Mayor and City Council
November 20, 2024

PDF Page 32 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1245 Robust Data Security with Microsoft Azure
Rest assured with our robust data security measures, including 24/7/365 onsite security, multi-factor authentication, ongoing vulnerability scans, adherence to data encryption standards, redundant middle-tier application servers, and annual, thorough penetration testing. Accela's partnership with Microsoft Azure ensures world-class data hosting and security.

Exhibit 14: Accela and Microsoft Azure – better together Scalable and Expert Support
Benefit from load-balanced web services to meet user demands, multiple environments for testing, and scalable resources tailored to your needs. Reduce your IT labor with Accela handling server OS and application patches/upgrades. Our dedicated Customer Support team members are experts in Accela's solutions, ensuring a seamless experience for your organization.

RFP F-23-78
San Bernardino, CA
Land Management System Page 33 of 67
PDF Page 33 of 164
©2023 Accela, Inc. All rights reserved.

Packet Page. 1246
Hardware Requirements
Please provide all hardware specifications, including servers, workstations, and other equipment. Include estimated costs (if applicable) in Section 5 (Appendices G-1 and G-2).

We have provided Appendices G-1 and G-2 in Section 5, Appendix, as well as a separate attachment.

Integration/Interface Capabilities
The City is expecting to expand its integration and interfaces with key systems. Please describe any current capabilities, partnerships, or future considerations for the following types of applications/systems. See Appendix H.

The Civic Platform can be extended easily through solutions that are built on the Accela Civic Platform Customization framework as well as custom applications/interfaces built on the Construct APIs. This proposal includes turn-key and custom-developed integrations.

In regards to electronic plan submittals, the ePermitHub Digital Plan Room provides a single platform solution with the Accela Civic Platform. The integration goes beyond a traditional system interface as it is deeply embedded within the Civic Platform creating a seamless user and customer experience in both the back office and the citizen portal and enabling system administrators to streamline support operations. The ePermitHub Digital Plan Room provides accurate and efficient submittal management through robust self-service digital signature validation checks, file validation to ensure documents submitted are usable, automated sheet versioning enabling digital slip sheeting for re-submittals, and document requirements checklists to enhance the quality of customer submissions.

We have provided Appendix H in Section 5, Appendix, as well as a separate attachment.

Cost Considerations
The proposal should include all costs associated with training, implementation, hardware specifications, interface estimates, file conversion assistance, custom modification estimates, annual maintenance, and support.

Initial one-time costs for hardware (if applicable), implementation, training, software licensing, travel, and related costs, etc., must be included with the price proposal. See electronic price proposal form Section 5 (Appendices G1 and G2).

Recurring annual costs should be described in the proposal, clearly stating what is included (e.g., application upgrades, state and/or federal reporting requirements, hours of support, etc.) in Section 5 (Appendices G1, G2, and H).

The objective of all vendors responding to this RFP is to provide all necessary pricing without any hidden or unexpected costs.

Accela and Gray Quarter have provided Appendices G1, G2 and H in Section 5, Appendix, as well as a separate attachment.

San Bernardino, CA RFP F-23-78
Land Management System Page 34 of 67
PDF Page 34 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1247 Our price is based on the scope, approach, resource estimates, deliverables, and assumptions defined in this response to the City’s RFP. If the City removes scope or makes changes to component pricing, we shall review those elements to determine appropriate adjustments to the estimates provided in this response.

As the detailed project design progresses, we will work with the City to further define and estimate any customizations/extensions and other custom-coded components as well as prioritize work in these areas. Any resulting scope changes will be managed through the established change control procedure for the project.

Our annual SaaS price includes the Accela Civic Applications, as well as Mobile, GIS, and Accela Citizen Access.

Additional recurring costs are broken out as follows:
• Recurring Annual Maintenance/Support – Interfaces:

Customer Internet Payments: Offered as a payment adapter integration with an annual subscription inclusive of maintenance
Electronic Plan Submittal – ePermitHub software is represented here and described above Inspections – Gray Quarter Rapid Scheduler will create a seamless interface between citizens and the ease of scheduling an inspection
Electronic Content Management System – Gray Quarter Laserfiche Management is a standard interface that is subscription-based
Electronic Signature – Gray Quarter eSignature integrates the City’s DocuSign license with Accela’s solution to create a seamless user experience
• Citizen Portal Annual Maintenance
Gray Quarter Wizard is a permitting wizard with a decision tree architecture that routes the citizen to the correct destination based on a series of filtering questions around permitting and licensing needs Exhibit 8: Gray Quarter Wizard deployment on Citizen Access Portal to enhance first impression optics with Citizens of the City
San Bernardino, CA RFP F-23-78
Land Management System Page 35 of 67
PDF Page 35 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1248 Our best-in-class Implementation Methodology focuses on a build-it-once strategy centered around long-term sustainability and supportability. The one-time cost of $2,378,400 completes all requirements as written. An opportunity exists in downstream conversations to leverage engineering efficiencies and standardization where appropriate to maximize cost mechanics.

Mobile Field Computing
Please describe your solution's mobile field computing options, including full application access through wireless VPN connectivity (i.e., no vendor software required), mobile field application for use with laptops, or mobile field applications with use of tablets (e.g., iPads, Surface, etc.) Accela offers mobile capabilities for iOS, Windows, and Android-based mobile devices to bring processing to the field through our cloud-based solutions. With Accela Mobile, City field personnel perform inspections and investigations using their mobile device. This includes the following:
• Resulting inspections
• Capturing evidence by attaching photos and videos
• Inserting comments using comment controls that allow ad hoc, as well as standard, favorite, and recent comments • Using extensive checklist functionality to add comments or documents, fill out custom fields or tables, and score and result inspections
• Creating, rescheduling, and reassigning inspections
• Creating records to log new violations and other violations • Viewing and updating record and inspection conditions • Viewing jobs on a map and navigating to a job location • Communicating with record contacts via email, phone, and text and the ability to edit contact information or add new contacts
Job List
The job list displays inspections and records based on data filters that can be customized to show the user what is most relevant based on the needs of their role. Users can drill into specific items from the job list to view details and make updates. Items in the job list can be ordered based on various parameters or manually set in the desired order by the user.
• Job lists can be configurable for the solution, department, user group, or user • Allow users to quickly filter jobs by many different types of criteria, including inspections for the week, annual inspections coming up, today’s complaints, or by status or severity • Users can switch between filters throughout the day as their needs change. For instance, if one inspector finishes assigned work for the day, he or she can switch filters and help other team members finish their inspections.

San Bernardino, CA RFP F-23-78
Land Management System Page 36 of 67
PDF Page 36 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1249 Packet Page. 1250
Inspections
With Accela Mobile, users can complete inspections on their device. Building, fire, health, and civic code enforcement inspections can be scheduled, and rescheduled, resulted from Accela Mobile. Checklists can be used to allow the user to perform a step-by-step assessment of the codes and regulations established by government agencies. Inspections can be accessed from the Job List, as well as from search results or from the record or permit with which the inspection is associated.

Records
Accela Mobile allows users to create and update Records in the field from their mobile device. Records can be created by selecting a location from the map or manually entering an address. New and existing records can also be updated from the app, including the following:
• Adding document attachments, such as
photos and video
• Adding or updating record contacts
• Updating agency-specific record information
in custom forms or tables
• Viewing and updating record conditions
• Viewing fees and payments associated with a
record
• Updating costs and parts associated with work
orders
• Viewing related records and setting relationships
between records
• Updating workflow tasks associated with a record
Work Offline
Accela Mobile lets you work with records and inspections in offline mode, allowing you to download job lists, records, documents, contacts, forms, tables, and workflows to your device for use offline in the field. If a data connection is not available when updating an inspection, the app will queue updates to be sent later when you initiate a sync.

GIS
Accela Mobile lets field staff use Accela GIS to search for records on a specific property within a community or neighborhood. Users can also take advantage of the following capabilities:
• Select which map layers are displayed to show zoning, parcel, and other information relevant to a specific task • Navigate from one inspection or record location to the next using the current location and driving directions • Edit and update assets
• View proposed locations on a property for specific applications, such as burn permits or septic tanks San Bernardino, CA RFP F-23-78
Land Management System Page 37 of 67
PDF Page 37 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1251 Packet Page. 1252
Telephone and Other Support
Please describe all support services available from your company in Section 5 (Appendix B). Specifically, address the following issues:
• Normal hours of availability
Accela’s Customer Support Department, a live technical support facility, is available in English to identified Authorized Customer Contacts from 4 a.m. until 6 p.m. Pacific Standard Time Monday through Friday, excluding Accela’s observed holidays.

We provide one or more email addresses to which a customer may submit routine or non-critical support requests 24 hours a day, which Accela will address during our regular business hours. • Website support information
We provide a 24x7 online support portal. To submit cases, log in to https://success.accela.com, navigate to "Submit a case," and click "Submit.”
Our online, searchable knowledge base is available 24/7 and provides information on our supported products and solutions. We likewise host a robust online community that is supported by our customers, partners, and Accela personnel.
• Online chat
Accela uses an online ticketing support experience.

Ticketing Support: Accela will provide access to a ticketing system, which will be available twenty-four (24) hours per day, seven (7) days per week. A qualified support specialist shall use commercially reasonable efforts to answer questions and resolve problems regarding the Subscription Service from 4 a.m. until 6 p.m.

Pacific Standard Time, Monday through Friday, excluding Accela’s observed holidays. • Remote system access capabilities
We provide remote assistance via a mutually acceptable remote communication method when required to resolve a maintenance request properly.
• Access via toll-free 800 number
We’ll provide designated City contacts with a toll-free number.

San Bernardino, CA RFP F-23-78
Land Management System Page 38 of 67
PDF Page 38 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1253 • Costs
As per our standard agreement, Accela's yearly subscription includes Standard Support. • Quality assurance program(s)
Accela’s Product Management team is constantly monitoring and analyzing both the product and processes used to support that product. As we find any inefficiencies or areas for improvement in the processes we leverage, we fold those improvements into our process improvement sprints. Process improvement sprints run in parallel to our product development sprints and as we roll out improvements, we can leverage those in the next available cycle.
• Other support services
California Accela online user group: Today we have over 350+ Accela super users who connect daily on all things Accela, permitting, and process. Agencies leverage this online community to ask questions, collaborate on problems, and drive project results.
• Service-Level Agreements (SLA) – Response time (by priority or severity levels), escalation processes, and other metrics
The Customer Support team receives incident reports and tracks them until they are resolved. A Customer Support representative is assigned to each incident and communicates its progress at critical milestones using our incident tracking system. We use a standardized incident handling process for all customer incident reports. The incident handling process includes the following:
• A customer’s Authorized Support Contacts report incidents to Accela Customer Support by phone, email, or Accela’s online Customer Success portal.
• All reported incidents are recorded in Accela’s incident tracking system. • Customers receive an email notifying them of the associated case number. • Incident severity is assigned to the case based on the definitions in the table in Exhibit 2.

The incident handling and escalation process follows this path:
• Initiation: Information provided to Accela Customer Support is entered into Accela’s tracking system. The incident is given an identification number and assigned to a Customer Support Representative.

For Requests for Information: The Customer Support representative provides the requested information and closes the incident.

For Usage Questions: The Customer Support representative explains to the customer how to accomplish the task in question. The incident is then closed.

For Software Issues: After confirming that the issue is not related to usage, the Customer Support representative performs an issue analysis to determine the cause of the incident.

San Bernardino, CA RFP F-23-78
Land Management System Page 39 of 67
PDF Page 39 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1254 For Enhancements: The Customer Support representative gathers information about the requested enhancement. If the issue is confirmed as an enhancement, the customer is advised to create an IDEA on Accela’s Customer Success Community. The incident is then closed.

For Service Requests: The Customer Support representative communicates and escalates the request to the appropriate Accela Account Executive.
• Analysis: Once a software issue is reported, the Customer Support representative attempts to replicate, analyze, research, and diagnose the cause of the issue. The customer may be asked to provide additional information, screenshots, or files to demonstrate the issue. • Escalation: If the Customer Support representative cannot resolve the issue, it is escalated and additional resources are engaged to help resolve the issue.

Escalation to Sales: Incidents are escalated to our Sales team when custom services are requested. The Sales representative coordinates with the relevant team to determine feasibility and prepare a cost estimate for the requested service. These teams may include Accela’s Services team or Accela’s Partners.

Upon customer approval, a purchase order is generated and the appropriate team provides the requested enhancement or service.

Escalation to Product and Engineering: Escalation to Accela’s Product and Engineering teams occurs when a modification to the existing ecosystem is required. After an initial evaluation, the Product and Engineering Teams provide an estimated completion date. Our Quality Assurance staff evaluates each service pack or workaround before it is deployed to the Customer. • Resolution: Once a solution is identified, and before closing the incident, the customer is asked to review and test the proposed solution. Resolved incidents are then closed.

Client Testing / Acceptance
Resolution times vary. Resolutions can take many forms: a workaround, code update, user training, or other solutions. If a workaround is provided, Customer Support documents the workaround in the support case and works to provide assistance or clarification as needed. Once resolved, the incident is closed; otherwise, the incident is escalated to Accela’s Product and Engineering teams.

Customer Support strives to confirm that a solution meets a customer’s needs before closing a case. Once a case is closed, customers can complete a survey to rate their satisfaction with the service they received. All surveys are reviewed by Customer Support management. Once a solution is confirmed to fix the problem, it is closed and no longer tracked by Customer Support. Customer Support can reopen a closed incident if the issue needs further attention.

Incident Severity, Response, and Resolution
As incidents are reported to the Customer Support team, incident severity is assessed and assigned based on the criteria in Exhibit 16. Reported incidents are triaged based on their impact on business operations and the severity of other reported issues. Resources are assigned to issues based on their severity.

Exhibit 15: Error Classification Definitions
Severity Level Description
Level 1 Supported Product is non-functional or seriously affected and there is no reasonable workaround available (e.g. business is halted).

San Bernardino, CA RFP F-23-78
Land Management System Page 40 of 67
PDF Page 40 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1255 Packet Page. 1256
Severity Level Description
Level 2 Supported Product is affected and there is no workaround available or the workaround is impractical (e.g. Supported Product response is very slow, and day-today operations continue but are impacted by the workaround).

Level 3 Supported Product is non-functional; however, a convenient workaround exists (e.g. non-critical feature is unavailable or requires additional user intervention).

Level 4 Supported Product works, but there is a minor problem (e.g. incorrect label, or cosmetic defect).

We use commercially reasonable efforts to respond to each case within the applicable response time described in Exhibit 17.

Exhibit 16: Target Initial Response Time by Case Severity Severity Level Target Initial Response Time*
1 1 day
2 3 days
3 5 days
4 7 days
*Initial response times include M‐F, 4 a.m. to 6 p.m. PT, excluding weekends and holidays. Severity Level 1 and 2 cases must be submitted via telephone as described above. Severity Level 1 and 2 target initial response times do not apply to cases submitted via email or electronically via the Accela Success Community.

Packet Page. 1257
San Bernardino, CA RFP F-23-78
Land Management System Page 41 of 67
PDF Page 41 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1258 Implementation Methodology
Please describe your implementation methodology with milestones and timeframe. Include a preliminary implementation schedule for all applications, including the required time for system and application training, program testing, and conversion. Please include how you expect to sequence the installation of the various applications or application groupings.

Agile Methodology-Driven: Gray Quarter employs an agile methodology with Implementation. They assign a project manager to lead the effort and the combined project team. The project manager will be assigned for the duration of the project and will manage the Gray Quarter resources to adequately address sprint needs and issues, minimizing project staffing changes, and optimizing skill sets.

Exhibit 17: Gray Quarter Implementation Methodology
Build The Backlog: They collect information on your requirements during a Sprint 0 initiative, where they work with your team to identify and document individual work items into the backlog. During Sprint 0, they will be working to understand more details about your requirements. Gray Quarter aims to build collaborative relationships with your agency's subject matter experts.

Development Sprints: Once the backlog has been built, they work with City resources to prioritize the backlog into 4-week development sprints.

Monitor and Maintain: At the end of the sprint, any completed epics or features ready for release could potentially be released into the production environment and transitioned to support. They can support phased go-live strategies and sequence according to City business use case priority or one go-live.

San Bernardino, CA RFP F-23-78
Land Management System Page 42 of 67
PDF Page 42 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1259 Packet Page. 1260
Exhibit 18: Typical Sprint Activities
*For illustrative purposes only
Project Milestone Description: The below are the most common project milestones where Gray Quarter will partner with the City Project Management Office to determine cadence, stakeholder approval, and iterative governance structure.
• Project Initiation: This milestone involves forming the project team, defining project goals, and establishing the initial product backlog. The product backlog contains a prioritized list of features, user stories, and requirements. • Sprint Planning: At the beginning of each sprint, the team holds a planning meeting to select user stories from the product backlog and determine the work to be done during the sprint. The team estimates the effort required for each user story and creates a sprint backlog. • Sprint Execution: This milestone encompasses the development activities within each sprint. The team works on the selected user stories, focusing on delivering a potentially shippable increment of the software at the end of the sprint. Daily stand-up meetings are conducted to discuss progress, address challenges, and plan the work for the day.
• Sprint Review: At the end of each sprint, a review meeting is held to demonstrate the completed functionality to stakeholders. The team gathers feedback, identifies areas for improvement, and updates the product backlog based on the feedback received.
• Sprint Retrospective: Following the sprint review, the team holds a retrospective meeting to reflect on the sprint process and identify opportunities for improvement. Lessons learned from the sprint are discussed, and actions are defined to enhance future sprints.
• Release Planning: This milestone involves planning the release of a software increment to the production environment. The team considers the prioritized backlog items, evaluates their readiness, and determines the scope of the next release based on stakeholder priorities and project constraints.

San Bernardino, CA RFP F-23-78
Land Management System Page 43 of 67
PDF Page 43 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1261 Packet Page. 1262
• User Acceptance Testing: During this milestone, the software increment is tested by end-users or user representatives to ensure it meets the required functionality and user needs. Feedback from user acceptance testing is collected and used to refine the product backlog. • Iterative Development and Releases: Agile projects typically involve multiple iterations or sprints, where the team iteratively develops and releases software increments. Each sprint follows a similar pattern of planning, execution, review, and retrospective until the project goals are achieved. • Continuous Integration and Delivery: Agile projects often emphasize continuous integration and delivery practices, where software changes are frequently integrated, tested, and deployed to the production environment. This milestone ensures that the software is continually available and adaptable to evolving user needs.

Exhibit 19: Sample Project Schedule
Conversion Costs
The City anticipates electronic data conversions, depending on cost. Please include an estimated range of costs for data conversions for each application, if available, and a description of data that would be typically converted. Costs for proposed data conversion are to be included (Section 5, Appendix I).

