only list software
products that would be required in addition
to those listed in the IRFP)

FUNCTION

ACCESS LIMITATIONS
(CONCURRENT USERS, NAMED USERS,

CPU, ENTERPRISE)

QUANTITY
PROPOSED ** INITIAL COST MAINTENACE
COSTS (5 YEARS)

HOSTING /SAAS /

MANAGED
SERVICES (5
YEARS)
The iMS Suite of Products per our
RFP response including the following:
iMS Permits, iMSApprovals,
iMSEnforce, iMSLIcensing and
Renewals, iMSPros and
iMSLocations
All Land Management System
Functionality for Building, Land
Development, Code Compliance
and Enforcement, Business
Licensing and Tax Receipts, State
Contractors, Parcel and Ownership
data as well as Customer
Requests.

Unlimited Licensing with
iMS for all Departments
that are part of the scope
of the RFP / Project.
1 $236,250.00 $435,143.00 Annual Hosting/SaaS Fee for Year is $78,750.00. Assuming a CPI of 5 % per year in years 2-5, the total amount would be $435,143.00.

Year 1 = $78,750.00
Year 2 = $82,688.00
Year 3 = $86,822.00
Year 4 = $91,163.00
Year 5 = $95,721.00
Total 1.00 236,250$ -$ 435,143$ NOTE: ** Include any transaction based quantity assumptions in this column and provide cost supporting transaction assumption in the Initial Cost column.

Richmond Attachment_12_Cost_final from iMS 041423 2-Software 144 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 Schedule 3: Professional Service Fees
Vendor: Intuitive Municipal Solutions (iMS)
PAYMENT # PHASE OF PROJECT DESCRIPTION MILESTONE / DELIVERABLE PAYMENT AMOUNT RETAINAGE COMMENTS

ADD MORE ROWS IF NECESSARY
1 Project Kick-Off 25% of First Installement
Invoiced and Due for Total
Professional Services of
entire project are due at
contract signing.

Contract Signing and Agreed Upon
Project Kick-Off by Both Parties
91,547$ First Installment
2 Phase I - Post Submittal Workflow Meetings 25% of Second Installment Invoiced and Due for Totla
Professional Services of
entire project are due.

Phase I of entire project has been
completed. This usually ties in to the Post
Submittal Workflow meetings between
agency and Intuitive Municipal Solutions
(iMS).
91,547$ Second Installment
3 Phase II 25% of Third Installment is
Due for Total Professional
Services of entire project are
due.

Phase I End User Training 91,547$ Third Installment 4 Project Kick-Off 25% of Fourth and Final
Installment is Due for Total
Professional Services of
entire project.

Phase II End User Training 91,547$ Fourth Installment Total 366,188$
Richmond Attachment_12_Cost_final from iMS 041423 3-Services 144 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 Schedule 4: Other Fees
Vendor: Intuitive Municipal Solutions (iMS)
Description Cost
None
As it relates to the iMS project, we anticipate
no additional costs for the agency.

Total $0
Richmond Attachment_12_Cost_final from iMS 041423 4-Other 144 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
1 Business Tax / Business License Application Process Accepts permit applications online Y 2 Business Tax / Business License Fee Collection
Provide for calculation of standard fees with effective dates using user provided formulas or tables. Y
3 Business Tax / Business License Fee Collection
Track fee collections and receivables, provide for late penalties as appropriate, and generate payment receipts. Y 4 Business Tax / Business License Fee Collection
Provide for the calculation of a fee estimate for printing in a City-defined format. Y
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 041423Land Management CD 1 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
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
6 Business Tax / Business License Fee Collection Provide capability to track an estimate of required fees. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 2 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
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
8 Business Tax / Business License Fee Collection Set variable rates by business type or category. Y 9 Business Tax / Business License Fee Collection Ability to set flat rates based on specific charge codes. Y 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
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 3 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
11 Business Tax / Business License Fee Collection
Set rates by custom capacity fee based on square
footage and usage type. Y
12 Business Tax / Business License Fee Collection Ability to develop custom fee calculations. Y 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
14 Business Tax / Business License Fee Collection
Ability to assess multiple fees including plan check fee and all permit types
Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 4 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
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
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
17 Business Tax / Business License Fee Collection
Allows for pre-payments on deposit for
contractor/realtors.

Y
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
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 5 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
19 Business Tax / Business License Fee Collection Ability to modify fees. Y 20 Business Tax / Business License Fee Collection
Edit and calculate fees by different variables for different permit types (fixed rate, square footage, etc.) Y
21 Business Tax / Business License Fee Collection
Integrates with a cashiering system that allows for fee collection and receipt printing. Y
22 Business Tax / Business License Fee Collection Apply fees electronically to the accounts specified. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 6 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
23 Business Tax / Business License Fee Collection
Assess fees for applications, permits, licenses,
inspections, and penalties. Y
24 Business Tax / Business License Fee Collection Accept fees from the City's central cashiering system. Y 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
26 Business Tax / Business License Fee Collection Ability to open permits and add and re-issue fees. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 7 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
27 Business Tax / Business License Fee Collection
Allow for the collection and tracking of fees for other agencies (state, county) Y
28 Business Tax / Business License Fee Collection Allow for waiver of fees in special condition. Y 29 Business Tax / Business License Fee Collection Allows for the establishment of various fee structures. Y 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
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 8 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
31 Business Tax / Business License Fee Collection
Capability to export transactions to finance (revenue)
module - General Ledger. Y
32 Business Tax / Business License Fee Collection
Capable of calculating estimated fees for permits without creating the permit. Y
33 Business Tax / Business License Fee Collection Record company account information. Y 34 Business Tax / Business License Fee Collection Support future date effective fee structures. Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 9 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
36 Business Tax / Business License Fee Collection
Ability to run mass Business License renewal letters to collect renewal fees Y
37 Business Tax / Business License Fees / Charges
System can calculate standard fees using effective dates and user-provided formulas or tables Y
38 Business Tax / Business License Fees / Charges
System allows City to set variable rates by business type or category Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 10 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
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
40 Business Tax / Business License Fees / Charges
System has the ability to assess multiple fees including plan review fees and all permit types Y
41 Business Tax / Business License Fees / Charges
System allows for pre-payments on deposit for
contractor/developers
Y
42 Business Tax / Business License Fees / Charges System allows for waiver of fees in special conditions Y Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 11 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
43 Business Tax / Business License Fees / Charges
Integrates with a cashiering system that allows for fee collection and receipt printing Y
44 Business Tax / Business License Fees / Charges
Allow for the collection and tracking of fees for other agencies (state, county) Y
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
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
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 12 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
47 Business Tax / Business License General
System utilizes workflow to accommodate the City
business rules for each type of license Y
48 Business Tax / Business License General
System allows for multiple classification codes on the
same business license Y
49 Business Tax / Business License General
System can track businesses that may be exempt from a
certain license type Y
50 Business Tax / Business License General
System allows businesses to apply for and renew
licenses online Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 13 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
51 Business Tax / Business License General
System can create user-defined renewal letters for each type of license Y
52 Business Tax / Business License General
System can generate business license certificate and
user/customer can print certificate from system Y
53 Business Tax / Business License General System tracks delinquent payments for licenses Y 54 Business Tax / Business License General
System defines an expiration date for each business
license issued Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 14 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 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
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
55 Business Tax / Business License General
System workflow to notify appropriate staff that a license is approaching the expiration Y
Richmond_Attachment 11_Requirements_final_completed from iMS 041423Land Management CD 15 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 pated Interfaces
an: Available Responses
Permanent System cannot be replaced by ERP. Permanent interface is required Temporary System must temporarily exist during implementation Go-Away System is replaced
tion: Available Responses
C Configurable Solution
P Customized developed program
port: Available Responses
S Requirement and Feature Supported by Software Developer TPS Requirement and Feature Supported by Third Party
NS Requirement and Feature Not Supported
1 2 3 4 5 6 7 8
NO. Main Application Interface Description Inbound,
Outbound or
Both
Interface
Plan
Type of
Solution
Consultant
Work Effort
(in hours)
Client Work
Effort (in
hours)
In Scope? Included in
Price?
Type of
Support
Comments
1 Munis ERP finacial system Both Permanent P 40 0 Yes Yes S This interface will be via a nightly General Ledger batch iMS creates with the Tyler MUNIS general ledger
account numbers transmitted in summary nightly for
accounting staff to review, edit if necessary, and then update in to MUNIS.
2 Bluebeam software
The ePlanSoft system is used to manage electronic documents to support the electronic plan review process. CAD system for architecture, engineering and construction document
management software
Inbound Permanent P 20 0 Yes Yes S
Bluebeam or ePlanSoft? Either we can integrate to.