Gray Quarter will mutually agree with the City on what records to convert. The development of all Civic Platform data conversion/migration programs requires that the City provide properly formatted and cleansed source data in an MS-SQL database.

With the assistance of the City, data will be mapped and converted utilizing Accela’s Extract, Translate, and Load (“ETL”) toolset. This will assist to ensure the accuracy of the mapping. The data mapping tool ensures that the legacy source to Accela solution is accurate and prevents data from failing to convert, while the execution tool can be used to consistently run the conversion process and track statistics.

Historical/Legacy data conversion includes the conversion of attached documents into Accela Document Services (“ADS”) in Accela or the Document Management system chosen by the City, provided the City provides the documents in the structure Accela requires. The documents will be converted to the configured primary electronic document management system (EDMS).

San Bernardino, CA RFP F-23-78
Land Management System Page 44 of 67
PDF Page 44 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1263 Gray Quarter will perform the following activities to complete the data conversion of all legacy data:
• Work with City technical staff and subject matter experts to map the legacy data fields to Accela core fields and custom fields or custom lists.
• Review required data conversion documentation to ensure proper data field mapping to have complete accurate data conversion mappings.
• Develop and test the data conversion/migration programs to load/migrate data from the in-scope data sources into the Accela Civic Platform application.
• Validate that the mapping of converted/migrated data into the Civic Platform meets the specification.

The team will evaluate each data source to determine if the Accela conversion tools are best suited to convert the data source or if the standard Accela APIs can be leveraged to convert the data source.

Considerations for API Conversions
• Suited well for smaller record counts (less than 5,000 records). • Leverages JSON object to import data.
• The API will validate business logic (Application submit after, Workflow submit after, etc.) and allow the converted data to mimic more of how it would be handled when entered by hand.

Training and Education
Please describe your consulting and training options, including classroom (on-site and off-site), online (group and selfpaced), training videos, and manuals. Include training for all required staff and users. Include ongoing training and user support group training options. Please refer to Appendices G1 and G2 to provide the pricing for this service.

Training Plan for Licensing and Permitting Software at Gray Quarter.

1. Assessment of Training Needs:
• Identify the target audience: Determine the specific teams or individuals who will be using the licensing and permitting software.
• Assess the current skill levels: Understand the existing knowledge and skills of the users regarding software usage and related processes.

2. Define Training Objectives:
• Clearly outline the goals and objectives of the training program. • Align objectives with the City's overall strategy and the specific benefits expected from using the software.

3. Training Content:
• Deliver standard training materials, including manuals, guides, and multimedia resources. • Discuss and review how the content covers all aspects of licensing and permitting processes for the City.

San Bernardino, CA RFP F-23-78
Land Management System Page 45 of 67
PDF Page 45 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1264

4. Training Delivery Methods:
• Choose appropriate training methods based on the nature of the content and the learning preferences of the participants.
• Options include in-person workshops, online courses, video tutorials, and hands-on exercises.

5. Training Schedule:
• Develop a training schedule that accommodates the availability of participants. • Consider providing both initial training sessions and ongoing refresher courses.

6. Instructor Selection and Training:
• If applicable, select qualified instructors with expertise in both the software and the specific licensing and permitting processes.
• Provide instructors with training on effective teaching methods and the unique aspects of the software

7. Hands-on Training and Simulations:
• Incorporate hands-on exercises and simulations to allow participants to practice using the software in a controlled environment.
 The City will identify realistic scenarios that mimic the actual licensing and permitting workflows.

8. Feedback Mechanism:
• Establish a feedback system to gather input from participants regarding the training program. • Use feedback to continuously improve the training content and delivery methods.

9. Documentation and Knowledge Base:
• Guide City on how to find comprehensive documentation and knowledge base for the software, including FAQs and troubleshooting guides.
 Make these resources easily accessible to users for self-help.

10. Assessment and Certification:
• Implement assessments to evaluate participants' understanding of the software. • Consider providing certifications for the successful completion of the training program.

11. Ongoing Support:
• Establish a system for ongoing support, including a helpdesk and regular updates to training materials. • Ensure that users have access to resources to address any challenges they encounter post-training.

12. Monitoring and Evaluation:
• Regularly monitor the effectiveness of the training program through key performance indicators (KPIs). • Evaluate the impact of the software on licensing and permitting processes within the City

13. Continuous Improvement:
• Use feedback, performance data, and evolving software features to continuously improve the training program.

San Bernardino, CA RFP F-23-78
Land Management System Page 46 of 67
PDF Page 46 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1265 Packet Page. 1266
By following these steps, Gray Quarter and the City can create a comprehensive and effective training plan for licensing and permitting software, ensuring that employees are well-equipped to leverage the software for efficient and compliant operations.

Project Management
The City will provide a designated project manager and expects the vendor to do the same. Please include recommended vendor project management costs (Section 5, Appendices G1 and G2) in the proposal and describe, in detail, services to be provided. The City reserves the right to accept or reject changes in vendor project management personnel.

Gray Quarter’s Project Manager will provide a single point of contact for the City.

For this project, Gray Quarter will develop a Communication Management Plan with City stakeholders that provides directives on how critical project information is exchanged with the client, project team, and stakeholders. Project success depends on communicating the correct information to the appropriate stakeholders, using clear and relevant language that resonates with the audience from project initiation to post-deployment/close-out.

The Communication Management Plan document will provide a roadmap that will direct the project in the topics outlined below:
• Communication guidelines
• Project Manager responsibilities
• City management responsibilities
• Meeting and scheduling standards
• Progress report standards
• Status meeting schedule
• Oversight meeting schedule
• Communication types
• Status report
• Risk and issue report
• Walkthroughs on the progress of each workflow
prototype when they are 30% and 60% complete
• Deployment report
• Retrospective report
• Weekly status update calls with City Technical
Leads, Departmental Leads, and Business
Process Leads
In addition, the Project Manager will facilitate and lead Executive Steering Committees monthly designed to be attended by City sponsors and decision-makers. Gray Quarter believes while risk cannot be exclusively eliminated, success is defined by establishing a risk mitigation charter, a clear understanding of communication guidelines, and open lines of communication between IT and the Business representatives of the City San Bernardino, CA RFP F-23-78
Land Management System Page 47 of 67
PDF Page 47 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1267 Packet Page. 1268
Subcontractor and Third-Party Relationships
Please describe any subcontractor relationships and/or third-party providers that will be used for this implementation.

NOTE: If a vendor chooses to partner with a third‐party vendor to address some requirements, this must be clearly stated in the response. Be specific when describing applications and the third‐party vendor‐solution provider. Third‐ party vendors will be required to demonstrate their portion of the application solution along with all other required information being provided by the prime vendor.

We propose Gray Quarter provide professional services for the City’s project. We can offer the following contract flexibility.
• Option one: Two contracts. One with Accela Software, and one with Gray Quarter Services and Interface Technologies.
• Option two: A single contract. Gray Quarter can offer a single contract to the City (Services, Interfaces and Accela Software)
Customer Implementation Responsibilities
Please describe and/or provide a list of the typical customers' implementation responsibilities.

City Resources: The following assumptions have been made about the City’s role/staffing as well as key third-party staff:
• The City will identify and assign a Project Manager, a Product Owner, and appropriate subject matter experts that will be a part of the Implementation team.
• The City’s Implementation team will be expected to attend the daily standups and all other meetings conducted during the Sprint
• The City is responsible for any third-party relationships and assisting Gray Quarter and Accela in gathering any information needed from third parties such as API information or setting up meetings with their party representatives
• The hours will vary by role. Below is a list of roles and estimated levels of effort per week. The LOE will vary from week to week depending on the phase of the implementation Exhibit 20: City Project Resources
Role Responsibility
Estimated
Hours Per
Week
Project
Sponsor
• The final escalation point and executive support of the project • Ensure the best interests of the City are represented • Stay informed of major project decisions and activities • Assist with the escalation of critical issues
• Ensure the City has adequate resources and time allocated to the project 2 San Bernardino, CA RFP F-23-78
Land Management System Page 48 of 67
PDF Page 48 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1269 Role Responsibility
Estimated
Hours Per
Week
Project
Manager
• Work closely with Accela Project Manager to manage, track, and facilitate all project activities including:
• Planning, scheduling, and tracking activities
• Ensure that tasks are completed on time per project schedule • Coordinate and ensure appropriate City resources are engaged as necessary • Overall coordination, communication, and status updates to Sponsor 16 Product
Owner
• Represents the best interests of the City and makes all decisions related to product configuration/direction. They collaborate with the Implementation team and are responsible for maintaining the Product backlog of user stories, which is the total of the remaining work to be completed. • Explain the product backlog items, prioritize the work items, assign the user stories to the implementation team, and ensure that the product backlog is easily understandable and transparent.
• Clearly define what is included and what the goal is for each Sprint. • Own and maintain the product backlog, adding, updating, and removing user stories as needed and ensuring fit within Sprint schedules. 20-30
Subject
Matter
Experts
• Work with the Product Owner to drive user stories to completion including defining requirements and acceptance criteria, unit and end-to-end testing, and approving assigned user story functionality each Sprint. 5-20
IT • Assist as needed with on-premise software, 3rd party relationships, integration, and data migration analysis and testing.
5-20
Sample User and Technical Manuals & Other Documentation Please provide sample pages for the following:
• Sample Application User Manual
• Sample Application User Online Documentation
• Sample Technical User Manual
• Sample Technical User Online Documentation
• Sample Training Syllabus
• Sample Section of a Detailed Implementation Project Schedule Included in your Civic Platform subscription is access to the Accela Success Community. Success Community is a public-facing portal that contains the robust Civic Platform User Guide (both the manual and online documentation) with all its contents as well as a public forum to ask questions on a variety of topics to Accela subject matter experts within the company and within its customer base. Exhibit 22 is an example of the Civic Platform User Guide Table of Contents:

San Bernardino, CA RFP F-23-78
Land Management System Page 49 of 67
PDF Page 49 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1270 Exhibit 21: Sample Civic Platform User Guide Table of Contents The Accela Success Community in conjunction with the Accela U learning system includes hundreds of forums, canned videos, best practices from Accela and other agencies, as well as the below example of a Power Administrator Guide.

San Bernardino, CA RFP F-23-78
Land Management System Page 50 of 67
PDF Page 50 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1271 Exhibit 22: Sample Administrator Guide Table of Contents RFP F-23-78
San Bernardino, CA
Land Management System Page 51 of 67
©2023 Accela, Inc. All rights reserved. PDF Page 51 of 164 Packet Page. 1272
Exhibit 24 is a sample Project Schedule. A complete project schedule will be jointly aligned as one of the initial steps of the project kickoff.

Exhibit 23: Sample Project Schedule
Packet Page. 1273
Vendor/Reseller Information
Please provide all information related to your company as requested in RFP Section 5 (Appendices). In addition, specifically address the following issues:
• Describe your research-and-development approach and process. • If you are a software reseller/partner, please provide the same company, customer demographics, and reference information for your specific company, in addition to the software vendor's information (see Section 5, Appendices B, C, D, and E).
• If your proposed solution belongs to a parent/consolidation company, only provide customer base figures and references for the proposed solution (see Section 5, Appendices D and E).

We have provided our responses to Appendices B, C, D and E in RFP Section 5, Appendices, as well as a separate attachment.

Technology Direction
Please describe short-, medium-, and long-term directions regarding major changes in architecture, database, platforms, languages, etc.

Accela maintains a high-level product roadmap that provides strategic direction for all aspects of our solutions.

The roadmap is shaped in large part by customer feedback, and priorities may shift over time to meet the demands of changing needs and regulatory environments. Due to this, the roadmap may change at any time at Accela’s sole discretion, and we make no assurances as to if and when specific functionality will be provided beyond that which is available at the time of contract signing.

Accela provides customers with two major releases per year, one in the Spring and a second in the Fall. We also have service pack updates monthly. This frequency allows for continuous enhancements which often increase functionality, security, performance, and usability for customers as soon as possible.

Our updates generally include the following products:
• The Civic Platform
• Accela GIS
• Accela Mobile
• Accela Citizen Access
• Accela Insights
• Accela Civic Applications (pre-configured solutions)
• Also may impact our Construct APIs, forms design, and other aspects of the system In recent releases, we have focused on important aspects such as:
• Ensuring customers get the most value out of their data with solutions such as Accela Insights and Enhanced Reporting Database
San Bernardino, CA RFP F-23-78
Land Management System Page 52 of 67
PDF Page 52 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1274 Packet Page. 1275
• Enabling agencies to offer citizens the most engaging and intuitive interfaces with Premium Citizen Experience • Improved ways to configure and maintain the system with new admin tools such as Configuration Manager Accela also enhances the functionality of our Civic Applications, with more pre-built, and domain-specific permit and license types, reports, workflows, forms, checklists, notifications, and other elements to shorten implementation time and effort.

Accela publishes its 18-month roadmap every six months and conducts customer webinars in those same intervals to share the updated roadmap and answer customer questions.

Vendor Financial Information
Short-listed vendors may be required to provide copies of your organization's last three (3) years of audited financial statements, including any pending litigation, in a confidential manner to the City. Please do not send financial statements with your proposal.

Accela has been a leader in the government software space for more than 40 years and enjoys long-standing relationships with approximately 600 clients around the globe. As a privately-held (non-publicly traded) corporation, and per our longstanding corporate policies, Accela does not make public disclosures of our financial records or general fiscal condition. Thus, we are unable to provide documented financial data to the City for this RFP.

However, Accela voluntarily submits to a confidential (not subject to any open records request) annual audit of its financial statements. Our most recent audit was performed by Grant Thornton, a premier accounting company, and they issued an unqualified opinion on Accela’s audited financial statements.

Furthermore, Accela has the backing of strong capital partners recently closing a new strategic investment in 2023. Accela is owned by Francisco Partners, a global investment company with over 20 years of history investing in over 400 technology companies, and by Berkshire Partners, a private equity firm with a strong record of success over 30 years and over $100 billion in total enterprise value.

Finally, though we are unable to provide the documented financial data in our response, upon execution of a non-disclosure agreement Accela’s Chief Financial Officer is available to review audited financial information with the City staff members via a video conference call.

User Groups
Provide information regarding organized user groups, including frequency and location of user group meetings. Also, indicate who conducts the meetings and who is responsible for establishing meeting agendas. Please also describe a local (state or regional) user groups or meetings.

The Southern California Accela user group discusses products, and trends and shares experiences to improve the use of their Accela products. The user group connects online and in person, yearly. The next in-person user group is in April 2024. We expect to have 150+ people across 50+ jurisdictions. It will be all user presentations. This year, the main presentations will include online customer experience, analytics and reporting, virtual inspection, hiring talent in 2024, resource deployment, Artificial Intelligence (AI), and governance.

San Bernardino, CA RFP F-23-78
Land Management System Page 53 of 67
PDF Page 53 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1276 Most meetings and product updates are coordinated around new releases and provide the user group members with information about the release, product demonstrations, and product issues that have been addressed since the last release and new product enhancements based on feedback from the general user community. Accela posts all user group events on the Events section of the Accela website at https://www.accela.com/events-list/, and can also access additional customer forums and discussions in Accela’s Success Community.

Exhibit 24: Example of Northern California User Group Presentations San Bernardino, CA RFP F-23-78
Land Management System Page 54 of 67
PDF Page 54 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1277 References and User Base
Please provide references for a minimum of ten (10) completed projects of similar scope and nature to the City, preferably within the same region and within the last three (3) years.

A reference worksheet is provided in Section 5 (Appendix E).

Please provide the total number of customers (software provider and reseller, if applicable) for the applications according to the demographic request worksheet provided in Section 5 (Appendix D).

If your proposed solution belongs to a parent/consolidation company, only provide customer base figures and references for the proposed solution (see Section 5, Appendices D and E).

Additionally, please provide an organization-name list of all active customers within the state of California. Contact information is not necessary.

Lastly, please provide the number of new customers (original go-lives) implementing the proposed applications in each of the last three (3) years.

We have provided our references and user base information in Appendices D and E in Section 5, Appendix, as well as a separate attachment.

While Accela does not provide client lists in a proposal, we would be happy to discuss them with the City during the evaluation.

Gray Quarter, Inc. has been involved with 68 Accela implementations in the last three years within the proposed Accela Land Management solution. Gray Quarter, Inc. has developed and refined the Implementation Methodology, Project Management, and City Resource needs described here as a result of this broad client exposure.

Exhibit 25: Gray Quarter California Client List
Client Name Client Name Client Name Client Name
City and County of San
Francisco
Sonoma County City of Santa Clara Santa Clara County
City of Oakland Ventura County City of Palo Alto City of Santa Monica City of Lancaster City of Rancho
Cucamonga
City of Ontario Solano County
City of Santa Barbara Santa Barbara County CAL Fire Kern County City of Berkeley City of Eastvale City of Roseville City of Moreno Valley
San Bernardino, CA RFP F-23-78
Land Management System Page 55 of 67
PDF Page 55 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1278 Packet Page. 1279
Client Name Client Name Client Name Client Name
City of Santa Clarita City of Jurupa Valley City of Huntington Beach
City of Torrance
City of Stockton Napa County City of Los Angeles State of CA City of Perris Menlo Park Fire District
Packet Page. 1280
San Bernardino, CA RFP F-23-78
Land Management System Page 56 of 67
PDF Page 56 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1281 Accela welcomes the opportunity to discuss, in good faith, the governing contractual terms during the negotiations portion of this procurement process. Our negotiation approach is to seek a fair and balanced contractual arrangement reflecting an appropriate allocation of risk, duties, and responsibilities between the parties. Accela anticipates that any final contractual terms between the parties will incorporate key elements of Accela’s terms and conditions to allow for the provision of high-quality performance by Accela.

Notwithstanding anything to the contrary in the solicitation documents: (1) Accela does not agree to any solicitation document standard terms without negotiation and/or all exceptions provided by Accela to be included, and (2) all third-party products included by Accela in its solicitation response require the originator of the solicitation to agree in writing to third-party license terms. Accela’s relevant sample agreement is herein attached at the end of this section.

Thank you for your consideration. Accela looks forward to a constructive and positive discussion.

Detailed Proposal and Contractual Requirements
San Bernardino, CA RFP F-23-78
Land Management System Page 57 of 67
PDF Page 57 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1282

ACCELA SUBSCRIPTION SERVICES AGREEMENT
This Accela Subscription Services Agreement (this “Agreement”) is entered into as of the date of the applicable Order, as defined below, that incorporates these terms (the “Effective Date”) by and between Accela, Inc. and the entity identified in such Order (“Customer”).

1. DEFINITIONS.

1.1 "Accela System" means the information technology infrastructure used by or on behalf of Accela in performing the Subscriptions Services, including all computers, software (including but not limited to Accela Software), hardware, databases, electronic systems (including database management systems), and networks, whether operated directly by Accela or its third party suppliers.

1.2 "Aggregate Data" means data and information related to Customer's use of the Subscription Services, including anonymized analysis of all data processed in the Subscription Services, that is used by Accela in an aggregate and anonymized manner, including compiling statistical and performance information related to the provision and operation of the Services.

1.3 "Authorized User" means one named employee, contractor or agent of Customer (each identified by a unique email address) for whom Customer has purchased a subscription to the Subscription Services and who is authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this Agreement.

1.4 “Consulting Services” means packaged or time and materials consulting, review, training or other services (but excluding Subscription and Support Services) delivered by Accela to Customer pursuant an Order. The current Consulting Services Policy is available at www.accela.com/terms/.

1.5 “Customer Data” means the content, materials, and data that Customer, Authorized Users, and External Users enter into the Subscription Services. Customer Data does not include any component of the Subscription Services, material provided by or on behalf of Accela, or Aggregate Data.

1.6 “Documentation” means the then-current technical and functional user documentation in any form made generally available by Accela for the Subscription Services.

1.7 “External Users” means third party users of the Subscription Services that access the public-facing interfaces of the Subscription Services to submit queries and requests to facilitate communications between such third party and Customer.

1.8 “Intellectual Property Rights” means any patent rights (including, without limitation, patent applications and disclosures), copyrights, trade secrets, know-how, and any other intellectual property rights, in all cases whether or not registered or registrable and recognized in any country or jurisdiction in the world.

1.9 “Order” means an Accela order form or other mutually acceptable document fully executed between Customer and Accela that incorporates this Agreement. 20201023
PDF Page 58 of 164
Packet Page. 1283

1.10 “Service Availability Policy” means the Service Availability and Security Policy located at www.accela.com/terms/.

1.11 “Subscription Services” means the civic administration services, comprised of the Accela System, Software, and Support Services, to which Customer may license access to in accordance with the terms herein.

1.12 “Software” means any licensed software (including client software for Authorized Users’ devices) and Documentation that Accela uses or makes available as part of the Subscription Services.

1.13 “Support Services” means those technical and help services provided by Accela in accordance with the Software Support Services Policies (SaaS) located at www.accela.com/terms/.

1.14 “Subscription Period” means the duration of Customer’s authorized use of the Subscription Services as designated in the Order.

2. USAGE AND ACCESS RIGHTS.

2.1 Right to Access. Subject to the terms and conditions of this Agreement, Accela hereby grants to Customer a limited, non-exclusive, non-transferable right and license during the Subscription Period, to permit: (i) Authorized Users to access and use the internal and administrative interfaces of the Subscription Services in accordance with the Documentation to support Customer’s internal business purposes and (ii) its External Users the ability to access and use the publicly available interfaces to submit requests and information to Customer. Each instance of the Subscription Service shall be provisioned with the amount of storage set forth in the Order and additional storage may be purchased at the then-current rates.

2.2 Support Services & Service Availability. During the Subscription Period, Accela shall provide to Customer the Support Services specified in the Order and shall make all commercially reasonable efforts to attain the service levels specified in the applicable policies. The remedies set forth in the Support Services and Service Availability Policy are the sole and exclusive remedies for any breach of the service levels. Customer grants Accela a royalty-free, worldwide, transferable, sub- licensable, irrevocable, perpetual license to use or incorporate into its software or services any suggestions or other feedback provided by Customer or Authorized Users relating to the operation or features of the Subscription Services.

2.3 Purchasing Consulting Services. Customer may purchase Consulting Services from Accela by executing an Order for such services. All prices are exclusive of travel and expenses, which will be invoiced at actual cost, without markup, and will comply with the Consulting Services Policy located at www.accela.com/terms/ or as otherwise agreed in the applicable Order. If applicable, one Consulting Services day shall be equal to eight (8) hours.

2.4 Restrictions on Use. Customer shall not, and shall not permit others to: (i) use or access the Subscription Services in any manner except as expressly permitted by the Agreement, including but not limited to, in a manner that circumvents contractual usage restrictions set forth in this Agreement; (ii) license, sub-license, sell, re-sell, rent, lease, transfer, distribute, time share or otherwise make any portion of the Subscription Services available for access by third parties except as otherwise expressly provided herein; (iii) use the Subscription Service in a way that: (a) violates or infringes upon the rights 20201023
PDF Page 59 of 164
Packet Page. 1284
of a third party; or (b) stores or transmits libelous, tortious, or otherwise unlawful material or malicious code or viruses; (iv) create derivative works, reverse engineer, decompile, disassemble, copy, or otherwise attempt to derive source code or other trade secrets from or about any of the Subscription Services (except to and only to the extent such rights are proscribed by law); (v) interfere with or disrupt the security, integrity, operation, or performance of the Subscription Services; (vi) access, use, or provide access or use to the Subscription Services or Documentation for the purposes of competitive analysis or the development, provision, or use of a competing software, SaaS or product or any other purpose that is to Accela’s detriment or commercial disadvantage; (vii) provide access to the Subscription Services to competitors of Accela; (viii) access or use components of the Subscription Service not licensed by Customer; (ix) use or allow the use of the Subscription Services by anyone located in, under the control of, or that is a national or resident of a U.S. embargoed country or territory or by a prohibited end user under Export Control Laws (as defined in Section 12.3, Compliance with Laws); (x) remove, delete, alter or obscure any trademarks, Documentation, warranties, or disclaimers, or any copyright, trademark, patent or other intellectual property or proprietary rights notices from any Subscription Services; or (xi) access or use the Subscription Services in, or in association with, the design, construction, maintenance, or operation of any hazardous environments, systems or applications, any safety response systems or other safety-critical applications, or any other use or application in which the use or failure of the Subscription Services could lead to personal injury or severe physical or property damage.

2.5 Ownership. Accela retains all Intellectual Property Rights, including all rights, title and license to the Subscription Service, Software, Accela System, Support Services, Consulting Services, and Aggregate Data, any related work product of the foregoing and all derivative works thereof by whomever produced; provided however, that to the extent such materials are delivered to Customer as part of the Subscription Services, Consulting Services or Support Services then Customer shall receive a limited license consistent with the terms of Section 2 to use such materials during the Subscription Period.

2.6 Customer’s Responsibilities. Customer will: (i) be responsible for meeting Accela’s applicable minimum system requirements for use of the Subscription Services set forth in the Documentation; (ii) be responsible for Authorized Users’ compliance with this Agreement and for any other activity (whether or not authorized by Customer) occurring under Customer’s account; (iii) be solely responsible for the accuracy, quality, integrity and legality of Customer Data; (iv) use commercially reasonable efforts to prevent unauthorized access to or use of the Subscription Services and Customer Data under its account, and notify Accela promptly of any such unauthorized access or use, and; (v) use the Subscription Services only in accordance with the applicable Documentation, laws and government regulations.

3. PAYMENT TERMS.

3.1 Purchases Directly from Accela. Except as otherwise set forth in an Order, Subscription fees shall be invoiced annually in advance and such fees shall be due and payable on the first day of the Subscription and on each anniversary thereafter for each renewal, if any. All other invoices shall be due and payable net thirty (30) from the date of the applicable invoice. All amounts payable to Accela under this Agreement shall be paid by Customer in full without any setoff, deduction, debit, or withholding for any reason. Any late payments shall be subject to an additional charge of the lesser of 1.5% per month or the maximum permitted by law. All Subscription Services fees are exclusive of any taxes, levies, duties, 20201023
PDF Page 60 of 164
Packet Page. 1285
withholding or similar governmental assessments of any nature (collectively, "Taxes"). If any such Taxes are owed or payable for such transactions, they shall be paid separately by Customer without set-off to the fees due Accela.

3.2 Purchases from Authorized Resellers. In the event that Customer has purchased any products or services through a reseller, subject to these terms, any separate payment arrangements and terms shall be exclusively through such reseller and Accela is not a party to such transactions. Accela’s sole obligations are set forth herein and Customer acknowledges that its rights hereunder may be terminated for non-payment to such third party.

4. CONFIDENTIALITY. As used herein, "Confidential Information" means all confidential information disclosed by a one party to this Agreement to the other party of this Agreement whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. However, Confidential Information will not include any information that: (i) is or becomes generally known to the public without breach of any obligation owed to the disclosing party; (ii) was known to the receiving party prior to its disclosure without breach of any obligation owed to the disclosing party; (iii) is received without restriction from a third party without breach of any obligation owed to the disclosing party; or (iv) was independently developed by the receiving party. Each party will use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) not to disclose or use any Confidential Information except as permitted herein, and will limit access to Confidential Information to those of its employees, contractors and agents who need such access for purposes consistent with this Agreement and who are bound to protect such Confidential Information consistent with this Agreement. The receiving party may disclose Confidential Information if it is compelled by law to do so, provided the receiving party gives the disclosing party prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the disclosing party's request and cost, to contest, limit, or protect the disclosure.

5. CUSTOMER DATA.

5.1 Ownership. Customer reserves all its rights, title, and interest in and to the Customer Data. No rights are granted to Accela hereunder with respect to the Customer Data, except as otherwise set forth explicitly in Section 5.

5.2 Usage. Customer shall be responsible for Customer Data as entered in to, applied or used in the Subscription Services. Customer acknowledges that Accela generally does not have access to and cannot retrieve lost Customer Data. Customer grants to Accela the non-exclusive right to process Customer Data (including personal data) for the sole purpose of and only to the extent necessary for Accela: (i) to provide the Subscription Services; (ii) to verify Customer’s compliance with the restrictions set forth in Section 2.4 (Restrictions on Use) if Accela has a reasonable belief of Customer’s non-compliance; and (iii) as otherwise set forth in this Agreement. Accela may utilize the information concerning Customer’s use of the Subscription Services (excluding any use of Customer’s Confidential Information) to improve Subscription Services, to provide Customer with reports on its use of the Subscription Services, and to compile aggregate statistics and usage patterns by customers using the Subscription Services.

5.3 Use of Aggregate Data. Customer agrees that Accela may collect, use and disclose Aggregate Data derived from the use of the Subscription Services for industry analysis, benchmarking, analytics, 20201023
PDF Page 61 of 164
Packet Page. 1286
marketing and other business purposes. All Aggregate Data collected, used and disclosed will be in aggregate form only and will not identify Customer, its Authorized Users or any third parties utilizing the Subscription Services.

6. WARRANTIES AND DISCLAIMERS.

6.1 Subscription Services Warranty. During the Subscription Period, Accela warrants that Subscription Services shall perform materially in accordance with the applicable Documentation. As Customer’s sole and exclusive remedy and Accela’s entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to: (a) repair the Subscription Services in question; (b) replace the Subscription Services in question with those of substantially similar functionality; or (c), after making all commercially reasonable attempts to do the foregoing, terminate the applicable Subscription Services and refund all unused, prepaid fees paid by Customer for such non-compliant Subscription Services.

6.2 Consulting Services Warranty. For ninety (90) days from the applicable delivery, Accela warrants that Consulting Services shall be performed in a professional and workmanlike manner. As Customer’s sole and exclusive remedy and Accela’s entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to (a) re-perform the Consulting Services in a compliant manner; or, after making all commercially reasonable attempts to do the foregoing, (b) refund the fees paid for the non-compliant Consulting Services.

6.3. Disclaimers. EXCEPT AS EXPRESSLY PROVIDED HEREIN, ACCELA MAKES NO WARRANTY OF ANY

KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND SPECIFICALLY DISCLAIMS ALL

IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, SECURITY, FITNESS

FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

6.4. Cannabis-Related Activities. If Customer purchases any Subscription Services for use with any cannabis-related activities, the following additional disclaimers shall apply: Accela is considered a software service provider to its customers and not a cannabis related business or agent thereof. In addition to the foregoing, Accela only retains Subscription Services fees of this Agreement from its Customer for general software services, a state or local government agency, and does not retain these fees from any type of External Users. It is the sole responsibility of the Customer to offer state law compliant services, which may be coordinated and facilitated through the use of the Subscription Services. Accela makes no representations, promises, or warranties with respect to the legality, suitability, or otherwise regarding any third party provider, including partners, and have no responsibility or liability with respect to services provided to Customer by such third parties.

7. INDEMNIFICATION. Accela will defend (or at Accela’s option, settle) any third party claim, suit or action brought against Customer to the extent that it is based upon a claim that the Subscription Services, as furnished by Accela hereunder, infringes or misappropriates the Intellectual Property Rights of any third party, and will pay any costs, damages and reasonable attorneys’ fees attributable to such claim that are finally awarded against Customer, provided that Customer provides: (a) Accela notice of such claim as soon practical and in no event later than would reasonably permit Accela to respond to such claim, (b) reasonable cooperation to Accela, at Accela’s expense, in the defense and/or settlement of such claim and (c) Accela the sole and exclusive control of the defense, litigation and settlement of such claim. In the event that Accela reasonably believes, in its sole discretion, that such claim may 20201023
PDF Page 62 of 164
Packet Page. 1287
prevail or that the usage of the Subscription Services may be joined, Accela may seek to: (a) modify the Subscription Services such that it will be non-infringing (provided such modification does not materially reduce the functionality or performance of Customer’s installed instance); (b) replace the Subscription Services with a service that is non-infringing and provides substantially similar functionality and performance; or, if the first two options are not commercially practicable, (c) terminate the remainder of the Subscription Period and refund any, pre-paid, unused fees received by Accela. Accela will have no liability under this Section 7 to the extent any claims arise from (i) any combination of the Subscription Services with products, services, methods of a third party; (ii) a modification of the Subscription Services that were either implemented by anyone other than Accela or implemented by Accela in accordance with Customer specifications; (iii) any use of the Subscription Services in a manner that violates this Agreement or the instructions given to Customer by Accela; (iv) a version of the Subscription Services other than the current, fully patched version, provided such updated version would have avoided the infringement; or (v) Customer’s breach of this Agreement.

THIS SECTION 7 STATES THE ENTIRE OBLIGATION OF ACCELA AND ITSLICENSORSWITH RESPECT TO ANY

ALLEGED OR ACTUAL INFRINGEMENT OR MISAPPROPRIATION OF INTELLECTUAL PROPERTY RIGHTS RELATED TO THIS AGREEMENT.

8. LIMITATION OF LIABILITY. EXCEPT FOR LIABILITY ARISING OUT OF EITHER PARTY’S LIABILITY FOR DEATH OR PERSONAL INJURY OR CUSTOMER’S BREACH OF SECTION 2, NEITHER PARTY’S AGGREGATE

LIABILITY FOR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE

USE OF OR INABILITY TO USE THE SERVICE, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER

THEORY OF LIABILITY, SHALL EXCEED THE TOTAL AMOUNT PAID BY CUSTOMER HEREUNDER IN THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING THE INCIDENT. EXCEPT FOR LIABILITY ARISING OUT OF CUSTOMER’S BREACH OF SECTION 2 OR EITHER PARTY’S LIABILITY FOR DEATH OR PERSONAL

INJURY, IN NO EVENT SHALL EITHER PARTY OR ANY OTHER PERSON OR ENTITY INVOLVED IN CREATING,

PRODUCING OR DELIVERING THE SERVICE BE LIABLE FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY OR

CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFITS, LOSS OF DATA OR LOSS OF GOODWILL,

SERVICE INTERRUPTION, COMPUTER DAMAGE OR SYSTEM FAILURE OR THE COST OF SUBSTITUTE

PRODUCTS OR SERVICES, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE

USE OF OR INABILITY TO USE THE SUBSCRIPTION SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR ANY OTHER LEGAL THEORY. THE

FOREGOING EXCLUSIONS APPLY WHETHER OR NOT A PARTY HAS BEEN INFORMED OF THE POSSIBILITY

OF SUCH DAMAGE, AND EVEN IF A LIMITED REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE.

9. SECURITY. Accela has implemented commercially viable and reasonable information security processes, policies and technology safeguards to protect the confidentiality and integrity of Customer Data, personal data protect against reasonably anticipated threats. Customer acknowledges that, notwithstanding security features of the Subscription Services, no product, hardware, software or service can provide a completely secure mechanism of electronic transmission or communication and that there are persons and entities, including enterprises, governments and quasi- governmental actors, as well as technologies, that may attempt to breach any electronic security measure. Subject only to its limited warranty obligations set forth in Section 6, Accela will have no liability for any such security breach.

Customer further acknowledges that the Subscription Services is not guaranteed to operate without interruptions, failures, or errors. If Customer or Authorized Users use the Subscription Services 20201023
PDF Page 63 of 164
Packet Page. 1288
in any application or environment where failure could cause personal injury, loss of life, or other substantial harm, Customer assumes any associated risks and will indemnify Accela and hold it harmless against those risks.

1. THIRD PARTY SERVICES. Customer may choose to obtain a product or service from a third party that is not directly produced by Accela as a component of the Subscription Services (“Third Party Services”) and this may include third party products resold by Accela. Accela assumes no responsibility for, and specifically disclaims any liability, warranty or obligation with respect to, any Third Party Service or the performance of the Subscription Services (including Accela’s service level commitment) when the Subscription Services are used in combination with or integrated with Third Party Services.

2. TERM AND TERMINATION.

11.1 Agreement Term. This Agreement shall become effective on the Effective Date and shall continue in full force and effect until the expiration of any Subscription Periods set forth in an applicable Order governed by the Agreement.

11.2 Subscription Periods & Renewals. Subscription Periods begin as specified in the applicable Order and, unless terminated earlier in accordance with this Agreement, continue for the term specified therein. Except as otherwise specified in the applicable Order, (a) all Subscription Services will automatically renew for additional Subscription Periods equal to the expiring Subscription Period, unless either party gives the other at least sixty (60) days’ notice of non-renewal before the end of the relevant Subscription Period and (b), Orders may only be cancelled or terminated early in accordance with Section 11.3. Subscription Services renewals may be subject to an annual increase, for which Accela shall provide Customer notice prior to the renewal of the Subscription Period. In the event of any non-renewal or other termination, Customer’s right to use the Subscription Services will terminate at the end of the relevant Subscription Period.

11.3 Termination or Suspension for Cause. A party may terminate this Agreement and Subscription Services license granted hereunder for cause upon thirty (30) days’ written notice to the other party of a material breach if such breach remains uncured at the expiration of such thirty (30) day period. Either party may terminate immediately if the other party files for bankruptcy or becomes insolvent. Accela may, at its sole option, suspend Customer’s or any Authorized User’s access to the Subscription Services, or any portion thereof, immediately if Accela: (i) suspects that any person other than Customer or an Authorized User is using or attempting to use Customer Data; (ii) suspects that Customer or an Authorized User is using the Subscription Services in a way that violates this Agreement and could expose Accela or any other entity to harm or legal liability; (iii) is or reasonably believes it is required to do so by law or court order or; (iv) Customer’s payment obligations are more than ninety (90) days past due, provided that Accela has provided at least thirty (30) days’ notice of such suspension for delinquent payment. Should Customer terminate this Agreement for cause, Accela will refund a prorata portion of unused, pre-paid fees.