Also, Project Dox by Avolve and ePermit Hub are
business partners.
3 ESRI GIS Geospatial/Land/Tax Data Both Permanent P 40 0 Yes Yes S 4 MicroSoft Outlook (Office 365) Workflow, email communication and scheduling Both Permanent P 10 0 Yes Yes S 5 California State Licensing Board (CSLB)
The City desires to leverage the CSLB web service interface to validate the State of California contractor's information such as expiration date, license type, bond information, etc.

Outbound
Permanent P 40 0 Yes Yes S
6 Active Directory (Office 365)
The City leverages Active Directory as the Single-Sign-On system to provide security access to network resources and enterprise systems.

Both Permanent P 15 0 Yes Yes S
7 Tyler Data and Insights Tyler Reporting Outbound
8 State of California - Franchise Tax
Board
Revenue and Taxation Code 19551.1 authorizes the reciprocal exchange of limited confidential data between FTB and
participating cities/counties.

Both
9 Socrata Transparent Richmond Outbound
10 TLO GIS, land information, owner Inbound
11 Parcel Quest GIS, land information, owner Inbound
Vendor Response Section
Richmond_Attachment13_Interface_final for iMS 041423 Sheet1 1 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 Conversions Requirements
1 2 3 4 5
Function Item Type Agree? (Y/N)
Included in Price?
(Y/N)
Estimated Number
of Consulting Hours
Estimated Number
of Client Hours Comments
Property / Parcel Case History All Y Y 24 2
Property / Parcel Parcel History All Y Y 4 2
Code Enforcement Case History All Y Y 16 2
Code Enforcement
Active code cases and history from March
11,2020 - Present. This includes attachments. All Y Y 32 2 Inspection History of Inspection All Y Y 8 2
Plan Review History of mark ups All Y Y 8 2
Plan Review Total number of Plan Check cases All Y Y 8 2 Permitting Total number of Permit cases All Y 32 2
Plan Review Total number of Planning cases All Y 16 2
Total number of other cases - for anything does
not fit the above three categories, including
Code, time tracking, Auxiliary fee templates for
plan check cases, old cases converted from
system All Y Y 8 2
All
Actions: including, counter, plan check and
inspection activities
All Y Y 8 2
All Fees: including plan check and permit cases. All Y Y 2 All
Valuation: including plan check and permit
cases
All Y Y 8 2
Payments Payment History by type (code, permit, etc.) All Y Y 8 2 Business License History of Business Licence All Y Y 16 2 Business License All documents in attachments Y Y 24 2
All
All data, documents, and atttachments in all
TRAKiT modules All Y Y 8 2
Fire
Permits, Plan Reviews, Inspections, Code Cases,
Custom Screen, Custom RFD Reports All Y Y 24 2
ADDITIONAL (Provide Description)
Vendor Response
Richmond_Attachment14_Conversions_final from iMS 041423 Sheet1 1 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

Request for Proposals (RFP)
for an
Land Management Community Development System and
Implementation Services
for

The City of Richmond, California

RFP # 2023-03
Release Date March 16, 2023
Due Date April 14, 2023

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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Table of Contents
SECTION A: RFP INTRODUCTION ............................................................................ 3 A.1 Purpose of the RFP ...................................................................................................................................... 3 A.2 About the City .............................................................................................................................................. 3 A.3 Project Background ..................................................................................................................................... 4 A.4 Notice to Proposers ...................................................................................................................................... 5 A.5 Conditions ..................................................................................................................................................... 5 A.6 City’s Rights Reserved ................................................................................................................................. 6 A.7 Communication Regarding this RFP ......................................................................................................... 6 A.8 Inquiries and Requests for Clarification .................................................................................................... 6 A.9 Procurement Schedule ................................................................................................................................. 7 A.10 Evaluation Criteria .................................................................................................................................... 8 A.11 Proposal Submission Instructions ............................................................................................................. 9 A.12 Organization of Proposal ........................................................................................................................... 9 A.13 Format of Electronic Submission .............................................................................................................. 9 SECTION B: SCOPE OF PROJECT ........................................................................... 10 B.1 Project Scope – Overview .......................................................................................................................... 10 B.2 Project Goals ............................................................................................................................................... 10 B.3 Project Timeline ......................................................................................................................................... 12 B.4 Implementation Approach ......................................................................................................................... 12 B.5 Interfaces ..................................................................................................................................................... 14 B.6 Anticipated Conversion.............................................................................................................................. 15 B.7 Project Staffing ........................................................................................................................................... 15 B.8 Statement of Work ..................................................................................................................................... 16 B.9 Number of Users By Department .............................................................................................................. 16 SECTION C: DETAILED SUBMITTAL REQUIREMENTS ....................................... 18 C.1 Summary and Overall Scope ..................................................................................................................... 18 C.2 Software Proposal ...................................................................................................................................... 19 C.3 Professional Service Proposal.................................................................................................................... 20 C.4 Price Proposal ............................................................................................................................................. 23 SECTION D: ATTACHMENTS .................................................................................. 25 D.1 Attachment 1 (RFP Submittal Checklist)................................................................................................. 25 D.2 Attachment 2 (Signature Page) ................................................................................................................. 26 D.3 Attachment 3 (Proposer Statement) ......................................................................................................... 27 D.4 Attachment 4 (Software Background) ...................................................................................................... 28 D.5 Attachment 5 (Professional Services Background) ................................................................................. 29 D.6 Attachment 6 (Reference Form) ............................................................................................................... 30 D.7 Attachment 7 (SaaS) .................................................................................................................................. 31 D.8 Attachment 8 (Proposed Service Level Agreement) ................................................................................ 32 D.9 Attachment 9 (Software Products) Include all software licenses proposed on the form below providing the following information: .............................................................................................................. 33 D.10 Attachment 10 (Level of Effort) .............................................................................................................. 34 D.11 Attachment 11 (Functional Requirements) ............................................................................................ 34 D.12 Attachment 12 (Cost) ............................................................................................................................... 34 D.13 Attachment 13 (Interface) ....................................................................................................................... 34 D.14 Attachment 14 (Anticipated Conversion) ............................................................................................... 34

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Section A: RFP Introduction

A.1 Purpose of the RFP
With this Request for Proposals (RFP) the City of Richmond, California (the City) desires to purchase or otherwise acquire rights for a land management and community development solution that meets the requirements identified in this RFP. The City requires that any proposal for a software solution also include professional services necessary to implement the system. The City will consider all technology platforms for this procurement. Proposers offering hosted services or software as service (SaaS) systems are encouraged to propose.

A.2 About the City
The City of Richmond has been a city in progress for nearly a century. It currently has a population of 116,448, and Richmond is one of two cities that sits on the shores of San Francisco Bay and San Pablo Bay.

From a struggling settlement to an industrial center, Richmond has a rich history of industries such as Winehaven, Pullman Palace Car Shops, American Radiator, Standard Sanitary Company, and Stauffer Chemical Company. However, Richmond's economy is significantly transitioning from its former heavy industrial character to more high technology ("high tech") and light industrial companies.

Richmond has grown into a friendly community of landscaped parks, recreational facilities, a marina, shopping centers, affordable housing, and planned business and commercial development.

The City provides various municipal services, including public safety (police, fire), community planning and economic development, public works, culture, administrative services, finance, information technology, procurement, and human resources.

The City of Richmond includes the following departments (partial list):

 Mayor’s Office
 City of Attorney
 City Clerk
 City Council
 Community Development
 Community Services
 Economic Development
 Office of Neighbor Safety
 Transportation

 Information Technology
 Finance
 Public Safety
 Richmond Rent Program
 Port Operations
 Human Resources
 Library
 Parks & Recreation
 Public Works

Background Statistics
Background Summary
Population (2020) 116,448
General Fund Budget $206 million
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Approximate Number of Employees (FTE) 570
Fiscal Year July 1-June 30

Description Value
Number of New Business Tax Receipts Issued 973
Number of Business Tax Receipt Renewals 5234
Number of Commercial Permits Issued 618
Number of Residential Permits Issued 2752
Number of Other Permits Issued 3269
Number of Plan Reviews 284
Number of Other Reviews 1352
Number of Inspections 18654
Number of Violations Issued 1467
Number of Cases 1239
Number of Projects 320
Number of Actions 116027
Number of Conditions 1016

A.3 Project Background
The City uses TRAKIT as the primary system for land management and many community development functions. TRAKiT was implemented April 6, 2004 and is the backbone of the city operations. It is used by all departments in the city to report issues and create work orders for other departments. Planning, building, code enforcement, water, waste water, business license, fire, public works, and rental program use TRAKiT to interact with the community.

Moreover, The City faced many challenges using the TRAKIT system, in which document management, self-service functions, integrations, implementation of Measure U tax, and workflow are less optimal for business operations. The lack of standardized processes and system integration requires manual exports and imports for data manipulation and duplicative processes.

The City would like to leverage new technologies and features and, more importantly, improve overall business processes and underlying system integration. Therefore, the City is releasing this RFP to procure a new Land Management Community Development System to replace TRAKIT. Ultimately, the City expects that the software procured through this RFP will interface with multiple systems including its ERP system to allow City staff to work more effectively and efficiently.

Project success will require implementing a modern system, optimizing business processes, and handling the City’s Measure U ordinance, where customers can report gross tax receipts. Additionally, challenges are reporting and accounting for exemptions, deductions, and credits within the current system. The City will also treat project success to allow users with abilities to provide real-time data analytics in the system or connect to the BI software the city currently uses.

The City contracted with the Government Finance Officers Association to provide an initial assessment and recommendations for business process change and project readiness. The RFP requirements in this DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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document represent those efforts, and the City expects to use the Land Management Community Development project to implement those requirements.

Within process review and readiness activities, the City created process improvement teams, commonly referred to as PIT crews. These crews have thoroughly examined, documented, and begun designing improved and future business processes. In addition, the PIT crews have been tasked to review existing policies and procedures and recommend changes before implementation.

Furthermore, the selected vendor will review, define, and redesign business processes based on best practices relating to the City’s requirements and the system functionality.

This Land Management Community Development project goes beyond technology. The City of Richmond considers it a transformative project –involving a change in business processes and project team dynamics. Therefore, communication and collaboration will be essential for the successful implementation of next-generation technology.

The project scope, project goals, and more information about the City is listed in Section B of this RFP.

A.4 Notice to Proposers
Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the City, or legally obligate the proposer to more than it may realize. Information obtained by the proposer from any officer, agent or employee of the City shall not affect the risks or obligations assumed by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any subsequent contract conditions.

Attempts by or on behalf of a proposer to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration. Only the format described in the RFP and the attachments included with this RFP will be accepted as compliant for the submitted proposal.

A.5 Conditions
A.5.1 In the event that all RFP requirements are not met with products and services provided by one firm, proposers are encouraged to partner with another firm to submit a joint proposal.

Failure to meet all requirements will not disqualify a firm. However, the City will evaluate each proposal to determine if its overall fit is in the best interests of the City. In the event, a joint proposal is not submitted to meet the requirements, proposers should provide recommended vendors where they have an existing relationship (e.g., where there is experience integrating the systems).

A.5.2 In the event that multiple firms partner to submit a joint proposal, the proposal must identify one firm as the primary contact. This primary contact will be the primary point of contact throughout the procurement process and will be held responsible for the overall implementation of all partners included in the joint proposal.