11.4 Effect of Termination. If this Agreement expires or is terminated for any reason: (i) within thirty (30) calendar days following the end of Customer’s final Subscription Period, upon Customer’s request Accela provided Customer Data and associated documents in a database dump file; provided that Customer pays (a) all costs of and associated with such copying, as calculated at Accela’s then-current time-and-materials rates, and (b) any and all unpaid amounts due to Accela; (ii) licenses and use rights 20201023
PDF Page 64 of 164
Packet Page. 1289
granted to Customer with respect to Subscription Services and intellectual property will immediately terminate; and (iii) Accela’s obligation to provide any further services to Customer under this Agreement will immediately terminate, except as mutually agreed between the parties. If the Subscription Services are nearing expiration date or are otherwise terminated, Accela will initiate its data retention processes, including the deletion of Customer Data from systems directly controlled by Accela. Accela’s current Data Storage Policy can be accessed www.accela.com/terms/.

11.5 Survival. Sections 2.5 (Ownership and Proprietary Rights), 4 (Confidentiality), 6.3 (Disclaimer), 8 (Limitation of Liability), 11.4 (Effect of Termination), 11.5 (Surviving Provisions), and 12 (General Provisions) will survive any termination or expiration of this Agreement.

12. GENERAL.

12.1 Notice. Except as otherwise specified in this Agreement, all notices, permissions and approvals hereunder will be in writing and will be deemed to have been given upon: (i) personal delivery; (ii) three days after sending registered, return receipt requested, post or; (iii) one day after sending by commercial overnight carrier. Notices will be sent to the address specified by the recipient in writing when entering into this Agreement or establishing Customer’s account for the Subscription Services.

12.2 Governing Law and Jurisdiction. This Agreement and any action related thereto will be governed by the laws of the State of California without regard to its conflict of laws provisions. The exclusive jurisdiction and venue of any action related to the subject matter of this Agreement will be the state and federal courts located in the Northern District of California and each of the parties hereto waives any objection to jurisdiction and venue in such courts.

12.3 Compliance with Laws. Each party will comply with all applicable laws and regulations with respect to its activities under this Agreement including, but not limited to, export laws and regulations of the United States and other applicable jurisdictions. Further, in connection with the services performed under this Agreement and Customer’s use of the Subscription Services, the parties agree to comply with all applicable anti-corruption and anti-bribery laws, statutes and regulations.

12.4 Assignment. Customer may not assign or transfer this Agreement, whether by operation of law or otherwise, without the prior written consent of Accela, which shall not be unreasonably withheld. Any attempted assignment or transfer, without such consent, will be null and void. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respective successors and permitted assigns.

12.5 Publicity. Notwithstanding anything to the contrary, each party will have the right to publicly announce the existence of the business relationship between parties without disclosing the specific terms of the Agreement.

12.6 Miscellaneous. No failure or delay by either party in exercising any right under this Agreement will constitute a waiver of that right. Other than as expressly stated herein, the remedies provided herein are in addition to, and not exclusive of, any other remedies of a party at law or in equity. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision will be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement will remain in effect. Accela will not be liable for any delay or failure to perform under this Agreement to the extent such 20201023
PDF Page 65 of 164
Packet Page. 1290
delay or failure results from circumstances or causes beyond the reasonable control of Accela. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or similar relationship between the parties. This Agreement, including any attachments hereto as mutually agreed upon by the parties, constitute the entire agreement between the parties concerning its subject matter and it supersedes all prior communications, agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement will be effective unless in writing and signed by a duly authorized representative of each party against whom the modification, amendment or waiver is to be asserted. Notwithstanding any language to the contrary, no additional or conflicting terms or conditions stated in any of Customer’s purchase order documentation or otherwise will be incorporated into or form any part of this Agreement, and all such terms or conditions shall be null and void. 20201023
PDF Page 66 of 164
Packet Page. 1291
Appendices
The multi-tab Excel spreadsheet files contain all appendices listed below. Appendices must be filled in and submitted using these electronic forms (multi-tab Excel files) and must also be printed and included in your proposal.

Accela has included the following in this section:
• RFP Appendix A – Land Management/Function Workbook Tabs • RFP Appendix B Vendor Profile
• RFP Appendix C Vendor Financial Information
• RFP Appendix D Vendor Customer Base
• RFP Appendix E Vendor References
• RFP Appendix F Vendor General System
• RFP Appendix G1 On-Premise Project Costs
• RFP Appendix G2 Cloud/Hosted Project Costs
• RFP Appendix H Interface Costs
• RFP Appendix I Conversion Costs
• RFP Appendix J Modification Costs
Packet Page. 1292
San Bernardino, CA RFP F-23-78
Land Management System Page 67 of 67
PDF Page 67 of 164
©2023 Accela, Inc. All rights reserved. Packet Page. 1293 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
Planning and Land Development Projects

GENERAL
PLANNING 1.001
CASE NUMBER - Ability for a case number to comprise of multiple letter prefix, 2-digit year, and incremental number. x
PLANNING 1.002
AGENCY-DEFINED FIELDS - Provide for "unlimited" Agency-defined fields based on project type. If limited, please explain in comments. x PLANNING 1.003
PROPERTY ASSOCIATION - Allow for an unlimited number of parcels to be associated with an individual project or case number. x PLANNING 1.004 PROJECT SUBTYPES - Ability to allow sub-types by project type. x PLANNING 1.005 PROJECTS BY ADDRESS - Ability to link various project applications by address. x PLANNING 1.006
SUB-PROJECTS - Ability to setup unlimited sub-projects within a single master project (e.g., multiple use projects - residential, commercial, multi-family). x PLANNING 1.007
PERMIT/PROJECT ASSOCIATION - Ability to associate all permits and projects to a primary project (e.g., Subdivision Development). x
PLANNING 1.008
MULTIPLE CONTACT TYPES - Ability for the Agency to record multiple individuals/names per application to include (but not limited to) Property Owner of Record, Authorized Agent (if different from Property Owner), and Applicant (if different from Property Owner), Developer, Bill Payer, etc. Information captured to include name, address, multiple phone numbers, fax number, and e-mail address. x
PLANNING 1.009 CONTRACTOR DATABASE -Ability to select from contractor or similar database. x PLANNING 1.010
ATTACHMENTS - Ability to attach documents, photos, and scanned documents for planning projects. x
PDF Page 68 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 1 of 81 Packet Page. 1294 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.011 APPLICATION TYPES - Provide for the tracking of "unlimited" application types such as: x
PLANNING 1.012  Engineering x
PLANNING 1.013  Final Parcel Map x
PLANNING 1.014  Final Tract Map x
PLANNING 1.015  Lot Line Adjustment x
PLANNING 1.016  Lot Mergers x
PLANNING 1.017  Street Address Change Review x
PLANNING 1.018  Street And Alley Vacation Request x
PLANNING 1.019  Planning
PLANNING 1.020  Administrative Permits x
PLANNING 1.021  Annexation / Deannexation Processing x PLANNING 1.022  Appeal of Revocation Hearing x
PLANNING 1.023  Appeal to City Council x
PLANNING 1.024  Appeal to City Council - Non-Hearing Items x PLANNING 1.025  Appeal to Planning Commission x
PLANNING 1.026  Appeal to Planning Commission - Non-Hearing Items x PLANNING 1.027  Art In Public Places Review x
PLANNING 1.028  Code Amendment Proposed By Applicant x PLANNING 1.029  Code, Covenants, & Restrictions Review (CC&R) x PLANNING 1.030  Conceptual Plan Review x
PLANNING 1.031  Conditional Use Permit x
PLANNING 1.032  Design Subcommittee Review x
PLANNING 1.033  Development Plan x
PLANNING 1.034  Extension of Time x
PLANNING 1.035  General Plan Amendment x
PLANNING 1.036  Historic Property Certificate of Appropriateness x PLANNING 1.037  Pre-Application x
PLANNING 1.038  Precise Plan of Design x
PLANNING 1.039  Preliminary Review Meeting x
PLANNING 1.040  Special Exception Review x
PLANNING 1.041  Tentative Parcel Map Processing x
PLANNING 1.042  Tentative Tract Map Processing x
PLANNING 1.043  Variance Review x
PLANNING 1.044  Zoning Verifications x
PLANNING 1.045 PLANNING PROJECT APPLICATIONS - Ability to capture and track, at a minimum, the following planning application fields: x
PDF Page 69 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 2 of 81 Packet Page. 1295 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.046  Project/File number; x
PLANNING 1.047  Project name; x
PLANNING 1.048  Application Date; x
PLANNING 1.049  Project Address; x
PLANNING 1.050  Project location tract number; x
PLANNING 1.051  Project location lot number; x
PLANNING 1.052  Project Acreage; x
PLANNING 1.053  General location description (text); x PLANNING 1.054  Legal location description (text); x
PLANNING 1.055  Present zoning; x
PLANNING 1.056  Proposed zoning; x
PLANNING 1.057  Present use; x
PLANNING 1.058  Proposed use; x
PLANNING 1.059  Applicant name; x
PLANNING 1.060  Applicant address; x
PLANNING 1.061  Applicant primary telephone; x
PLANNING 1.062  Applicant mobile telephone; x
PLANNING 1.063  Applicant fax; x
PLANNING 1.064  Applicant email; x
PLANNING 1.065  Owner name; x
PLANNING 1.066  Owner address; x
PLANNING 1.067  Owner primary telephone; x
PLANNING 1.068  Owner mobile telephone; x
PLANNING 1.069  Owner fax; x
PLANNING 1.070  Owner email; x
PLANNING 1.071  Meeting Dates x
PLANNING 1.072  Public Hearing Dates x
PLANNING 1.073  Approval Dates x
PLANNING 1.074  Resolution Dates x
PLANNING 1.075  Resolution # x
PLANNING 1.076  CEQA Determinations x
PLANNING 1.077  Status x
PLANNING 1.078  Closeout Date x
PLANNING 1.079  Other, Agency-defined fields (i.e., number of buildings, stories, units, rooms)
x
PLANNING 1.080 REASSIGN CASE PLANNERS - Ability to reassign case planners at any time. x PLANNING 1.081 APPLICATION INTAKE
PDF Page 70 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 3 of 81 Packet Page. 1296 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PLANNING 1.082
APPLICATION INTAKE CHECKLIST - Ability to create Agency-defined intake checklist for initial applications by project type. x PLANNING 1.083
APPLICATION REVIEW CHECKLIST - Ability to create Agency-defined review checklists by project type. x
PLANNING 1.084
PLAN APPLICATION - Ability for Agency to define planning project application requirements (e.g., steps, tasks, fields, etc.) x PLANNING 1.085
PROJECT DESCRIPTION - Project Description shall include the ability to enter unlimited free form text to describe the property. x PLANNING 1.086
PROJECT LOCATON DATA - Project Location data to include ability to capture Address, Zoning District, General Plan Description, Sub-Area, Assessor Parcel No., Tract No., and Lot No.
x
PLANNING 1.087 DEPOSIT TRACKING
PLANNING 1.088
DEPOSIT TRACKING - Ability to record and track deposits received and date of receipt. x
PLANNING 1.089
ADDITIONAL DEPOSITS - Ability for the Agency to take additional deposits during the entire planning application process, and track customer credit balance or refund due.
x
PLANNING 1.090
DEVELOPER TRACKING - Track deposits, payments, and balances by developer, not just by single project or permit. x
PLANNING 1.091 DEPOSIT REQUIREMENT ADJUSTMENTS - Ability to adjust deposit amounts at any time (discretionary). x
PLANNING 1.092
DEPOSITS FOR CONSULTING/ENGINEERING FEES - Ability to track deposits and fees for outside studies or reviews (e.g. environmental studies). x PLANNING 1.093
DEPOSIT INVOICE - FEE SUMMARY - Ability for deposit invoice to show amounts paid to-date and a summary fees incurred by fee type. x PLANNING 1.094
DEPOSIT BALANCE TRANSFER - Ability to transfer the deposit balance of the planning project phase to the permit application or other planning projects. x PLANNING 1.095 BONDS
PLANNING 1.096
BOND ASSESSMENT - Ability to track cash sureties, Letters of Credit, CDs, and other forms of Bonds - Data fields to be tracked include: x PLANNING 1.097  Bond amount x
PLANNING 1.098  Bond payment type (e.g., cash, check, credit card, letter of credit, cd, etc.) x PLANNING 1.099  Bond assessment date x
PLANNING 1.100  Bond release date x
PLANNING 1.101  Notes x
PLANNING 1.102
BOND RELEASE - Ability to release a bond and track release amount and release date. x
PLANNING 1.103 ALERTS AND HOLDS
age 71 o
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 4 of 81 Packet Page. 1297 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.104
ALERTS - Allow ability to flag entire projects or individual project conditions so as to alert or warn any personnel of a project or special condition at the time of permit application.
x
PLANNING 1.105
ALERTS - Ability to add flags as needed by Agency personnel for any Agency defined alert such: as stop work notices, permit holds, open code enforcement cases, overdue deposits, etc.
x
PLANNING 1.106
STOP PROJECT - Ability to issue a stop to a parcel or project that would block additional permits being issued until condition was removed. x PLANNING 1.107
PROJECT HOLD - INCOMPLETE SUBMISSION - Ability to place a hold on a project with incomplete submissions. x
PLANNING 1.108
PROJECT HOLD - UNPAID FEES - Ability to place a hold on a project if there are unpaid fees. x
PLANNING 1.109
PROJECT HOLD - UNLICENSED CONRACTOR - Ability to place a hold on a project with unlicensed contractors. x
PLANNING 1.110 WORKFLOW
PLANNING 1.111
PLAN CHECK WORK FLOW REQUIREMENTS - Ability to set up different plan check requirements (e.g., commercial development project, property rezone, full entitlement, etc.).
x
PLANNING 1.112
OUTSIDE AGENCY ROUTING - Allow Agency-defined plan review routing based on type of work performed to multiple non-agency users/outside agencies (e.g., Environmental Health, Health Department, Waste Water, etc.). x
PLANNING 1.113
WORKFLOW - Need workflow capability to establish required planning process steps and prerequisite requirements (e.g. step 7 can only be done after step 5). x PLANNING 1.114
WORKFLOW - Provide for the Agency-definition of application work flow within multiple departments and to external agencies based on the type of application. x PLANNING 1.115 SUB-TASKS - Ability to set up multiple plan review steps and sub-tasks. x PLANNING 1.116
ASSIGNEE STATUS - Ability to track task status, review comments, and completions by assignee. x
PLANNING 1.117
WORKFLOW ROUTING - Automatic routing of projects through various Agencydefined processes consisting of various review and approval functions. x PLANNING 1.118
EXTERNAL AGENCY ACCESS -Ability for external agencies access to the application through a secured portal (e.g., contracted plan reviewers). x PLANNING 1.119
EXTERNAL AGENCY ACCESS - COMMENTS -Ability to track external agency review comments. x
PDF Page 72 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 5 of 81 Packet Page. 1298 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PLANNING 1.120
PLAN PROCESS TIMELINES - Ability to track planning process time, excluding time a project is on hold waiting on developers/owners. x PLANNING 1.121 INQUIRY - Provide the capability to query acreage, parcel numbers, project/case numbers, etc. x
PLANNING 1.122 GIS MAP INQUIRY - Ability to plot geographic planning inquiries on the Agency's map. x
PLANNING 1.123
RADIUS SEARCHES - Ability to perform searches within a radius (e.g., parcels/addresses within a given area). x
PLANNING 1.124
RADIUS LETTERS - Ability to use a radius search to select property owners to be notified of a project. x
PLANNING 1.125 SCHEDULING
PLANNING 1.126
ASSOCIATE KEY DATE TO REVIEW STEP - Provide the ability to tie a key date calculation to a project review step (i.e., 14 day review, dept. review, Planning hearing, Council meeting, etc.).
x
PLANNING 1.127
AUTOMATIC REMINDERS - Ability to set automatic staff reminders/notifications based on plan review phases (e.g. preliminary plan review date, expected date of completion, etc.).
x
PLANNING 1.128
AUTO-DEFINE KEY DATE - Ability to calculate Agency-defined review and expiration dates for all projects events automatically as part of the review process for a project. x PLANNING 1.129
AUTOMATIC RE-DATE UPON STEP COMPLETION - Provide an automatic date calculation for next step when a prerequisite review step is completed. x PLANNING 1.130 CONDITIONS OF APPROVAL (COA)
PLANNING 1.131
CHANGE COA - Ability to add, modify or delete conditions of approval during the project approval process. x
PLANNING 1.132
ACCUMULATE COMMENTS AND COA - Provide for electronic collection of Agency comments and conditions as review progresses. x
PLANNING 1.133 PARCEL INQUIRY - Ability to tie all conditions of approval to the parcel inquiry screen. x
PLANNING 1.134
STANDARD COA - Provide a Agency defined table of standard or recurring conditions that can be accessed and applied to a project during project processing, thereby eliminating the need to enter repetitive "boilerplate" conditions. x
PLANNING 1.135
PERMIT ISSUANCE RESTRICTIONS - Provide for restriction of permit approval until conditions or restrictions have been satisfied. x PLANNING 1.136
FREE FORM COA - Ability for Engineering, Fire, Police, Recreation, etc. to enter free-form comments on demand. x
PLANNING 1.137
COA DUE DATES - Ability to schedule due date for conditions of approval to be completed. x PDF Page 73 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 6 of 81 Packet Page. 1299 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
PLANNING 1.138 COA DEPARTMENT APPROVAL - Ability for departments to electronically signoff on conditions of approval. x
PLANNING 1.139 PLAN CHECK LETTERS
PLANNING 1.140 PLAN CHECK LETTERS - Ability to generate plan check comment letters. x PLANNING 1.141 PLAN CHECK LETTER EDITS - Ability to edit plan review letters before printing. x PLANNING 1.142 PLAN CHECK LETTER - E-MAIL - Ability for system to e-mail plan review letters to applicants. x
PLANNING 1.143
PLAN CHECK LETTER - REVIEWER INFORMATION - Ability to include in the plan check letter to the applicants a list of the plan reviewers by name, phone, department, and email.
x
PLANNING 1.144 FEES
PLANNING 1.145 AUTO-CALCULATE FEES - Calculate standard planning fees using Agencydefined criteria in a table structure. x PLANNING 1.146
PROJECT BALANCE ALERT -Ability for system to provide an alert or flag when project balance is negative (fees still owed); when viewing/opening master planning project record.
x
PLANNING 1.147 DETAILED FEE STATUS - Detailed fees status should include the following: x PLANNING 1.148  Fee Type x
PLANNING 1.149  Activity Type x
PLANNING 1.150  Deposit Amount x
PLANNING 1.151  Balance Due/Credit Balance x
PLANNING 1.152 FIXED AND VARIABLE FEES - Ability to set up Agency-defined fixed and variable fees as follows: x
PLANNING 1.153  Flat fee times number of units (e.g., total number of lots) x PLANNING 1.154  Flat $XX fee times number unit by type (e.g., commercial or industrial units, etc )
x
PLANNING 1.155  Flat $XX fee per unit tiers, plus an additional flat fee per unit over the highest tier
x
PLANNING 1.156 PERCENTAGE FEES - Ability to calculate fees as a percentage of building permit fee. x
PLANNING 1.157 MISCELLANEOUS FEES - Ability to calculate and track unlimited miscellaneous fees collected in conjunction with project (e.g., copies). x PLANNING 1.158 MISCELLANEOUS CREDIT MEMO FEES - Ability to track miscellaneous credit memo fees with comments. x
PLANNING 1.159 MISCELLANEOUS CREDIT MEMO FEES - Ability to track which user entered miscellaneous credit memo fees. x
PDF Page 74 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 7 of 81 Packet Page. 1300 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.160
FEE SCHEDULE EFFECTIVE DATE - Ability to effective date fee schedules in advance. x
PLANNING 1.161
TIME TRACKING - Ability to track hourly time spent by task and calculate fees drawing down on deposit. x
PLANNING 1.162
BILLABLE TIME - Ability to track time by project, task, date, staff, etc., in order to generate hourly rate (i.e., $XXX per hour). x
PLANNING 1.163
BILLABLE TIME - RATES - Ability track and calculate different hourly rates by specific staff, with starting date per rate. x
PLANNING 1.164
BILLABLE TIME - DOUBLE PAY RATES - Ability to calculate hourly rates that are double the staff's pay rate. x
PLANNING 1.165
REFUNDABLE DEPOSITS - Ability to track refundable deposits (e.g., improvements, landscape, signs, etc.) including conditions and sign-offs for refund. x PLANNING 1.166
INVOICES - Ability to print invoices showing detail/summary fees with totals paid, due, or credit balance. x
PLANNING 1.167
FEE CHANGE NOTES - Ability to track notes for fees that are manually changed during project/process. x
PLANNING 1.168 FEES BY PROJECT TYPE - Planning fees should be set up by project type. x PLANNING 1.169 FEES BY TASK TYPE - Planning fees should be set up by task type. x PLANNING 1.170
INVOICE REPORT - Ability to print a report showing invoice detail/summary fees with totals paid, due, or credit balance by invoice. x
PLANNING 1.171 NOTIFICATION LETTERS
PLANNING 1.172
FLAG COMMENTS AND NOTES FOR INCLUSION - Ability for notices and letters to automatically incorporate field information, comments, notes, etc., as applicable. x PLANNING 1.173
MEETING NOTIFICATION - Provide a method of automatically generating Agency-defined notification letters to property owners and others regarding projects and meetings associated with these projects, based on parcel selection (i.e., Public Hearing notices).
x
PLANNING 1.174
PROPOSED CHANGE NOTIFICATION - Provide for automatic mail out notice to selected parcel owners and residents regarding proposed changes to related parcels by defined radius map, including buffer zone.
x
PLANNING 1.175
EDITABLE NOTIFICATIONS - Ability for system to output Agency editable notice letters. x
PLANNING 1.176
NOTIFICATION TRACKING - Ability for system to track all notices sent associated to each project. x
PLANNING 1.177
AREA/ VICINITY MAP - Automatically to generate area map to accompany notice above with cartographic capabilities x
PDF Page 75 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 8 of 81 Packet Page. 1301 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.178
AD HOC ADDITION OF PARCEL TO NOTIFICATION LISTS - Ability to pick discretionary, impacted parcels to add to notification lists. x PLANNING 1.179 INQUIRY & REPORTS
PLANNING 1.180
PROJECT LOOK-UP - Ability to look-up project status to
determine reviews/comments not completed by due dates. x PLANNING 1.181 SPELL CHECK - Provide spell checking for all reports and correspondence. x PLANNING 1.182
VARIOUS SORT ORDERS - Provide reports of planning projects in various sort orders (by address, type of project, project number, planner assigned, dates, etc.). x PLANNING 1.183
STAFF REPORTS - Ability to automatically generate Agency-defined staff reports and resolutions with the ability to edit before finalizing. x PLANNING 1.184
STAFF REPORTS - Ability to setup template staff reports that will insert project conditions of approval and then allow for editing remaining report using MS Word or Word editor.
x
PLANNING 1.185
PROJECT STATUS REPORTS - Ability to produce project status reports by project type, due dates, planner staff, outstanding tasks, etc. x PLANNING 1.186
PROJECT CRITICAL DATES REPORT - Generate a report which provides critical dates for each project (e.g., submittal, approval, expiration, extension dates, etc.) . x PLANNING 1.187
CALENDAR OF MEETING DATES BY PROJECT -Ability to provide a calendar of meeting dates by project. x
PLANNING 1.188
CALENDAR OF MEETING DATES BY MEETING TYPE -Ability to
provide a calendar of meeting dates by meeting type. x
PLANNING 1.189
CALENDAR VIEW OF ASSIGNMENTS AND DUE DATES - Ability for users and to view assignments on a calendar by individual user or department. x PLANNING 1.190
MEETING DOCUMENTS - Provide a function for producing summary documents for a project from the comments and conditions entered during the project review without the user having to retype these comments and/or conditions. x
PLANNING 1.191
MEETING DOCUMENTS - Provide a method of producing meeting documents (such as agendas) for all projects scheduled for a particular meeting and date. x PLANNING 1.192
MEETING DOCUMENTS - Meeting documents should have the capability of printing all previously entered comments and/or conditions as part of the individual project reviews.
x
PLANNING 1.193
PLANNING ACTIVITY REPORTS - Ability to report planning activity by multiple activity types (e.g., property usage, affordable units, environmental documents, project types, etc.).
x
PDF Page 76 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 9 of 81 Packet Page. 1302 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.194 TIME SPENT BY DEPARTMENT REVIEWING APPLICATIONS -Ability to generate a report of time spent by department reviewing application. x PLANNING 1.195 DAYS BETWEEN PLAN SUBMISSIONS - Ability to generate a report of days between plan submissions. x
PLANNING 1.196
DAYS BETWEEN PLAN SUBMISSIONS AND PUBLIC HEARING -Ability to generate a report of days between plan submissions and the first public hearing. x PLANNING 1.197
HOLDING PERIODS BY PARTY - Ability to generate a report on the number of days a project has been in the hands of the Agency vs. the applicant (e.g., Agency took X days to review plans, applicant took X days to resubmit plans, etc.). x
PLANNING 1.198 INTEGRATION - INTERFACE
PLANNING 1.199
INTEGRATION - GENERAL LEDGER - The Planning application must generate journal entries to the General Ledger for any invoices generated and revenues received, including all fees and credits.
x
Custom integration with 3rd
party software will be required
at implemenation
PLANNING 1.200 ELECTRONIC PLAN SUBMITTAL - Ability to receive plan submittals electronically through the Agency's website. x
PLANNING 1.201 ELECTRONIC PLAN REVIEW - Capable of online plan review with ability to markup plans and add comments. x
Custom integration with 3rd
party software will be required
at implemenation
PLANNING 1.202
INTEGRATION - MS OUTLOOK - CALENDAR INVITES - Ability to export a calendar invite from the system to Microsoft Outlook (e.g., planning commission review meetings).
x
PLANNING 1.203
INTEGRATION - MS OUTLOOK - COA REMINDERS - Provide integration between Microsoft Outlook and the Condition of Approval process to automatically sent due date reminders.
x
PLANNING 1.204
INTEGRATION - INSPECTIONS- Integrate in real time to the inspections module to schedule inspections and update inspection results to the planning project. x PLANNING 1.205
INTEGRATE - CODE ENFORCEMENT - Ability to integrate with code enforcement module to identify any property/parcel existing code cases or fines pending payment. x PLANNING 1.206 INTEGRATE - BUSINESS LICENSES - Ability to integrate with business licensing module to identify if a developer has an active business license. x PLANNING 1.207 INTEGRATION - PERMITTING - Provide automatic linkage between general planning applications and associated permits. x PDF Page 77 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 10 of 81 Packet Page. 1303 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PLANNING 1.208
INTEGRATION - PARCEL/ADDRESS MANAGEMENT - The parcel/address management application should provide address, parcel, owner, and zoning information to the permit system.
x
PLANNING 1.209
INTERFACE - GIS - User should have the ability to select Planning data and display that data on a map, interfacing to ESRI ArcGIS (Version 10.8 ). x PLANNING 1.210
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
Custom integration with 3rd
party software will be required
at implemenation
PLANNING 1.211
INTEGRATION - AGENDA SOFTWARE - Ability to integrate with a thirdparty agenda software (PrimeGov) x Custom integration with 3rd
party software will be required
at implemenation
PDF Page 78 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 11 of 81 Packet Page. 1304 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
Permitting