A.5.3 Pricing must be submitted on a fixed fee basis upon completion of pre-identified “milestones.” For implementation services under a milestone arrangement, the vendor shall invoice the City when the City has accepted the Services included as requirements for each milestone. The scope of the project, including the milestones, will be defined by the statement of work that describes both functional requirements of the software and business process expectations.

A.5.4 All proposals and any subsequent clarification or response to the City’s questions shall be valid DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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for a minimum of 120 days.

A.6 City’s Rights Reserved
A.6.1 The City reserves the right to select the proposal(s) which in its sole judgment best meets the needs of the City. The City has established an evaluation committee that will make a recommendation to its Land Management Community Development System Steering Committee. The lowest proposed cost will not be the sole criterion for recommending the contract award.

A.6.2 The City reserves the right to award multiple contracts from this RFP.

A.6.3 The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

A.6.4 The City may modify this RFP by issuance of one or more written addenda. Addenda will be posted on the City’s website www.ci.richmond.ca.us/bids A.6.5 The City reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to remove or add functionality (i.e., modules, components, and/or services) until the final contract signing.

A.6.6 This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review. Proposers concerned with release of proprietary or confidential information are encouraged to not submit that information in the proposal.

A.6.7 The City shall not be liable for any pre-contractual expenses incurred by prospective vendors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

A.7 Communication Regarding this RFP
All communication from prospective proposers regarding this RFP must be in writing via the City’s BidsOnline System see section A.8.1of this RFP. Communication by telephone or in person will not be accepted.

Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

A.8 Inquiries and Requests for Clarification
A.8.1 In an effort to maintain fairness in the process, inquiries concerning this procurement, including questions related to technical issues are to be directed electronically through the BidsOnline System on the Q&A tab. Questions over the phone will not be accepted

A.8.2 All questions concerning the RFP must reference the RFP section heading. Questions will be answered and posted to the City’s website in the form of addenda to the RFP. When addenda are issued, all firms that have registered as a proposer will be notified through email.

A.8.3 Inquiries or requests for clarification will be accepted until March 29, 2023.

A.8.4 Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes and withdrawals must be submitted in writing and received by the City prior to the deadline for DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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proposals. After the deadline for proposals, no change in prices or other provisions prejudicial to the interest of the City or fair competition shall be permitted.

A.9 Procurement Schedule
The expected procurement schedule is listed below. The City reserves the right to change the procurement schedule. If significant changes are made, proposers will be notified by the City in the form of an addendum to this RFP, emailed directly to all registered proposers and posted on the City’s website at: www.ci.richmond.ca.us/bids.

Procurement Schedule
March 16, 2023 RFP released
March 23, 2023 Last day to accept questions and requests for clarification on the RFP - 11:30a.m. PDT (Pacific)
March 30, 2023 Answers to submitted questions provided
April 14, 2023 Proposals due – 2:00 p.m. PDT (Pacific)
April 2023 Initial vendor presentations/introductions
May 10, 2023 Proposers elevated and notified for vendor interviews and software demonstrations
End of May 2023 Vendor interviews and software demonstrations (May 23-25) May 26, 2023 Elevate and notify semifinalist (s)
Mid-June 2023 Discovery sessions completed (1-2 days per elevated proposer, if necessary)
End of July 2023 Complete contract negotiations and Statement of Work (SOW) August 2023 Implementation Begins

A.9.1 Prior to the first elevation, vendors will have an opportunity for a short introductory presentation before the City’s evaluation team. Presentations are expected to be 60 minutes in length, conducted remotely, and allow vendors the opportunity to highlight key features of their proposal. The City’s evaluation team will also reserve time to ask questions. Performance from this presentation will be included as part of the first evaluation.

A.9.2 Vendor demonstrations interviews will be conducted preferably in-person and can cover all functional areas listed in this RFP including software or implementation services. The City expects to elevate up to three (3) proposers for interviews. It is recommended that key members of the proposer’s implementation staff proposed for this project be available for these interviews.

The City expects that a portion of the evaluation criteria will focus on the proposed project team and failure to make project team members available could negatively impact proposal evaluations. The agenda and software demonstration scripts will be distributed to proposers that have been short-listed for software demonstrations approximately two to three weeks in advance DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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of the demonstrations.

A.9.3 Discovery sessions will consist of an additional in-person (or remote) meeting with elevated proposers to focus on implementation issues and development of a statement of work (SOW).

After vendor interviews, it is expected the City will elevate either one (1) or two (2) proposers to the Discovery phase. Each elevated proposal team will receive a Request for Clarification (RFC) letter that will ask proposers to clarify any necessary parts of the initial proposal. In addition, the RFC letter will identify a schedule for the on-site Discovery session that will include a detailed discussion of implementation issues. It is the expectation of the City that all key project team members will be available for the on-site Discovery sessions.

A.10 Evaluation Criteria
The City will review all proposals received as part of a documented evaluation process. For each decision point in the process, the City will evaluate proposers according to specific criteria and will then elevate a certain number of proposers to compete in the next level. Proposers not previously elevated may be elevated at a later date.

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best software and implementation approach for the City’s current and future needs based on the information available and the City’s best efforts of determination.

The proposal evaluation criteria, which will be developed by the City prior to opening of proposals, should be viewed as standards that measure how well a proposer’s approach meets the desired requirements and needs of the City. The City expects that evaluation criteria will focus on major risk areas for Land Management Community Development System implementations and include, but not be limited to the following:

 Ability to meet City’s project goals
 Software functionality
 Implementation approach
 Project management
 Understanding of the City’s needs
 Business process expertise
 Past experience with similar organizations and references  Past experience/qualifications of consulting team
 Training
 Deliverables and project documentation
 Compliance with contract terms and conditions
 Responsiveness of proposal
 Performance in vendor interviews and discovery sessions

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list. The City’s evaluation team will then make a recommendation to be approved by the City’s steering committee to elevate proposals for software demonstrations, discovery, and final contract negotiations.

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A.11 Proposal Submission Instructions
A.11.1 Proposers must submit proposals electronically via the City’s secure online bidding system.

Proposers will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. Proposals should be uploaded. Proposers can upload documents via the City’s website: www.ci.richmond.ca.us/bids.

A.11.2 Failure to comply with the requirements of this RFP may result in disqualification. Proposals received subsequent to the time and date specified above will not be considered.

A.11.3 Signature of the proposal by the proposer constitutes acceptance by the proposer of terms, conditions, and requirements set forth herein.

A.11.4 Use Attachment 1 (RFP Submittal Checklist) to ensure that all required documents, forms, and attachments have been completed and submitted as instructed.