GENERAL
PERMITTING 2.001
MAINTAIN AUDIT TRAILS - Ability to maintain audit trails including changed by, changed date, and record of changes. x
PERMITTING 2.002 INTAKE
PERMITTING 2.003 AGENCY-DEFINED FIELDS - Provide for "unlimited" Agency-defined fields based on permit type. If limited, please explain in comments. x PERMITTING 2.004
APPLICATION INTAKE - Ability to intake the following types of detail on each permit/project application (including but not limited to): x PERMITTING 2.005  Application Date x
PERMITTING 2.006  Application/Permit Number x
PERMITTING 2.007  Plan Check Number x
PERMITTING 2.008  Staff that Received Application and Plans x PERMITTING 2.009  Project Address x
PERMITTING 2.010  City x
PERMITTING 2.011  Property Owner or Tenant x
PERMITTING 2.012  Tenant Company Name x
PERMITTING 2.013  Architect, Designer, or Engineer x
PERMITTING 2.014  Project Contact Person x
PERMITTING 2.015  Owner-Builder x
PERMITTING 2.016  License/Registration Number x
PERMITTING 2.017  Company Name x
PERMITTING 2.018 Note: The following fields are to be captured for each application contact: x PERMITTING 2.019  Name x
PERMITTING 2.020  Address x
PERMITTING 2.021  City x
PDF Page 79 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 12 of 81 Packet Page. 1305 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.022  State x
PERMITTING 2.023  Zip x
PERMITTING 2.024  Phone Number x
PERMITTING 2.025  Fax Number x
PERMITTING 2.026  E-mail Address x
PERMITTING 2.027  Owner-Builder Business License # x
PERMITTING 2.028 Note: The following fields may need to be captured for permit applications. x PERMITTING 2.029  Type Of Construction x
PERMITTING 2.030  Occupancy x
PERMITTING 2.031  Zone x
PERMITTING 2.032  Fire Sprinklers (Y/N) x
PERMITTING 2.033  Hazardous Materials (Y/N) x
PERMITTING 2.034  Existing Use x
PERMITTING 2.035  Proposed Use x
PERMITTING 2.036  Assessor Parcel# x
PERMITTING 2.037  Map x
PERMITTING 2.038  Lot x
PERMITTING 2.039  Block x
PERMITTING 2.040  Subdivision x
PERMITTING 2.041  Construction Valuation x
PERMITTING 2.042  Residential Or Nonresidential x
PERMITTING 2.043  Description x
PERMITTING 2.044  Description Of Building (i.e., Single Family, Hotel/Motel, Restaurant, Industrial, etc.) x
PERMITTING 2.045  Building Area (Sq. ft.) x
PERMITTING 2.046  Building Height (ft.) x
PERMITTING 2.047  Stories x
PERMITTING 2.048  Existing Building (Floor Area, Garage, Other, # Units) x PERMITTING 2.049  Additional Proposed (Floor Area, Garage, Other, # Units) x PERMITTING 2.050  Number Of Bedrooms x
PERMITTING 2.051  Number Of Bathrooms x
PERMITTING 2.052  Total Number Of Rooms x
PERMITTING 2.053  Lot Size (Sq.Ft.) x
PERMITTING 2.054  Lot Dimension (Front/Side/Rear) x
PERMITTING 2.055  Coverage % x
PERMITTING 2.056  Setbacks (i.e., Front, Rear, Left, Right) x PERMITTING 2.057  Easements x
PDF Page 80 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 13 of 81 Packet Page. 1306 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.058  Flood Zone x
PERMITTING 2.059  ALUC x
PERMITTING 2.060  Sewer Or Septic Tank x
PERMITTING 2.061  Water Well (Y/N) x
PERMITTING 2.062  Plan Check Required (Y/N) x
PERMITTING 2.063  Required items (i.e., Hazardous Materials, Planning approval, Soil Report, Sewer Fees, Grading plan, etc.) x
PERMITTING 2.064  WDID (Waste Discharge Identification) # x PERMITTING 2.065  Department/Division Route x
PERMITTING 2.066  Workers Compensation Verification (Y/N) x PERMITTING 2.067  Permit Approval Date x
PERMITTING 2.068  Permit Expiration Date x
PERMITTING 2.069  Finaled Date x
PERMITTING 2.070  Ward (Council Jurisdiction) x
PERMITTING 2.071  Work Order Number x
PERMITTING 2.072
DIGITAL SIGNATURE FOR CONDITION FORM - Ability to have customer sign permit condition form with digital signature pad at the counter. x Custom integration with 3rd
party software will be required
at implemenation
PERMITTING 2.073
UNLIMITED PERMIT TYPES - Provide for the tracking of "unlimited" permit types such as: x
PERMITTING 2.074  Building Department
PERMITTING 2.075  ADU (Accessory Dwelling Units) x
PERMITTING 2.076  Addition x
PERMITTING 2.077  Alteration/Remodel x
PERMITTING 2.078  Building x
PERMITTING 2.079  Residential Building x
PERMITTING 2.080  Certificate of Occupancy x
PERMITTING 2.081  Change of Occupancy x
PERMITTING 2.082  Commercial New x
PERMITTING 2.083  Conversion x
PERMITTING 2.084  Demolition x
PERMITTING 2.085  Electrical x
PERMITTING 2.086  Fences x
PERMITTING 2.087  Mechanical x
PERMITTING 2.088  New Construction x
PERMITTING 2.089  Photovoltaic Panels x
PERMITTING 2.090  Plumbing x
PERMITTING 2.091  Remodel x PDF Page 81 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 14 of 81 Packet Page. 1307 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.092  Repair x
PERMITTING 2.093  Reroof x
PERMITTING 2.094  Signs x
PERMITTING 2.095  Swimming Pool/Spa x
PERMITTING 2.096  Tenant Improvements x
PERMITTING 2.097  Cell Towers x
PERMITTING 2.098  Water Heater x
PERMITTING 2.099  Planning Department
PERMITTING 2.100  Fence Permits x
PERMITTING 2.101  Sign Permits x
PERMITTING 2.102  Home Occupation x
PERMITTING 2.103  Temporary Use x
PERMITTING 2.104  Temporary Banners x
PERMITTING 2.105  Special Events Permits x
PERMITTING 2.106  Film Permits x
PERMITTING 2.107  Public Works / Engineering Department PERMITTING 2.108  Grading Permits x
PERMITTING 2.109  Landscape Permits x
PERMITTING 2.110  THR (Traffic Hydrology Stormwater) Permit x PERMITTING 2.111  SWPPP (Stormwater Pollution Prevention Plan) PERMITTING 2.112  BMP (Best Management Plan)
PERMITTING 2.113  WQMP (Water Quality Management Plan) PERMITTING 2.114  Swimming Pool Drainage Permit x
PERMITTING 2.115  Off Site Improvement Permits x
PERMITTING 2.116  Street
PERMITTING 2.117  Street Lights
PERMITTING 2.118  Sidewalk
PERMITTING 2.119  Traffic Signals
PERMITTING 2.120  Curb and Gutter
PERMITTING 2.121  Signing and Striping
PERMITTING 2.122  Wall Permits x
PERMITTING 2.123  Retaining
PERMITTING 2.124  Non-Retaining
PERMITTING 2.125  Trash Enclosure
PERMITTING 2.126  Encroachment Permits x
PERMITTING 2.127  Haul Permits x
PERMITTING 2.128  Single Trip
PDF Page 82 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 15 of 81 Packet Page. 1308 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.129  Multi-Trip
PERMITTING 2.130  Wide Load Permits x
PERMITTING 2.131  Stockpile Permits x
PERMITTING 2.132  Right of Way x
PERMITTING 2.133  Dumpster
PERMITTING 2.134  Utility
PERMITTING 2.135  Cable
PERMITTING 2.136  Electric
PERMITTING 2.137  Telephone
PERMITTING 2.138  Gas
PERMITTING 2.139  Sewer
PERMITTING 2.140  Sidewalk Vendor x
PERMITTING 2.141
COMBINATION PERMITS - Ability to setup combination permits (e.g., signs, plumbing, building, electrical, mechanical, pools, etc.) with separate requirements, fees and inspections.
x
PERMITTING 2.142
ADDITIONAL PERMITS - Ability to add more permit types to an existing building permit application/project. x
PERMITTING 2.143 PERMIT MASS CHANGES/ACTIONS - Ability to select multiple permits and apply changes or actions in mass (e.g., update contact information, print permits, etc. ) . x PERMITTING 2.144 BATCH EMAIL NOTIFICATIONS - Ability to batch email permit expiration notices. x PERMITTING 2.145 REQUIRED FIELDS - Ability for Agency to determine which fields are required. x PERMITTING 2.146
PERSON/ENTITY INFORMATION - Persons information entered into database should be retrievable to populate persons information on future applications. x PERMITTING 2.147
PERMIT DATA - Allow for an unlimited number of names, addresses, and phone numbers to be entered for a permit application. If limited, please explain limitation in comments
x
PERMITTING 2.148
PERMIT APPLICATION CHECKLIST - Ability to create Agency-defined required checklists by permit type. x
PERMITTING 2.149
VALID ADDRESSES - Ability for system to require valid Site Location selection for all activities/permits (i.e., no free form address input by end-users). x PERMITTING 2.150
TEMPORARY ADDRESS - Ability to create a temporary address to link new permit applications to. x
PDF Page 83 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 16 of 81 Packet Page. 1309 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.151
TEMPORARY PARCEL NUMBERS - Allow assignment of pseudo or temporary parcel numbers to be used for permitting purposes until actual parcel numbers are available from the County.
x
PERMITTING 2.152 STREET INTERSECTION - Ability to attach permits to a Street and/or Intersection. x PERMITTING 2.153
CLONE PAST PERMITS - Ability to clone past permits (e.g. contractor walking in with 10 re-roof permits at the same time). x PERMITTING 2.154
CREATING MULTIPLE QUANTITIES OF DIFFERENT PERMIT TYPES - Ability to create multiple quantities of different permit types at once (e.g., 5 Patio, 5 Wall, 5 Electrical, and 5 Plumbing permits).
x
PERMITTING 2.155
PERMIT APPLICATION TO INSPECTION - Ability to prompt an inspection from a permit application. x
PERMITTING 2.156
ATTACHMENTS - Ability to attach files to permit (i.e., performance bond/check, emails, etc.). x
PERMITTING 2.157
SECURITY - Ability to restrict user access to create temporary/permanent address entries. x
PERMITTING 2.158 DATES
PERMITTING 2.159
PERMIT EXPIRATION DATES - Automatically calculate permit expiration date based on user parameters by type of permit. x
PERMITTING 2.160
AUTO ADJUST EXPIRE DATE - Ability to auto adjust permit expiration date by 180 days from last inspection. x
PERMITTING 2.161
AUTO DATES FROM STATUS CHANGE -Ability to configure dates to automatically populate based on status changes, such as: x PERMITTING 2.162  Changing status to "Approved" also auto populates Approved Date field x PERMITTING 2.163  Changing status to "Issued" also auto populates Issued Date field x PERMITTING 2.164  Other agency-defined status and date combinations (e.g., CofO, Finaled, x PERMITTING 2.165 CONTRACTORS
PERMITTING 2.166
CONTRACTOR DATA - Provide database for tracking
contractor/architects/engineers/deputy inspectors information including: x PERMITTING 2.167  Name x
PERMITTING 2.168  Address x
PERMITTING 2.169  Phone x
PERMITTING 2.170  Type of contractor x
PERMITTING 2.171  Business license certificate x
PERMITTING 2.172  Fax number x
PERMITTING 2.173  Liability insurance carrier (name, expiration date) x PERMITTING 2.174  Surety Company bond carrier x
PERMITTING 2.175  E-mail address x
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 17 of 81 Packet Page. 1310 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.176  Mobile phone number x
PERMITTING 2.177  Application date x
PERMITTING 2.178  State license number x
PERMITTING 2.179  State contractor information and license types x PERMITTING 2.180  State contractor License Expiration Date x PERMITTING 2.181  Agency business license number x
PERMITTING 2.182  Agency business license expiration date x PERMITTING 2.183
UNLIMITED COMMENTS AND NOTES - Provide an area for unlimited free-form text comments and notes for each contractor. x
PERMITTING 2.184
FLAG CONTRACTORS - Ability to flag individual Contractors as needed, with comments, that alert staff with a notification when a Contractor with a flag is added to a record.
x
PERMITTING 2.185 CONTRACTOR REQUIREMENTS - Perform automatic checking of Agencydefined contractor requirements for pulling a permit during permit processing. x PERMITTING 2.186  License Number x
PERMITTING 2.187  License Classification (i.e. B, C47, C10, etc....) x PERMITTING 2.188  License Status (e.g., Active) x
PERMITTING 2.189  City Business License Number x
PERMITTING 2.190  City Business License Status (e.g., Active) x PERMITTING 2.191
MULTIPLE CONTRACTORS PER PERMIT - Ability to track multiple contractors per permit and change contractor that did certain aspects of construction (e.g., who did the electrical, plumbing, etc.).
x
PERMITTING 2.192
MERGE CONTRACTOR RECORDS - Ability to merge contractor records if contractor number changes and also maintain record history. x PERMITTING 2.193
TRACK INSURANCE - Provide capability to track contractor and other vendor’s insurance. x
PERMITTING 2.194
TRACK INSURANCE - Ability to auto-generate letters to contractor that an updated insurance certificate is needed. x
PERMITTING 2.195
TRUST ACCOUNTS - Ability to create and draw down from trust accounts setup by contractor. x
PERMITTING 2.196
TRACK AGENCY BUSINESS LICENSE - Provide capability to link to and/or track Agency business license expiration date by contractor. x PERMITTING 2.197 ROUTING & WORKFLOW
PERMITTING 2.198
WORKFLOW - Ability to pre-establish workflow and task requirements by permit type (reviews, plan checks, verifications, inspections, other agency approval requirements, etc.).
x
PERMITTING 2.199
MODIFY WORKFLOW - Ability to modify workflow and task requirements as needed at the permit record. x
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 18 of 81 Packet Page. 1311 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.200
DEFAULT DUE DATES - Ability for system to default due dates by task type (e.g., plan check reviews due within 10 days of submittal). x PERMITTING 2.201
OVERRIDE DUE DATES - Ability to override automatically assigned system due dates. x
PERMITTING 2.202
PERFORMANCE STANDARDS TRACKING - Ability to distinguish different task due dates and set due dates accordingly. Each task should have a separate date associated to it in order to compile performance standards reports. x
PERMITTING 2.203
SIMULTANEOUS WORKFLOW STEPS - Ability to allow review steps to be performed simultaneously by multiple users/departments. x PERMITTING 2.204
ASSIGN TASKS TO STAFF - Ability for departments to assign and re-assign tasks to specific staff. x
PERMITTING 2.205
ASSIGN TASKS TO DEPARTMENT - Ability to either assign staff or leave task completion at the department level. x
PERMITTING 2.206
CALENDAR VIEW OF ASSIGNMENTS AND DUE DATES- Ability for users and supervisors to view their assignments and due dates by individual or department. x PERMITTING 2.207
PERMIT REVISIONS - Ability to revise permit applications during the permit review process. x
PERMITTING 2.208
NOTES TYPE AND DATE STAMP - Ability to add notes and comments throughout the permitting process, including type and date stamp. x PERMITTING 2.209
APPROVALS - Do not allow permit to be issued until all required plan review steps are completed. x
PERMITTING 2.210
CUSTOM FIELDS ENTRY - Ability to automatically update workflow based on responses provided in custom fields during the application process. x PERMITTING 2.211
CONFIRMATION OF WORKFLOW ASSIGNMENT - Ability to automatically notify an Applicant and Staff that a new assignment has been received. x PERMITTING 2.212 PLAN REVIEWS AND COMMENTS
PERMITTING 2.213
AGENCY DEFINED ROUTING - Allow Agency-defined plan review routing based on type of work performed to multiple users/departments (e.g., specific staff, planning, environmental compliance, fire, police, county health, engineering, etc.). x
PERMITTING 2.214
OUTSIDE AGENCY ROUTING - Allow Agency-defined plan review routing based on type of work performed to multiple non-agency users/outside agencies (e.g., Environmental Health, Health Department, Waste Water, etc.). x
PERMITTING 2.215