In accordance with the California Government Data Practices, data submitted by a business to the City in response to an RFP is not public until the time and date specified in the solicitation that proposals are due. At that time, the name of the responder becomes public. All other data in a response to an RFP is private or nonpublic data until the City has completed negotiating the contract with the selected vendor. After the City has completed the evaluation process, all remaining data submitted by all responders is public, with the exception of trade secret data. “‘Trade secret information’ means government data, including a formula, pattern, compilation, program, device, method, technique or process (1) that was supplied by the affected individual or organization, (2) that is the subject of efforts by the individual or organization that are reasonable under the circumstances to maintain its secrecy, and (3) that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.”

A blanket statement that data submitted as part of a proposal is copyrighted, proprietary, or otherwise protected in insufficient to prevent public access to the data.

A.12 Organization of Proposal
The proposal must be organized into major sections defined in Section C. Any required attachments must be included in the proper section as indicated by the instructions.

A.13 Format of Electronic Submission
Proposers must upload electronic copies of all files to the city website: www.ci.richmond.ca.us/bids.

Attachments not listed in the table below do not have a required file format and may be supplied in either the original file format or PDF.

RFP Section Attachment/Document Required File Format
D.10 Attachment 10 (Level of Effort) Microsoft Excel (.xls or .xlsx) D.11 Attachment 11 (Functional Requirements) Microsoft Excel (.xls or .xlsx) D.12 Attachment 12 (Cost) Microsoft Excel (.xls or .xlsx) D.13 Attachment 13 (Interface List) Microsoft Excel (.xls or .xlsx) D.14 Attachment 14 (Anticipated Conversions) Microsoft Excel (.xls or .xlsx) DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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Section B: Scope of Project

B.1 Project Scope – Overview
The overall project scope for the project is defined in Sections B2. – B4 below. Scope includes software, implementation, project management, and other ongoing services.

Functional Scope
 Permitting
 Licensing
 Plan reviews, including zoning reviews
 Inspections
 Building/property code enforcement / complaint tracking  Land management
 Measure U Business Tax
 Customer Relationship Management
 GIS integration
 Mobility
 Workflow
 Work Orders
 Document Management (Folders and tags for attachments)  Applicant Online Portal
 Conversion of all data from TRAKiT
 Rent Program
 Automated workflows
 User friendly internal reports and queries generation Accepting online and mobile payments  Tamper-proof database with multifactor authentication for editing.

B.2 Project Goals
Within each individual scope category, the City expects to use this project to not only implement software, but also implement significant changes to City policy or business process. The City expects that the chosen vendor understand the City’s goals and provide assistance in guiding the City towards achievement of the following goals.

B.2.1 Permitting: This scope is the ability to execute the critical functions of all the permitting processes necessary for the City of Richmond.

Project Goals:
 Utilize an enterprise-wide Land Management Community Development System for issuing and tracking permits so that data can be accessed easily by staff throughout the organization
 Streamlined (no duplicate) data entry with GIS integration for form generation and signature collections.
 Automatic file tagging for the attachments during upload through pre-defined cascading tag lists and system-generated tags.
 Accept payments for permits online
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B.2.2 Licensing: The City issues several different types of licenses and several different categories.

Project Goals
 Use the system to generate license invoices and renewal notices  Allow and encourage customers to apply for and renew licenses online  Accept payments for licenses online

B.2.3 Plan Reviews: The City would like to utilize functionality within a new Land Management Community Development System to transition away improve plan review processes and electronic workflows. Electronic reviews and automated workflows will allow staff to review things in parallel, rather than in a linear fashion, passing plans from one reviewer to another. In addition, it allows managers to see where a review is in the process and follow-up as needed with applicable staff.

Project Goals:
 Implement electronic workflow for plan reviews
 Notes and comments made by reviewers are stored in the system, so reviewers are able to view them
 Bluebeam integration is a plus.
 Automatic customer updates and process transparency
 Accepts payments for plan review online

B.2.4 Inspections: The City conducts property inspections for building permits and rental licenses.

Inspections are also conducted by the Fire department thus requiring access and interdepartmental work capabilities. The City would like to standardize its processes for conducting building inspections and track them in one enterprise-wide system.

Project Goals:
 Inspection data, including photographs, can easily be shared among inspectors in different departments.
 Mobile app inspection component so field inspection data, including pictures, notes, etc., are saved automatically to the permit record (without the need to scan, download, or upload).
 Light database viewer app optimized for mobile use.
 Inspectors are able to conduct inspections using a mobile device (tablet or smartphone)  Robust reporting and document management capabilities are readily available  Accepts payments for inspections online

B.2.5 Building/Code Enforcement: Several departments, including Fire, Police, Public Works, Building Inspections, and Community Development are responsible for responding to building or property-related complaints and inquiries. The follow-up on these complaints and inquiries is not maintained in a central system that all of the departments can access. The City would like to standardize its code enforcement processes and enable departments to share code enforcement information.

Project Goals:
 Enable better coordination among all departments that play a role in property and building code enforcement
 Enable staff to identify habitual property and building code offenders and collaborate to develop strategies to address such habitual offenders
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 Accepts payments for building/ code enforcement online

B.2.6 Richmond Rent Program: The Rent Program promotes neighborhood and community stability, healthy housing, and affordability for Richmond tenants by regulating Landlord and Tenant matters related to rents and evictions while maintaining a Landlord's right to a fair return.

Project Goals:
 The Rent Program provides an array of services to the community relating to the Rent Ordinance. These services include counseling, mediation, outreach to Tenants and Landlords, administration of the Rent Adjustment Petition Process, community education workshops, and facilitating Richmond Rent Board meetings.  The system will allow for property enrollment that will comply with the Tenancy Registration Form for each tenancy in a Fully Covered Unit.  The system can calculate standard fees using effective dates and user-provided formulas or tables of rental housing fees.
 Accepts payments for rent program

B.2.7 Measure U Tax: The new system must be able to calculate business taxes based on the Measure U Tax table. In this context, fees and tax calculations are based on gross receipts, which requires the new system to apply accurately to the applicant and businesses.

Project Goals:
 System can classify businesses and assess/collect licenses due to the City in accordance with the City's Licensing Ordinances and Measure U
 System is able to set variable rates by business type or category  System can calculate standard fees using effective dates and user-provided formulas or tables
 Measure U Gross Receipts Business Tax | Richmond, CA - Official Website o https://www.ci.richmond.ca.us/66/Business-Licenses
o https://www.ci.richmond.ca.us/DocumentCenter/View/54680/City-of- Richmond-Gross-Receipts-Tax-Ordinance---UPDATED-8-13-2022- PDF?bidId=
 Accept payments online

B.2.8 Customer Relationship Management: The system allows community members and residents to quickly request services, access information, and monitor their status.  Within the system, tasks can quickly be assigned based on request type and geographic boundaries
 The system also ensures service requests are completed and provided with real-time status updates
 Real -time data analytics dashboards & reporting or integration to BI software

B.3 Project Timeline
The City expects to be ready for implementation in the third quarter of 2023. Assuming an August 2023 start, proposers should communicate realistic timelines to both successfully implement the new Land Management Community Development System and to guide the City in achieving its stated goals.