MULITPLE PERMITS PER SET OF APPROVAL STEPS/PLAN CHECK - Ability to setup one set of approval steps/plan checks for multiple permits (e.g., building, plumbing, electrical, mechanical, etc.).
x
PDF Page 86 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 19 of 81 Packet Page. 1312 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.216 PLAN STAMP - Ability for a user to electronically stamp plans x PERMITTING 2.217
PLAN POSSESSION - Ability to track which planners have been issued sets of physical plans. x
PERMITTING 2.218
ELECTRONIC PLAN REVIEW - Capable of online plan review with ability to markup plans and add comments. x
Accela provides Adobe as a
standard mark up tool. In
addition to Adobe, the solution
can integrate with any 3rd
party mark up tool.

PERMITTING 2.219
STANDARD COMMENTS - Allow for Agency-defined table of standard comments that can be accessed during plan review. x
PERMITTING 2.220
UNLIMITED COMMENTS - Allow for entry of unlimited free-form notes and comments during the plan review processes. x
PERMITTING 2.221
UNLIMITED COMMENT CHARACTERS - Allow for an unlimited number of characters in a comment. x
The solution provides a limit of
4000 characters but is not
unlimited
PERMITTING 2.222
PRINT PLAN CHECK COMMENTS - Ability to print plan check comments on plan check review letter. x
PERMITTING 2.223
COMBINED COMMENT LETTERS - Ability to combine department comment letters for issuance with the permit documents. x
PERMITTING 2.224
EDITABLE COMMENT REVIEW LETTERS - Ability to create
editable comment/review letters x
The review letter can be
exported as a word document
that can be editable.

Addtionally, the comment on
the permit is editable
PERMITTING 2.225
ADD CORRECTION ITEMS - Allow entry of plan correction items as part of plan review. x
PERMITTING 2.226 CORRECTIONS LIST - Ability to generate a review specific or overall corrections list. x PERMITTING 2.227
CUSTOMER CORRECTIONS LIST - Ability for system to generate a corrections list (letter) for customer. x
PERMITTING 2.228
CORRECTION NOTICE COMMENTS - Ability to combine all plan review comments and correction requirements into a single correction notice. x PDF Page 87 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 20 of 81 Packet Page. 1313 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.229
EDITABLE PLAN CORRECTION LETTER - Ability for system to generate an editable plan corrections letter that merges appropriate record information.

The review letter can be
exported as a word document
x that can be editable.

Addtionally, the comment
on the permit is editable
PERMITTING 2.230
AUTOMATIC REMINDERS - Ability to set automatic reminders/notifications based on plan review phases (e.g. preliminary plan review date, expected date of completion, etc.).
x
PERMITTING 2.231
PLAN REVIEW SUBMISSIONS - Ability to identify and track multiple rounds of plan reviews. (i.e. 1st round, 2nd round, etc.) x
PERMITTING 2.232
PLAN REVIEW DUE DATES - Ability to setup different due dates based on the round submission (i.e. 1st round is due within 3 weeks, 2nd round is due within 2 weeks, etc.)
x
PERMITTING 2.233 CONDITIONS OF APPROVAL
PERMITTING 2.234
SPECIAL CONDITIONS - Ability to note any restrictions or special conditions established by reviewing departments as a prerequisite within the permit process. x PERMITTING 2.235
STANDARD CONDITIONS - Ability to set up standard conditions of approval by permit type. x
PERMITTING 2.236
CHECKLIST COMPLIANCE - Ability for system to force all conditions of approval to be met and checked off before user is allowed to mark a task complete. x PERMITTING 2.237 TRACKING REVISIONS - Track conditions of approval revisions (who, what, when). x PERMITTING 2.238
APPROVALS MULTI-DEPARTMENT -Allow conditions of approval to be entered and maintained by multiple departments. x
PERMITTING 2.239
APPROVAL GROUPING BY DEPARTMENT - Ability to group conditions of approval by department/division.

Staff can select from a
dropdown the department they
x belong to for each condition of
approval they are issuing
on the permit
PERMITTING 2.240 CHECKBOX - Allow conditions of approval "completed" check box. x PERMITTING 2.241 CHECKBOX - Allow conditions of approval "reviewed" check box. x PERMITTING 2.242 TRACKING - Track conditions of approval "completed by whom". x PERMITTING 2.243 TRACKING - Track conditions of approval "reviewed by whom". x PERMITTING 2.244 TRACKING - Track conditions of approval completed by "date and time". x PERMITTING 2.245 TRACKING - Track conditions of approval "reviewed" by date and time. x Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 21 of 81 Packet Page. 1314 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.246 FEES
PERMITTING 2.247
UNLIMITED FEES AND TYPES - Provide for calculation of standard fees with effective dates using Agency-provided formulas or tables. x PERMITTING 2.248
FEE SCHEDULE EFFECTIVE DATE - Ability to effective date fee schedules in advance. x
PERMITTING 2.249
PAY FOR MULTIPLE PERMITS - Ability to pay for multiple permits in the same transaction. x
PERMITTING 2.250
FEES AND CREDITS - Track fees charged, refunds, and credits issued by customers, permits, parcel, project, etc. x
PERMITTING 2.251
FIXED AND VARIABLE FEES - Ability to set up Agency-defined fixed and variable fees as follows: x
PERMITTING 2.252  Flat $XX fee per valuation tier (e.g., $XX for valuation tier $0-$1,000, $XX for tier $1,001-$2,000, etc.) x
PERMITTING 2.253  F
lat $XX fee per valuation tier (see above), plus an additional flat fee per valuation unit (e g valuation over $100 001 is $X per $1000 additional valuation etc ) x
PERMITTING 2.254  Building Permit - plan review fees XX% of Building Permit fee (e.g. XX% of base fee) x
PERMITTING 2.255  A
dditional Hourly Building Permit - plan review fees (revisions/changes). Minimum x PERMITTING 2.256  Flat fee times number of units (e.g., total number of lots) x PERMITTING 2.257  Flat $XX fee per unit tiers, plus an additional flat fee per unit over the highest tier
x
PERMITTING 2.258
PERCENTAGE OF OTHER FEES - Ability to calculate fees based as a percentage of other fees. x
PERMITTING 2.259
ADMINISTRATIVE FEE - Ability to calculate an administrative fee that is based on XX% of the total fees. x
PERMITTING 2.260
MULTI-CRITERIA FEE CALCULATIONS - Ability to calculate fees based on multiple values (e.g., Diameter 8" or less and depth of 50' or less). x PERMITTING 2.261
BUILDING CONSTRUCTION VALUATION - Allow for Agency-defined valuation calculations based on a Agency-defined table of construction values. x PERMITTING 2.262
BUILDING ASSESSED VALUATION - Allow for Agency-defined
valuation calculations based on a Agency-defined assessed values. x PERMITTING 2.263 SQUARE FOOT CALCULATIONS - Allow Agency-defined square footage calculations based on a Agency-defined table of square footage values. x PERMITTING 2.264
FEES ON DEMAND - Ability to charge any or all fees by specific project requirements (e.g., set up fees on demand). x
PERMITTING 2.265
MISCELLANEOUS FEES - Ability to calculate and track unlimited miscellaneous fees collected in conjunction with building permits. x
PDF Page 89 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 22 of 81 Packet Page. 1315 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.266
WAIVE FEES - Ability to waive or override any standard/default fees by supervisor with proper security control. x
PERMITTING 2.267
PERMIT REQUEST ESTIMATES - Ability to save permit request information to estimate fees without creating a new permit application, then convert estimate to application records when customer actually submits formal permit application (could be weeks or months later).
x
PERMITTING 2.268
PAY FOR MULTIPLE PERMITS - Ability to pay for multiple permits in the same transaction. x
PERMITTING 2.269
AUTO-CALCULATE FEES - Calculate standard planning fees using Agencydefined criteria in a table structure. x PERMITTING 2.270 BILLABLE TIME - Ability to track task time by person and generate hourly fees due. x PERMITTING 2.271
FEE SETTINGS FOR CANCELLED PERMITS - Ability to set fees as refundable or non-refundable should a permit be cancelled. x
PERMITTING 2.272
PERMIT CANCELATION - Ability to automatically refund only XX% of the original permit fees if the permit application is cancelled by the customer. x PERMITTING 2.273 INVOICING - Ability to generate an invoice for specific fees due on a permit. x PERMITTING 2.274
INVOICING MULTIPLE PERMITS OR WORK ORDERS - Ability to generate an invoice for all unpaid fees due on multiple permits/work orders by associated contact on the permit.
x
PERMITTING 2.275
FEE DIFFERENCE CALCULATIONS - Ability to adjust square footage/valuation and calculate the increase in fees of fees already paid. x PERMITTING 2.276
FEE DECIMAL PLACES - Provide for tracking of up to four decimal places in Fees and Fee Formulas, (i.e. SMIP 0.0021 x Job Value, SMIP 0.0001 x Job Value, etc.) x PERMITTING 2.277 FEE SCHEDULES
PERMITTING 2.278
MULTIPLE ACTIVE FEE SCHEDULES - Ability for multiple fee schedules to be active at the same time (e.g., Agency-wide fee schedule and a developer specific fee schedule).
x
PERMITTING 2.279 DEFAULT FEE SCHEDULE - Ability to specify default fee schedule (e.g., Agency). x PERMITTING 2.280
MASS FEE CHANGES - Ability to mass change all or a select set of fees by xx% (inflationary) once per year without having to change each individual fee. x PERMITTING 2.281 DEPOSITS
PERMITTING 2.282
TIME TRACKING - Ability to track hourly time spent by reviewer and task to calculate fees for deposit draw downs. x
PERMITTING 2.283
DEPOSIT CREDITS/REFUNDS - Ability to allow specific authorized users to generate a credit for hours billed. x
PDF Page 90 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 23 of 81 Packet Page. 1316 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.284
DEPOSIT CREDITS/REFUNDS - Ability to credit back draw-downs and expenses to the developer's deposit (e.g., collected newspaper notification fee by mistake) . x PERMITTING 2.285
REFUNDABLE DEPOSITS - Ability to track deposits and refunds including conditions and sign-offs of refund, and maintain a real-time permit fees balance. x PERMITTING 2.286
MULTIPLE PERMITS DRAWS PER DEPOSIT - Ability for multiple permits to draw down against the same deposit (e.g., large contractor or utility company). x PERMITTING 2.287
DEPOSIT INVOICE - FEE SUMMARY - Ability for deposit invoice to show amounts paid to-date and a summary of fees incurred by fee type. x PERMITTING 2.288 BONDS
PERMITTING 2.289
BOND ASSESSMENT - Ability to track cash sureties, Letters of Credit, CDs, and other forms of Bonds - Data fields to be tracked include: x PERMITTING 2.290  Bond amount x
PERMITTING 2.291  Bond payment type (e.g., cash, check, credit card, letter of credit, cd, etc.) x PERMITTING 2.292  Bond assessment date x
PERMITTING 2.293  Bond release date x
PERMITTING 2.294  Notes x
PERMITTING 2.295
BOND RELEASE - Ability to release a bond and track release amount and release date. x
PERMITTING 2.296 NOTIFICATIONS
PERMITTING 2.297 NOTIFICATION METHODS - Notification methods include: x PERMITTING 2.298  E-mail x
PERMITTING 2.299  Online Citizen Access Portal Updates x PERMITTING 2.300  Mail (e.g., Word-formatted letters) x PERMITTING 2.301
AUTO EMAIL CONTACT TYPES BY STATUS - Ability to automatically generate email notices to contact types by status (e.g., owner and applicant for permit approval, developer when permit status is temporary certificate of occupancy, etc.). x
PERMITTING 2.302
NOTIFICATION LETTERS - Ability to generate 30 or 90 day expiration notification letter for a permit applicant. x
PERMITTING 2.303 EMAIL NOTIFICATION LETTERS - Ability to email expiration notification letters. x PERMITTING 2.304
NOTIFICATIONS WITH ATTACHMENTS - Ability for standard
notifications/letters/permits, certificates, etc., to print with predetermined attachments (batch or on-demand). x
PERMITTING 2.305 NOTIFICATION QUEUE - Ability to notify via queue when inspections are final approved for certificate of occupancy issuance. x Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 24 of 81 Packet Page. 1317 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.306
BATCH PRINT PERMIT EXPIRATION NOTICES - Ability to print permit expiration notices in batch for mailing 30 days before expiration. x PERMITTING 2.307 REQUEST FOR PAYMENT- Ability to automatically generate emails to an applicant when fees are ready to be paid. x
PERMITTING 2.308
DOCUMENTS TO SIGN - Ability to automatically distribute an email to an applicant containing documents to be signed electronically. x Accela can send out email with
the attachments. Custom
integration is required with 3rd
party document e-signature
solution
PERMITTING 2.309 PLAN SUBMITTALS AND RESUBMITTALS - Ability for the system to notify plan reviewers/departments of new plan submittals or resubmittals and review due dates. x PERMITTING 2.310
PLAN REVIEWS COMPLETED - Ability for a permit technician to be notified of when all plan reviews have been completed. x
PERMITTING 2.311
PAYMENT MADE - Ability for a permit technician to be notified of when payments are made online. x
PERMITTING 2.312 LOCK-HOLDS
PERMITTING 2.313
LOCK INDIVIDUAL PERMIT - Ability to lock an individual permit (e.g., no edits allowed until lock lifted). x
PERMITTING 2.314 LIFT LOCK - Allow only authorized users to lift a locked permit. x PERMITTING 2.315 ALERTS
PERMITTING 2.316 UNLIMITED ALERTS - Ability to place unlimited number of alerts per parcel. x PERMITTING 2.317
FLASH ALERTS - Ability to flash alerts by address (e.g., outstanding code enforcement violations). x
PERMITTING 2.318
EXPIRED STATE LICENSE - Ability for the system to automatically provide the user an alert when entering an application for a contractor that has an expired state license.
x
PERMITTING 2.319
EXPIRED AGENCY LICENSE - Ability for the system to automatically provide the user an alert when entering an application for a contractor that has an expired agency license.
x
PERMITTING 2.320
PERMIT STOP WORK NOTICE - Ability to issue a stop work notice for the following items:
x
PERMITTING 2.321  Fees Due/NSF x
PERMITTING 2.322  Outstanding Code Enforcement Violations (e.g., Illegal Work) x PERMITTING 2.323  Contractor with Expired Business License x PERMITTING 2.324  Contractor with Expired State License x PERMITTING 2.325  Contractor with Expired Insurance x
PDF Page 92 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 25 of 81 Packet Page. 1318 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.326
PERMIT NOTICE ALERT - Ability to generate a permit notice alert on a property whenever a permit, planning, code or licensing record is opened. x PERMITTING 2.327
FEES DUE ALERT - Provide an alert at Certificate of Occupancy issuance of any fees owed by the developer/owner/contractor. x
PERMITTING 2.328 PRINTING
PERMITTING 2.329
AGENCY-DEFINED PERMIT LAYOUT - Ability to create an Agency-defined permit layout. x
PERMITTING 2.330
FINAL EDITS - Perform editing prior to printing notices/letters for such items as all fees paid, all permits final, etc. x
PERMITTING 2.331
PRINT CERTIFICATES - Allow Agency to define type of certificate to print (e.g., Certificate of Completion vs. Certificate of Occupancy). x PERMITTING 2.332
PRINT AND ATTACH - Ability to simultaneously print and attach a document to a permit record. x
PERMITTING 2.333 REPORTING
PERMITTING 2.334
SEARCH FUNCTIONS - Allow for search and retrieval of a permit or application data using any combination of: x
PERMITTING 2.335  Job Address x
PERMITTING 2.336  Tract Number x
PERMITTING 2.337  Parcel Map Number x
PERMITTING 2.338  Parcel number x
PERMITTING 2.339  Lot number x
PERMITTING 2.340  Associated names (applicant, property owner, contractor, architect) x PERMITTING 2.341  Associated mailing addresses (applicant, property owner, contractor, architect)
x
PERMITTING 2.342  Associated phone numbers (applicant, property owner, contractor, architect) x PERMITTING 2.343  Contractor license no. x
PERMITTING 2.344  Contractor business license no. x
PERMITTING 2.345  Permit Number x
PERMITTING 2.346  Type of application (Permit Type) x
PERMITTING 2.347  Receipt No. x
PERMITTING 2.348  Application date x
PERMITTING 2.349  Permit issuance date x
PERMITTING 2.350  Application status x
PERMITTING 2.351  Responsible department x
PERMITTING 2.352  Various Wild Card search x
PERMITTING 2.353  Partial word searches x
PERMITTING 2.354  Ward (Council Districts) x
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 26 of 81 Packet Page. 1319 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.355  Permit Sub Type x
PERMITTING 2.356  Number of Inspections in a Month x
PERMITTING 2.357  Ability to search by owner name or business common name (e.g., Safeway or ____ Home Owners Association) and see all associated permits. x PERMITTING 2.358
HISTORY - Ability to show all permit history by address when entering application information. x
PERMITTING 2.359
USER DASHBOARD - Provide a user specific dashboard with statistics and assignments. x
PERMITTING 2.360
STATISTICAL REPORTS - Statistical reports of permits issued by a Agencydefined date range. x PERMITTING 2.361
STATISTICAL REPORTS - Statistical reports of the types of applications submitted by Agency-defined date range. x
PERMITTING 2.362
STATISTICAL REPORTS - Statistical reports of plan review processing, including numbers of applications processed, average days to process, etc. x PERMITTING 2.363
OPEN TRUST/DEPOSIT REPORT - Reports of open bonds/deposits and associated activity. x
PERMITTING 2.364
PERMIT EXPIRATION REPORT - Permit expiration reports with option to print letters for expiring permits. x
PERMITTING 2.365 PLAN CORRECTION REPORT - Produce a plan correction listing on-demand. x PERMITTING 2.366
PLAN CHECK AGING REPORT - Produce a plan check aging report with in and due dates by reviewer. x
PERMITTING 2.367
OPEN INSPECTIONS REPORT - Report that lists all open inspections by Agency-defined date range by assigned inspector. x
PERMITTING 2.368 PERMIT FEE REPORT - Provides permit fee reports by daily receipts. x PERMITTING 2.369
CALIFORNIA SMIP REPORT - Ability to produce a report containing the SMIP fees collected. x
PERMITTING 2.370
CALIFORNIA GREEN FEE REPORT - Ability to produce a report containing the Green Fees collected. x
PERMITTING 2.371
TIME PERIOD REPORTS - Provide reports by any time period (e.g., specific date to specific date). x
PERMITTING 2.372 PDF FORMAT - Ability to save reports in PDF format. x PERMITTING 2.373
SUMMARY REPORT - Ability to generate a summary of applied and issued permits per month, comparing current month to same time previous year, year to date permits, and annual totals.
x
PERMITTING 2.374
MONTHLY PERMITS ISSUED REPORT - Ability to generate a detailed list all permits issued for the month. x
PDF Page 94 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 27 of 81 Packet Page. 1320 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
PERMITTING 2.375
REVENUE EXPENSES REPORT - Monthly revenue/expense report (fees minus contract review/inspections costs). x
PERMITTING 2.376
PUBLISH REPORTS ON WEBSITE - Ability to publish reports to website (e.g., monthly list of permits issued). x
PERMITTING 2.377
HOLDING PERIODS BY PARTY - Ability to generate a report on the number of days a permit process has been in the hands of the Agency vs. the applicant (e.g., Agency took X days to review plans and applicant took X days to schedule an inspection after being issued a permit, etc.).
x
PERMITTING 2.378
PLAN REVIEWS/SUBMITTALS BY PERMIT - Ability to produce a report of all the plan reviews and submittals that have been completed for a permit. x PERMITTING 2.379
ELECTRONICALLY SUBMITTED PLANS - Ability to report on the number of electronically submitted plans. x
PERMITTING 2.380 INTEGRATION - INTERFACE
PERMITTING 2.381
ELECTRONIC PLAN SUBMITTAL - Ability to receive plan submittals electronically through an online portal. x
PERMITTING 2.382
ELECTRONIC PLAN REVIEW - Capable of online plan review with ability to redline markup plans and add comments. x
PERMITTING 2.383
INTEGRATION - STATE LICENSES BOARD - Ability to extract contractor information from the state licenses board and populate fields in permit modules and contractor database. VENDOR NOTE - Integration should go beyond the State Licenses Board home page.
x
Accela has a standard integration
for the State of California
LIcensing Board
PERMITTING 2.384
INTEGRATE - BUSINESS LICENSES - Ability to integrate with business licensing module to identify if a developer has an active business license. x PERMITTING 2.385
INTEGRATION - CASH RECEIPTS - Cash receipts should validate permit number, account number, fees, penalty amounts, and update customer balance. x PERMITTING 2.386
INTEGRATION- PLANNING - Provide communication of conditions and other pertinent information from planning and zoning projects related to permit property locations.
x
PERMITTING 2.387
INTEGRATION - COUNTY ASSESSORS - Ability to access County Assessor records directly within the application. x
Custom integration with 3rd
party software will be required
at implemenation
PERMITTING 2.388
INTEGRATION - GENERAL LEDGER - The permits application must generate journal entry exports to the general ledger for any invoices generated and revenues received, including all fees and credits.
x
Custom integration with 3rd
party software will be required
at implemenation
PERMITTING 2.389
INTEGRATION - ACCOUNTS RECEIVABLE - Ability to integrate to the Agency's financial system (New World Systems) to allow billing of permit and other permit- related fees (e.g., billing applicants for 3rd party reviews). x
Custom integration with 3rd
party software will be required
at implemenation
PDF Page 95 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 28 of 81 Packet Page. 1321 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
PERMITTING 2.390
INTEGRATION - ACCOUNTS PAYABLE - Ability to export fee and deposit account refunds to the Agency's financial system (New World Systems). x Custom integration with 3rd
party software will be required
at implemenation
PERMITTING 2.391
INTEGRATION - PARCEL/ADDRESS MANAGEMENT - The parcel/address management application should provide address, intersection, parcel, owner, and zoning information to the permit system.
x
PERMITTING 2.392
INTEGRATION - ESRI ARCGIS - Ability to interface to GIS mapping products that support ESRI formats, including ArcGIS (Version 10.8 ). x PERMITTING 2.393
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
Custom integration with 3rd
party software will be required
at implemenation
PDF Page 96 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 29 of 81 Packet Page. 1322 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
Inspections

GENERAL INSPECTIONS
INSPECTIONS 3.001
AGENCY-DEFINED FIELDS - Provide for "unlimited" Agency-defined fields based on inspection type. VENDOR NOTE - If limited, please explain in Comments field. x INSPECTIONS 3.002
LINKING TO PERMITS - Ability to link to a permit or project, after the inspection has been completed. x
INSPECTIONS 3.003
UNLIMITED PUNCH LIST - Ability to setup unlimited inspection punch list fields by inspection type. x
INSPECTIONS 3.004
ASSOCIATE STANDARD COMMENTS TO INSPECTION TYPE - Ability for standard comments for inspection to be specific to the type of inspection being done. x INSPECTIONS 3.005
INSPECTION SEQUENCES - Allow for the setup of Agency-defined inspections sequences for each application based on the type of work (e.g., foundation before framing).
x
INSPECTIONS 3.006 ALTER INSPECTION SEQUENCES - Ability to alter inspection sequences for individual permits as required. x
INSPECTIONS 3.007 GENERAL SCHEDULING
INSPECTIONS 3.008
SCHEDULING - TIME CUTOFF - Ability for system to cut off daily inspection scheduling at "X:XX" time each day. x
INSPECTIONS 3.009
SCHEDULING - MAX INSPECTIONS CUTOFF - Ability for system to cut off daily inspection scheduling when a maximum number of inspections have been received. x INSPECTIONS 3.010 VALIDATE INSPECTION REQUEST - System to check whether an inspection request is valid (e.g., required or previously completed). x INSPECTIONS 3.011 SCHEDULING ERROR CHECKS - Perform Agency-defined error checking (with ability to override) during inspection scheduling to ensure the following: x PDF Page 97 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 30 of 81 Packet Page. 1323 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
INSPECTIONS 3.012  Valid contractor license x
INSPECTIONS 3.013  Inspections are being performed in the proper sequence x INSPECTIONS 3.014  Type of inspection requested is valid for the permit x INSPECTIONS 3.015  All required fees have been paid x
INSPECTIONS 3.016  Permit has not expired x
INSPECTIONS 3.017  Permit has not been placed on hold x INSPECTIONS 3.018
MASS INSPECTION SCHEDULING - Ability to reschedule inspections in mass by type with the ability to override (e.g., reschedule entire day's inspections due to rain). x INSPECTIONS 3.019
RECURRING INSPECTIONS - Ability to setup recurring daily inspections (e.g., site inspections, annual day care inspections, fire inspections, etc.). x INSPECTIONS 3.020
INSPECTIONS CALENDAR - Ability to choose on which days inspections are allowed to take place (e.g., inspections on weekends, no inspections every other Friday, etc.).
x
INSPECTIONS 3.021
CAP DAILY INSPECTIONS BY INSPECTOR - Ability to cap the number of inspections assigned to an inspector for a day. x
INSPECTIONS 3.022
INSPECTION UNIT VALUES - Ability to assign unit values to inspections and limit the daily value of inspections an inspector can be assigned. x INSPECTIONS 3.023
SPECIFIC INSPECTOR ASSIGNMENT OVERRIDE - Ability to assign a default inspector for a specific permit that overrides all other inspector assignment rules (e.g., John will be the only inspector performing inspections for this specific permit). x INSPECTIONS 3.024
PRE-ASSIGN INSPECTORS BY LOCATION - Ability to automatically assign inspectors by location (e.g., 3 different inspections in same area should get assigned to the same inspector).
x
INSPECTIONS 3.025
PRE-ASSIGN INSPECTORS BY POINT SYSTEM - Ability to automatically assign inspections by point complexity system. x
INSPECTIONS 3.026

PRE-ASSIGN INSPECTOR BASED ON INITIAL INSPECTION ASSIGNMENT - Ability to automatically assign second and remaining inspections to the inspector assigned to the first inspection.
x
INSPECTIONS 3.027
INSPECTION ASSIGNMENTS - DRAG & DROP - Ability to assign and reassign inspections to inspectors using a drag-and-drop capabilities. x INSPECTIONS 3.028 INSPECTORS WORK QUEUE - Ability for inspectors to work from a screen showing only their assigned inspections (i.e., queue). x INSPECTIONS 3.029
INSPECTOR CALENDARS - Ability to view a Daily, Weekly, or Monthly calendar for an inspector.
x
INSPECTIONS 3.030
DAILY CALENDAR COMPARISON - Ability to compare the daily calendars for multiple inspectors. x
PDF Page 98 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 31 of 81 Packet Page. 1324 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
INSPECTIONS 3.031
INSPECTION REASSIGNMENT - Provide a method of automatically reassigning an inspector's scheduled inspections for such situations as an inspector calling in sick, vacation, meetings, etc. VENDOR NOTE - Should prevent inspections from being assigned to an inspector that is out.
x
INSPECTIONS 3.032
OVERRIDE ASSIGNMENT - Allow specified users to override the automatic assignment. x
INSPECTIONS 3.033
OVERDUE ROLLOVER - Ability for inspections assignment to roll-over uncompleted inspections to the next day's schedule. x
INSPECTIONS 3.034 CANCEL INSPECTIONS - Ability to allow inspections to be canceled. x INSPECTIONS 3.035
CANCEL INSPECTIONS CUTOFF - Ability to set an Inspection Cancel Cutoff Day and Time; (i.e. same day by 6:00am)
x
INSPECTIONS 3.036
LATE CANCELLATION FEE - Ability to charge a late cancel fee automatically if cancel occurs after the cutoff defined.
x
INSPECTIONS 3.037 SCHEDULING APPROVALS
INSPECTIONS 3.038
APPROVALS - Do not allow inspections to be scheduled without proper approvals or completed prerequisites. x
INSPECTIONS 3.039
FINAL INSPECTION APPROVAL - Ability to disallow final inspection to be scheduled if all other approvals are not completed and fees paid. x INSPECTIONS 3.040
APPROVAL FOR INSPECTION OUTSIDE OF BUSINESS HOURS - Ability to require Agency approval for inspection requests that are outside of normal business hours. x INSPECTIONS 3.041 INSPECTION WINDOWS
INSPECTIONS 3.042
AGENCY DEFINED INSPECTION WINDOW - Ability to schedule an inspection time window. x
INSPECTIONS 3.043
AM/PM INSPECTION - Ability to automatically schedule inspections for a morning or afternoon time window. x
INSPECTIONS 3.044 INSPECTIONS REQUESTS - TIME WINDOWS - Ability to schedule inspection requests for specific time windows (e.g. 8:00am, 1:30pm). x INSPECTIONS 3.045
INSPECTION TIME WINDOWS - Ability to specify the inspection scheduling time window (e.g., hourly or AM/PM) by inspection type. x INSPECTIONS 3.046
PRECON INSPECTIONS - Ability to setup workflow to restrict which days specific Inspection Types can be scheduled. (e.g., Preconstruction Inspections can only be scheduled on a Tuesdays or Thursdays)
x
INSPECTIONS 3.047
AFTERHOURS INSPECTION REQUESTS - Ability to setup workflow to allow the scheduling of Afterhours Inspection Requests by Inspection Types, GIS areas and Geo Type. (e.g., only allow ROW Inspection Type, in the Historic District, on an Intersection the ability to request Afterhours Inspections) x
PDF Page 99 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 32 of 81 Packet Page. 1325 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
INSPECTIONS 3.048
AFTERHOURS INSPECTION FEE - Ability to setup workflow to automatically add and collect an Afterhours Fee if an Afterhours Inspection is Requested. (e.g., If a contractor requests to schedule an Afterhours Inspection, as part of the scheduling process the system would automatically add the Afterhours Fee to the cart and request the contractor to pay the fee prior to confirming the Inspection was scheduled)
x
INSPECTIONS 3.049 HOLDS AND NOTIFICATIONS
INSPECTIONS 3.050
NOTICE OF VIOLATION - Ability to initiate violations and generate notification letters by type of violation. x
INSPECTIONS 3.051
STOP WORK ORDER - Ability to issue stop work order (e.g., prevent other inspections, permits, etc.) on any open permit. x INSPECTIONS 3.052
INSPECTION HOLD STATUS - Ability to put project on hold if additional inspection or re-inspection fees are due. x
INSPECTIONS 3.053
UNAPPROVED CONDITIONS TO BLOCK PERMIT ISSUANCE - Ability to set up some types of conditions to be changed to unapproved during project construction to block additional permits from being issued until condition is re-inspected and removed (e.g., job site safety issues, construction sign, fencing, straw rolls requirement, etc.).
x
INSPECTIONS 3.054
OVERDUE INSPECTION FLAG - Ability for inspectors queue to flag any inspections not completed in 24 hours. x
INSPECTIONS 3.055
MULTIPLE INSPECTIONS AT SAME ADDRESS - Ability for the system to notify an inspector of multiple scheduled inspections at the same address. x INSPECTIONS 3.056
INSPECTION REQUESTOR NOTIFICATIONS - Ability for the system to automatically notify inspection requestors at the end of each day of upcoming inspections by inspection times or time windows. x
INSPECTIONS 3.057 FEES
INSPECTIONS 3.058
AFTER HOURS FEE - The system has the ability to calculate fees for inspections outside of normal business hours. x
INSPECTIONS 3.059
AUTO FEE BY INSPECTION RESULT STATUS - Ability to automatically assess a fee based on an inspection result status (e.g., failed with fee, not ready with fee, etc.).
x
INSPECTIONS 3.060
RE-INSPECTION FEES - Ability to manually or automatically apply a discretionary re-inspection fee after x number of inspections of the same type. x INSPECTIONS 3.061
OVERRIDE RE-INSPECTION FEES - Allow Agency-defined re-inspection fees to be overridden by specified users. x
INSPECTIONS 3.062 TIME TRACKING
INSPECTIONS 3.063
INSPECTION TIME TRACKING - Ability to track and report the following inspection date and time attributes: x
PDF Page 100 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 33 of 81 Packet Page. 1326 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
INSPECTIONS 3.064  Inspection Date x
INSPECTIONS 3.065  Inspection Start Time x
INSPECTIONS 3.066  Inspection Stop Time x
INSPECTIONS 3.067  Inspection Total Time x
INSPECTIONS 3.068
PRE-DEFINED INSPECTION DURATION TIMES - Ability to set pre-defined inspection duration times (e.g., 0.5 hours) with the ability for an inspector to manually override.
x
INSPECTIONS 3.069 MOBILE INSPECTIONS
INSPECTIONS 3.070
SUGGESTED ROUTE - Ability to view a suggested route for inspections. x Suggested route is available in
the back office GIS map viewer.