B.4 Implementation Approach
The City understands that each proposer may take a different approach to implementation. However, to better compare different approaches and to ensure that essential components of the implementation are DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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proposed, the City requires that all vendors use the definitions below when describing implementation activities. Similarly, the City will require that vendors provide tasks in their response to meet both the stage requirements and deliverables contained below. When completing responses required in Section C of this RFP, use definitions listed within the section. In the event that proposed activities overlap multiple stages, select the stage that best applies.

B.4.1 Project Management – Vendor 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
B.4.2 Knowledge Transfer – Vendor 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. 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

B.4.3 System Design – Vendor 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 process 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)

B.4.4 Build – After completing design and after the City has made decisions on both business process and system configurations, the City expects that the vendor and City staff will work collaboratively on building the system. All activities related to system configuration, interface development, report creation, or other build tasks should be included in this stage. Specific deliverables expected during this stage include:
 As-built documentation
 Test scripts

B.4.5 Testing – Throughout the process, the City expects to engage in execution of a formal test plan.

The test plan will be developed during the project and include testing approach, roles and 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
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 Testing results

B.4.6 Go Live / Support – At time for go-live, the City expects that the vendor 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)

B.5 Interfaces
Interface requirements have been included in with the functional requirements. Proposers should respond to each functional requirement, including the interface requirements, to identify the proposed scope. Any positive response – “Y” or “Y-ND” is considered to be in-scope and all pricing for the proposed scope included in the submitted milestone pricing. Interfaces to the City’s existing systems are critical to the project success.

Proposers must provide responses to the interface requirements Attachment 13 - Interface List.

Reference Table (Interfaces Requirements Key) below when completing the interface requirements form.

Table
Interface Requirements Key

Item Response Response Description
Interface Plan Permanent

Temporary

Go-Away
Permanent interface, even after the complete
CD solution is installed.

Interface that is only required during
implementation.

Interface that is no longer required because
of the new CD solution.

Type of Solution C
P
Configurable solution
Custom-developed program
Estimated Consultant
Work Effort
Number of Hours Include the number of estimated consulting work hours to complete the interface
implementation based on the City plan.

Estimated Client
Work Effort
Number of Hours Include the number of estimated client work hours to complete the interface
implementation based on the City plan.

In Scope Y/N Indicate with a Yes or No whether the
interface is in scope based upon the City
strategy.

Included in Price Y/N Indicate with a Yes or No whether the interface is included in the price based upon
the City strategy.

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Item Response Response Description
Type of Support S
TPS
NS
Requirement and feature supported by
software developer.

Requirement and feature supported by third
party.

Requirement and feature not supported.

Comments Text Include any comments or assumptions
relevant to the answers above.

B.6 Anticipated Conversion
The City understands the level of effort required to convert data and is interested in all the TRAKiT data into the new system.

Proposers must provide responses to the conversion requirements Attachment 14 - Conversions.

Reference Table (Conversion Requirements Key) below when responding to the conversion requirements.

Table
Conversion Requirements Key

Item Response Response Description
Agree Y/N Proposers should identify whether
or not your firm agrees that this item
is convertible.

Included in Price Y/N If your firm agrees that this item is convertible, indicate with a Yes or
No whether your firm's work effort
to complete the conversion is
included in the pricing schedule.

Estimated Consulting
Hours
Number of Hours Include the number of estimated
consulting work hours to complete
the conversion.

Estimated Client Hours Number of Hours Include the number of estimated client work hours to complete the
conversion.

Comments Text Include any comments or
assumptions relevant to the answers
above.

B.7 Project Staffing
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 identified, but all are expected to participate in the project. The City has identified the following teams for the project:

 Permits
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 Inspections
 Code Enforcement
 Rental Program
 Plan Reviews
 Finance
 Public Safety
 Technical
 Business Licensing
 Public Works

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

B.8 Statement of Work
The City will require the development of a detailed statement of work, including a high-level project plan, prior to contract signing. The statement of work will include and describe at least the following and may include additional items the City deems necessary:

 Project scope
 Project milestones
 Project deliverables
 High level project schedule (listing of phases and go-live dates)  Project resources
 Project roles and responsibilities
 Quality assurance and testing procedures
 Project change control procedures

B.9 Number of Users By Department
It is difficult for the City to envision exactly who will use the system as implementation of the system will result in a major change in the way that the City does business. Proposers should plan however on having all City departments with access to the system for at least a few users to enter transactions. The following user counts expected employees and primary system users within each City department. Proposers should plan to provide sufficient system access for the City to fully implement their desired business processes.

Proposals should include services to complete implementation and any appropriate training services to prepare all City staff for using the system. (Note: Employees are counted in multiple columns).

City Users
Type of User Total Employees
Estimated Number of
Primary System Users
Administration /IT 2 2
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Building 13 13
Code Enforcement 13 13
Engineering 25 25
Finance/Measure U 8 8
Fire 50 50
Planning 18 18
Public Works 39 39
Rent Control 19 19
External Agencies / Consultants 20 20

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Section C: Detailed Submittal Requirements

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. Proposals must address the following questions and contain the following sections.

C.1 Summary and Overall Scope
C.1.1 (Proposal Section 1.0 – Introduction) The introductory material should include a title page with the RFP name, name of the proposer, address, contact information, the date, a Letter of Transmittal, and a Table of Contents. The executive summary should be limited to a brief narrative (less than 3 pages) summarizing the proposal. 1) Complete Attachment 1 (RFP Submittal Checklist)
2) Complete Attachment 2 (Signature Page)
3) Complete Attachment 3 (Proposer Statement)

C.1.2 (Proposal Section 2.0 – Proposer Team) This section of the proposal should identify all firms included in the proposal and any necessary third party products/firms required or recommended for the City.
4) Identify and provide a concise summary of all firms providing software or professional services as part of this proposal
5) Identify all contract documents that would be required if the proposal is identified as finalist
C.1.3 (Proposal Section 3.0 - Functional Requirements) This section describes the software and implementation scope of the overall project and the requirements for each functional area.

Responses to the functional requirements should be completed to identify the capability of the software and the scope of the implementation.

Functional Requirements Responses
Column E: Available Responses
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 Need More Information/Discussion

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6) Complete Attachment 11 (Functional Requirements)
 Failure to provide some requirements or excluding some requirements from scope will NOT eliminate the proposer from contention. The City will evaluate the proposal as a whole including price/value comparisons when evaluating proposals.  The requirements responses submitted will become part of the agreement. Proposers are expected to warrant the delivery and configuration/implementation of all positive responses (every response except “N” and “I”).
 The City will clarify any requirements with the response of “I” during vendor interview. Immediately following software demonstrations, proposers would be expected to re-submit Attachment 11 (Functional Requirements).  For requirement responses other than “N” or “I” proposers must indicate the module or product that is required to meet the requirement.
 For requirement responses other than “N” or “I” proposers must indicate the phase of the project that the functionality will be implemented.  All responses which are marked Y, or Y-ND will be considered to be included in the scope, and the cost proposal and all other information submitted in this proposal should reflect this.
 For functionality that is not currently available and not available for viewing at a demo, but that will be in scope for the project either as generally available features in a future release or as a customization, modification, or enhancement specific for this project, Proposers should indicate a response code of Y-ND and answer column J.

C.2 Software Proposal
(Proposal Section 4.0 – Software Products) This section should provide information on the proposed software scope, and functional description of the software.

7) Complete Attachment 9 (Software Products)
8) Complete Attachment 4 (Software Background) for each software product included in the proposal
9) List and describe all proposed software products that will be delivered as part of the project, including third party products
10) Identify any licenses, hardware, or other products not included in this proposal that would be required to operate any of the proposed solutions contained in this proposal.
11) Describe the technical environment necessary for this software for any products that are to be hosted by the City
12) Identify the security standards maintained in the data center and with the software. Please provide information on certification or audit process for each. 13) Provide information on proposed disaster recovery services.

(Proposal Section 5.0 – Technical Requirements) This section of the proposal should identify any technical requirements for operating the system and describe the key attributes of the vendor’s proposed delivery services.

14) Complete Attachment 7 (SaaS)
15) Complete Attachment 8 (Proposed Service Level Agreement) 16) Describe proposed services for hosting including:

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 Information on the specific hosting services provided  Service desk support services
 User Setup, Authentication and Management processes
 Application support
 Operational support services
 Technology infrastructure services
 Disaster recovery
 Will all products (including third party products) be hosted through the same provider?
 Will the City need to host anything on its servers? If yes, what would be required?
17) Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal.
 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.

C.3 Professional Service Proposal

(Proposal Section 6.0 – Implementation Team) This section should describe the proposed project team including the consultants proposed to provide services for the City.

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  Approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site.
 Major roles and responsibilities for each resource

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 Attachment 10 (Level of Effort) - When completing Attachment 10 (Level of Effort), please refer to definitions found in section B.4 of this RFP.

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(Proposal Section 7.0 – Implementation Approach) This section should describe the proposed implementation plan. Proposers should reference Section B for more information on the project scope, goals, and implementation effort.

22) Provide a detailed plan for implementing the proposed system. This information must include:
 Confirm completion of key tasks and deliverables as defined in section B.4 of this RFP.
 Description of implementation tasks and activities
 Description of key deliverables (and how they relate to the implementation approach and activities).
23) Explain proposed project management services including:
 Role of the vendor project manager
 Use of project collaboration site
 Expected role of the City project manager
 On-Site presence of vendor project manager
 Proposed quality assurance procedures
24) Explain the expected City staffing for the project including:
 Assumed participation in the project (average portion of FTE). This should include all time spent working on the project (including time spent with and without vendor consultants)
 Assumptions about prior skills / competencies of resources 25) Identify proposed data conversions
 Provide information on the scope of the data conversion and the approach for migrating data to the new system
 Identify City role in assisting to convert data
26) Identify interfaces
 Please confirm your understanding of the interfaces included in the scope and identify how you have proposed meeting each requirement

(Proposal Section 8.0 – Implementation Considerations) This section asks additional questions related to some of the unique goals and challenges with the City’s project. The City expects that proposers provide specific responses that take into account the challenge, the proposer’s past experience, and recommendations based on the information that has been presented in the RFP.

1. Onsite Work
o The City has returned to work in the office for the vast majority of City staff and operations. The City will react on a case-by-case basis with regard to Covid-19 protocols (e.g. masks, remote only). The City does not want this implementation to be a remote project, and expects the vendor’s resources to be onsite. The City will be flexible, but having onsite implementation activity is strongly desired.

2. Use of Dashboards / Management Reporting

Please indicate how you will use this project to ensure the City is able to leverage system tools for dashboard reporting and deliver the City a system that can be used by users throughout all departments.

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(Proposal Section 9.0 – Implementation Terms and Conditions) This section asks for proposers to accept key terms and conditions for the project.

27) Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal.
 Key Personnel - The City requires assurances as to the consistency and quality of vendor staffing for its project. Key points of the City’s key personnel provision include: The City shall have the ability to interview and approve key personnel proposed by the vendor and the vendor key personnel may not be removed from the project without the City’s approval.
 Warranty – The Proposer will expressly warrant that all work will be performed by an adequate number of qualified individuals with suitable training, education, and experience and that all work performed and all deliverables, including the system itself will conform to the scope and specifications as stated in the RFP including the functional requirements for a period extending no less than 12 months after final acceptance.
 Ownership of Deliverables – The proposer shall grant to the City ownership of any deliverable or provide an irrevocable license for the City to use the deliverable for its business purposes, including making copies, derivative works, or sharing with representatives from other peer governments.  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.  Vendor’s Insurance. Vendor shall not commence work under the agreement until all insurance required has been provided and approved by City. Such insurance shall be maintained throughout the duration of the contract and evidenced by insurer’s certificates filed with the City. Each such certificate shall name the City as an additional insured.
a. Workers’ Compensation Insurance. The Vendor shall take out and maintain during the life of this agreement Workmen's Compensation Insurance for all of its employees employed at the site of the project, and in case of any work is sublet the Vendor shall require the subcontractor similarly to provide "Workmen's Compensation Insurance" for all of the latter's employees unless such employees are covered by the protection afforded by the Vendor. In case any class of employee engaged in hazardous work under this agreement at the site of the project is not protected under the Workmen's Compensation Insurance Statute, the Vendor shall provide, and shall cause each subcontractor to provide adequate insurance coverage for the protection of his employees not otherwise protected.
b. Commercial General Liability Insurance (CGL). The Vendor shall take out and maintain during the duration of this agreement Commercial General DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

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Liability Insurance in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit.
c. Automobile Insurance. Vendor shall take out and maintain during the duration of the agreement automobile public liability insurance including hired and non-owned auto in an amount not less than $2 Million combined single limit or equivalent. The limits of coverage may be provided by coverage of $1 Million combined single limit together with excess or “umbrella” coverage of $ 1 Million combined single limit. d. Technology Errors and Omissions (Tech E&O) Insurance. The Vendor is required to maintain Technology Errors and Omissions (Tech E&O) Insurance which shall be sufficiently broad to respond to the duties and obligations undertaken by the Vendor in the agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, cloud computing, extortion and network security. The coverage shall provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses. Insurance minimum limits are as follows: $2,000,000 – per occurrence and $2,000,000 – per aggregate.

C.4 Price Proposal
(Proposal Section 10.0) - Proposers should submit price proposals using the format provided in Attachment 12 (Cost) to this RFP.
28) Complete and submit Attachment 12 (Cost)
 All pricing must be submitted as fixed by milestone. Costs listed as “to-be- determined” or “estimated” will not be scored.
 Identify major milestones as part of the project. It is required that costs will be invoiced upon completion of major milestones. Please provide a schedule of all payments necessary to complete the proposed scope.  All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable and/or task. Proposers are required to fill in deliverables and tasks under the provided headers (project initial knowledge transfer, process analysis/system design, system build, testing, training, and closure) Additional detail may be provided to further explain deliverable/task costs.
 Proposers should include all software modules and state any limitations on module use. If no limitations are listed, the City will consider that pricing is based on full enterprise wide access for the City.
 Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing (including travel) must be a fixed fee or included in the implementation milestones.

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Section D: Attachments

D.1 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)

C.1 Summary and Overall Scope
C.1.1 Introduction
Complete Attachment 1 (RFP Submittal Checklist)
Complete Attachment 2 (Signature Page)
Complete Attachment 3 (Proposer Statement)
C.1.2 Proposer Team
C.1.3 Functional Requirements
Complete Attachment 11 (Functional Requirements)
C.2 Software Proposal
Complete Attachment 4 (Software Background) for each software product included in the proposal

Complete Attachment 7 (SaaS)
Complete Attachment 8 (Proposed Service Level Agreement) Complete Attachment 9 (Software Products)
C.3 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 Attachment 10 (Level of Effort) - When completing Attachment 10 (Level of Effort), please refer to definitions found in section B.4 of this RFP.

C.4 Price Proposal
Complete and submit Attachment 12 (Cost)
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D.2 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: _______________________________________________________________ Address: ______________________________________________________________________ City: ___________________________State:_______________ Zip:________________

Authorized Representative (print):________________________ Title: _____________________

Authorized Signature: ____________________________ Date: __________________________

Contact Information:

Name: ________________________________________________________________________ Title: ________________________________________________________________________

Address: ______________________________________________________________________ City: ___________________________State:_______________ Zip: ______________________

Email: ____________________________________
Phone: ____________________________________
Cell Phone: ____________________________________
Fax: ____________________________________

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D.3 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

________________________________________

PRINTED NAME OF AUTHORIZED AGENT (TITLE)

________________________________________________ _________________________

SIGNATURE OF AUTHORIZED AGENT DATE

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D.4 Attachment 4 (Software Background)
Complete one form for each firm included in the proposal.

Software Background
Software Product Name:

Firm Providing Software:

Software History:

Current Version of the Software:

Date of Release for Current Version:

Date of First Release of Software:

Identify any Precursor Software Products or
Alternate Names for Software
Current Version
What Were Top Five Enhancements in Current
Version of the Software
1 2
3 4
5 How as Software Changed Over Previous Three
(3) Years Attach additional pages if necessary
Biggest Limitation of Current Software
Third Party Products:

List any Third-Party Products embedded in the
Software
List any Third-Party Products Recommended for
Use along with the Software

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D.5 Attachment 5 (Professional Services Background)
Complete one form for each firm included in the proposal.

Proposer Background
Company Name:

Location of corporate headquarters:

Firm History
Years of Experience Providing Land
Management Community Development System
Implementation

Previous Names / Successor Firms
Current/Recent Projects
List up to five (5) current or recent projects that
provided relevant experience
In the past, what has been your firm’s target
market
What is primary lesson learned from recent
projects you have adjusted for the City
Size
Number of current (new) implementation clients
Number of current upgrade clients
Number of ongoing support clients
Number of other clients
Consulting Team
Size of consulting team
Average tenure with firm
Source of recent hires (Where do you recruit for
consultants?)
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 Role Project
Manager
Consultant Consultant Consultant Consultant
Resource Name Name Name Name Name
City of A X X X
City of B X X
City of C X
City D X
City E X X

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D.6 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:

Project Manager/Contact: Title:

Phone: E-mail:

Software Program/Version:

Summary of Project:

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_______ No________ If yes, hosting provider_______________

IMPLEMENTATION INFORMATION

Project Duration:

Initial Go-Live:

Describe Role on Project:

Project Challenges:

Major Accomplishments:

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D.7 Attachment 7 (SaaS)
*Attach additional pages if necessary
SaaS

Data Center
Where are data centers located?
Are any third party providers used to deliver
PaaS or IaaS services? If so, please list.

How many environments are proposed?
Availability
Provide historical availability for data center
for past six months.

Month Total
Minutes/Hours
in Month
Downtime Scheduled
Maintenance
Other
Downtime
Total
Downtime
%
Availability

Updates
How often is solution updated?
How much advance notice are customers
provided for new updates?

How long do customers have to test new
update?

Authentication
Does the system support SSO or LDAP?
Information Security
Protections provided for data breach? Please
include information on notification process,
remedy, and indemnification provided.

Disentanglement
Can customer data be exported in non-
proprietary format?

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D.8 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)

System Response
(Performance)

Issue Response Time
Issue Resolution Time
Recovery Point Objective
(RPO)

Recovery Time Objective
(RTO)

System Data Restore
Implementation of System
Patches

Notification of Security
Breach

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

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

REQUEST FOR PROPOSALS

LAND MANAGEMENT COMMUNITY DEVELOPMENT SYSTEM
PAGE 33 OF 34

CITY OF RICHMOND, CA

D.9 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

For each major software product, please answer the following questions:

Requirement Response Comment
System Features
System accessible on mobile device
System provides app for use on mobile device
System requires download of any software on device
Security Information
System provides role based security
System provides role based security connection to
position file (assigning employee to position allows
employee to inherit roles of the position)

Data Entry
System allows for user-defined fields
System provides audit trail for entered and modified
information

System allows masking data upon entry (sensitive
fields)

System allows designating mandatory fields
System allows data to be encrypted

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

REQUEST FOR PROPOSALS

LAND MANAGEMENT COMMUNITY DEVELOPMENT SYSTEM
PAGE 34 OF 34

CITY OF RICHMOND, CA

D.10 Attachment 10 (Level of Effort)
(See Separate Excel Spreadsheet)

D.11 Attachment 11 (Functional Requirements)
(See Separate Excel Spreadsheet)

D.12 Attachment 12 (Cost)
(See Separate Excel Spreadsheet)

D.13 Attachment 13 (Interface)
(See Separate Excel Spreadsheet)

D.14 Attachment 14 (Anticipated Conversion)
(See Separate Excel Spreadsheet)
DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2 DocuSign Envelope ID: CB5CBB26-A815-49AF-82DB-CE91512C30F2

Richmond City CouncilMarch 3, 2026

Richmond City Council
March 3, 2026