Inspectors can print this route
map
INSPECTIONS 3.071 MANUAL ROUTE - Ability to manually modify a suggested route for inspections. x INSPECTIONS 3.072
FIELD INSPECTIONS - Ability to add inspections to a list that is retrievable by an inspector already in the field. x
INSPECTIONS 3.073
INSPECTION RESULTS COMMENTS ! NOTES - Allow unlimited additional inspection notes, free text comments or result comments to be entered during inspection results entry.
x
INSPECTIONS 3.074
PREVIOUS INSPECTION COMMENTS ! NOTES - Ability to copy notes from previously completed inspection of the same type into the new inspection being added.
x
INSPECTIONS 3.075
INSPECTION SCHEDULING - Ability for an inspector to schedule an inspection or reinspection from the field. x
INSPECTIONS 3.076
VIEW PERMIT RECORD ATTACHMENTS - Ability to view attachments from the permit record while in the field. x
INSPECTIONS 3.077
VIEW ELECTRONIC PLANS - Ability to view electronic plans associated with a permit while in the field. x
INSPECTIONS 3.078
VIEW PREVIOUS INSPECTIONS - Ability to view all previous inspections associated with a permit while in the field. x
INSPECTIONS 3.079
PUNCH LIST - FREE-FORM COMMENTS - Ability to enter unlimited inspector comments (free form punch list). x
INSPECTIONS 3.080
VOICE-TO-TEXT FOR INSPECTIONS - Ability to support voice-to-text for recording inspection comments. x
INSPECTIONS 3.081
MOBILE PHOTO ! DOCUMENT ATTACHING - Allow inspectors in the field to attach photos and documents to an inspection record in real-time using a laptop or other hand held devices such as smartphones or tablets. x
PDF Page 101 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 34 of 81 Packet Page. 1327 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
INSPECTIONS 3.082
MOBILE RESULTING - Allow inspectors in the field to result inspections in real-time using laptops or other hand held devices such as smartphones or tablets (e.g., iPads or Windows based tablets).
x
INSPECTIONS 3.083
VIEW DETAILED PERMIT INFO - Ability to view detailed permit information from the field for any permit (e.g., Confirm if permit exists for suspicious construction, permit has been issued, inspections have been performed, etc.) regardless if an inspection was scheduled for the permit. x
INSPECTIONS 3.084 DIGITAL SIGNATURE - Ability to enable digital signature capture in the field. x INSPECTIONS 3.085
OFFLINE MOBILE FUNCTIONALITY - Ability to support "Store-And-Go" functionality by saving transaction data locally when connectivity is lost and synchronizing the data once connectivity is restored.
x
INSPECTIONS 3.086
REACTIVE MOBILE DESIGN - Ability to run mobile application on cellular devices and tablets. x
INSPECTIONS 3.087 EMAILS
INSPECTIONS 3.088
EMAIL SCHEDULED CONFIRMATION - Ability to automatically send an Inspection Scheduled Email Confirmation to the contractor or contact on the permit when an Inspection is scheduled.
x
INSPECTIONS 3.089
EMAIL INSPECTION RESULTS - Ability to automatically email inspection results and comments to the permit/project customer point of contact. x INSPECTIONS 3.090
EMAIL INSPECTION RESULTS - Ability to manually email inspection results and comments to the permit/project customer point of contact and manually enter their email address from the mobile device.
x
INSPECTIONS 3.091
FINAL INSPECTION COMPLETED EMAIL - The system has the ability to automatically send an email to all personnel involved with a permit indicating that the final inspection has been completed.
x
INSPECTIONS 3.092
CANCELLED INSPECTION EMAIL - Ability for an automatic email to be sent when an Inspection is Cancelled. x
INSPECTIONS 3.093 REPORTING
INSPECTIONS 3.094 INSPECTION TIME - Ability to report on the actual time spent performing inspections. x INSPECTIONS 3.095
INSPECTIONS PERFOMED BY DATE RANGE - Ability to report on the type of inspections performed for a Agency-defined date range. x INSPECTIONS 3.096 % OF INSPECTIONS REQUESTED AND RESULTED SAME DAY - Ability to report on the percentage of inspections requested and resulted on the same day. x INSPECTIONS 3.097
PASSED/FAILED INSPECTIONS BY PERMIT - Ability to report on all inspections that have passed and failed by permit. x
INSPECTIONS 3.098 REINSPECTION FEES BY PERMIT - Ability to report on all re-inspection fees by permit x age 102 o
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 35 of 81 Packet Page. 1328 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
INSPECTIONS 3.099 DAILY INSPECTION REQUEST LOG - Ability to generate a detailed list of all inspection requests received for a given day. x
INSPECTIONS 3.100
STATISTICAL REPORTS - Statistical reports of types of inspections performed by Agency-defined date range. x
INSPECTIONS 3.101
STATISTICAL REPORTS - Statistical reports of inspector activity by Agencydefined date range. x INSPECTIONS 3.102 INTEGRATION
INSPECTIONS 3.103
INTEGRATION - IVR - Ability to integrate with an interactive voice response system for inspection scheduling, status updates, and payments. VENDOR NOTE - Please list IVR partners in comments.
x
Custom integration with 3rd
party software will be required
at implemenation
INSPECTIONS 3.104
INTEGRATION - PERMITTING - Integrate in real time to Permitting to schedule inspections and update inspection results to the permit. x INSPECTIONS 3.105
INTEGRATION - PERMIT APPROVAL - Integrate in real-time to Permitting to update inspection results to the permit and approve the permit. x INSPECTIONS 3.106
INTEGRATION - PERMIT FINAL - Integrate in real-time to Permitting to update inspection results to the permit and final the permit. x INSPECTIONS 3.107
INTEGRATION - CODE ENFORCEMENT - Integrate in real time to Code Enforcement to create a case, schedule inspections, and update inspection results for a case.
x
INSPECTIONS 3.108
INTEGRATION - BUSINESS LICENSING - Integrate in real time to Business Licensing to schedule inspections and update inspection results to the license. x INSPECTIONS 3.109
INTEGRATION - PARCEL/ADDRESS MANAGEMENT -Integrate in real time to Parcel/Address Management to retrieve historical information on inspections performed on the parcel or address.
x
INSPECTIONS 3.110
INTEGRATION - PARCEL/ADDRESS MANAGEMENT - The parcel/address management application should provide address, parcel, intersection, owner, and zoning information to the permit system.
x
INSPECTIONS 3.111
INTEGRATION - ESRI ARCGIS - Ability to interface to GIS mapping products that support ESRI formats, including ArcGIS (Version 10.8 ). x INSPECTIONS 3.112
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
Custom integration with 3rd
party software will be required
at implemenation
PDF Page 103 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 36 of 81 Packet Page. 1329 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
Code Enforcement

CASE SETUP AND INTAKE
CODE ENF. 4.001
WORKFLOW BY CASE TYPES - Allow user to define case types with Agencydefined sequence of actions, site investigation, follow up, re-discovery, fees, and due dates for each type.
x
CODE ENF. 4.002
AGENCY-DEFINED FIELDS - Provide for "unlimited" Agency-defined fields by case type. If limited, please explain in comments. x
CODE ENF. 4.003
CASE STATUS - Ability to define numerous different status codes (i.e., new, pending, resolved, etc.) and be able to retrieve and print a report on cases matching a particular status.
x
CODE ENF. 4.004
PREVENT DUPLICATES - Ability for system to identify duplicate complaints and prevent a separate case from being opened. x
CODE ENF. 4.005 CASE MERGING - Ability to merge duplicate cases already created. x CODE ENF. 4.006 CASE TRACKING
CODE ENF. 4.007 CASE TRACKING - Ability to track code cases by the following fields: x CODE ENF. 4.008  Case Type x
CODE ENF. 4.009  Date Investigation began x
CODE ENF. 4.010  Violation address x
CODE ENF. 4.011  Owner information x
CODE ENF. 4.012  Tenant information x
CODE ENF. 4.013  Business Management information x
CODE ENF. 4.014  Property Owner/Tenant notifications (e.g., Site visit, phone call, second ti )
x
CODE ENF. 4.015  All Site Investigations x
CODE ENF. 4.016  Date/Time of Site Investigations x
CODE ENF. 4.017  Officers x
CODE ENF. 4.018  Violation(s) corrected (Y/N) x
PDF Page 104 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 1330 Page 37 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
CODE ENF. 4.019  Actions Taken x
CODE ENF. 4.020  Date Actions Taken x
CODE ENF. 4.021  Comments x
CODE ENF. 4.022
CASE CONTACTS - Ability to track unlimited number and category of contacts per case (e.g., owners, business owner, tenant, property manager, reporting party, etc.). x CODE ENF. 4.023 CASE ASSOCIATIONS - Ability to associate multiple complaints to a single case. x CODE ENF. 4.024
TRACKING CRITERIA - Provide capability to track case-related events by date, time, status, and code enforcement officer, etc. x
CODE ENF. 4.025
TIME TRACKING - Ability to track time by case, task, site investigation, or event for billing purposes. x
CODE ENF. 4.026
TRACK CASE UPDATES BY PERSON - Ability to track all case update information by person (e.g., a case could have multiple site investigations done by different case officers).
x
CODE ENF. 4.027 CASE DATES - Ability to auto populate milestone dates based on printed documents. x CODE ENF. 4.028
CASE CHRONOLOGY - Ability to track all case chronology through narrative notes and type of action. VENDOR NOTE - All narrative notes and actions should be maintained in date/time order (latest on top).
x
CODE ENF. 4.029
UNLIMITED FREE-FORM NARRATIVE NOTES - Provide ability to enter unlimited, free-form notes per violation. x
CODE ENF. 4.030
DATE AND TIME STAMP NARRATIVE NOTES - Ability to select the date and time stamp when inputting site investigation notes, case notes, etc., by user. x CODE ENF. 4.031
MAINTAIN AUDIT TRAILS - Ability to maintain audit trails including changed by, changed date, and record of changes. x
CODE ENF. 4.032 VIOLATIONS
CODE ENF. 4.033 VIOLATION TYPES - Ability to track violation types, including, but not limited to: x CODE ENF. 4.034  Construction without a Permit x
CODE ENF. 4.035  Commercial Enforcement x
CODE ENF. 4.036  Multi-Family Rental Program x
CODE ENF. 4.037  Hazardous Condition x
CODE ENF. 4.038  Marijuana Dispensary x
CODE ENF. 4.039  NOP Request x
CODE ENF. 4.040  Property Maintenance x
CODE ENF. 4.041  Single Family Rental Program x
CODE ENF. 4.042  Residential x
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 38 of 81 Packet Page. 1331 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
CODE ENF. 4.043  Sub-Standard Housing x
CODE ENF. 4.044  Vehicle Abatement x
CODE ENF. 4.045  Vendor Enforcement x
CODE ENF. 4.046  Vacant Lot x
CODE ENF. 4.047  Yard Sale x
CODE ENF. 4.048
VIOLATION TYPES - Allow user to define violation types (vehicle, commercial site maintenance, signage, illegal vendor, overgrown vegetation, trash cans in public view, etc.).
x
CODE ENF. 4.049
AGENCY MUNICPAL CODE SECTIONS - Ability to apply Agency Municipal Code Sections to violations. x
CODE ENF. 4.050
CODE SECTIONS BY VIOALTION TYPE - Ability to pre-define and automatically populate code sections by violation type. x CODE ENF. 4.051 REQUIRED ACTIONS BY VIOLATION TYPE - Ability to pre-define and automatically populate required actions by violation type. x CODE ENF. 4.052
COMMENTS BY VIOLATION TYPE - Ability to set up standard violation comments by violation type. x
CODE ENF. 4.053
COMPLIANCE BY DATE BY VIOLATION TYPE - Ability to set up standard compliance by date by type of violation. x
CODE ENF. 4.054
MULTIPLE VIOLATIONS PER CASE - Allow multiple violations to be associated with a single case. x
CODE ENF. 4.055 CASE ASSIGNMENTS
CODE ENF. 4.056
ASSIGN CASE BY CASE TYPE - Ability to automatically assign cases to code officers by case type. x
CODE ENF. 4.057
ASSIGN CASE BY GEOGRAPHICAL AREA -Ability to automatically assign cases to code officers by geographical area (e.g. zone 1-4). x CODE ENF. 4.058
ASSIGN CASE OVERWRITE - Ability to overwrite automatic code case assignment with proper user permissions. x
CODE ENF. 4.059
AUTO EMAIL FOR CASE ASSIGNMENT - Ability for an automatic email to be sent to the code enforcement officer who is assigned to the code case. x CODE ENF. 4.060
SITE INVESTIGATION CHECKLIST BY CASE TYPE - Ability to generate site investigation checklists by case type. x
CODE ENF. 4.061 CASE MANAGEMENT
CODE ENF. 4.062 DUE DATES - Ability for system to fill in due dates by task based upon case type. x CODE ENF. 4.063
DUE DATE OVERRIDE - Ability to override system generated default dates (e.g., correction/compliance, site investigations, etc.). x CODE ENF. 4.064
RESOLUTION EFFECTIVE DATES - Allow user to define number of days for resolution with effective dates by violation type. x Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 39 of 81 Packet Page. 1332 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
CODE ENF. 4.065
ACTIONS WITH EFFECTIVE DATES - Allow user to define violation related actions with effective dates. x
CODE ENF. 4.066 CASE STATUS BY EFFECTIVE DATES - Ability to track dates status' changed. x CODE ENF. 4.067 SITE INVESTIGATIONS (INSPECTIONS)
CODE ENF. 4.068
UNLIMITED SITE INVESTIGATION FREE-FORM TEXT - Allow unlimited freeform text at the site investigation level. x CODE ENF. 4.069
FOLLOW-UP SITE INVESTIGATION - Establish Agency-defined follow-up site investigation program to ensure corrections are made. x CODE ENF. 4.070
RE-DISCOVERY SCHEDULING - Ability to automatically schedule re-discovery by XX days if case is not in compliance. x
CODE ENF. 4.071
ANNUAL OR BIENNIAL SITE INVESTIGATION - Ability to setup annual or every other year site investigation of rental properties to determine if code violations exists. x CODE ENF. 4.072
SITE INVESTIGATION DATE - Ability to modify automatic/default site investigation and/or re-discovery dates. x
CODE ENF. 4.073 CORRESPONDENCE
CODE ENF. 4.074
USER DEFINED NOTIFICATIONS - Allow user to define formats for correspondence, notifications, letters, etc., by type of violation (without vendor customization). x CODE ENF. 4.075
Agency-DEFINED CORRESPONDENCE/NOTICE FORM LAYOUT - Print notifications on forms created in Microsoft Word or other Agency-defined form layout (e.g., door hangers).
x
CODE ENF. 4.076
MULTIPLE ADDRESS VIOLATION LETTER - Ability to create and print violation letters to both the actual situs address and owner's mailing address if different than the situs address.
x
CODE ENF. 4.077
MAILING LABELS - Ability to produce mailing labels for a Agency-defined group of cases. x
CODE ENF. 4.078
EDITABLE CORRESPONDENCE/NOTICATIONS - Utilizing forms created in Microsoft Word or other Agency-defined form layout, allow user to edit standard forms (e.g. notifications, correspondence, etc.). x
CODE ENF. 4.079
SPELL CHECKING NARRATIVE NOTES - Provide spell checking capabilities for all narrative notes and forms/letter editors. x
CODE ENF. 4.080
MICROSOFT WORD - Utilize current versions of Microsoft Word as notice, letter, and citation editor. x
CODE ENF. 4.081
MICROSOFT OUTLOOK - Ability for the system to integrate with Microsoft Outlook to attach e-mails to the code case record. x
PDF Page 107 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 40 of 81 Packet Page. 1333 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
CODE ENF. 4.082
VIOLATION NOTIFICATIONS - Provide Agency-defined violation notification to multiple responsible parties (e.g., owners, property manager and/or occupants). x CODE ENF. 4.083
MULTIPLE VIOLATIONS LETTERS PER PROPERTY - Ability to consolidate multiple violations for the same property into one notification letter. x CODE ENF. 4.084 ALERTS & NOTIFICATIONS
CODE ENF. 4.085
LOCATION ALERTS - Ability to provide on-screen alerts when dealing with certain addresses (e.g., problem property information, hazardous materials on property, dangerous dog, etc.).
x
CODE ENF. 4.086
INTAKE FLAG - Ability to flag upon intake, if existing open Code Enforcement case(s) exist. x
CODE ENF. 4.087
PROPERTY HOLD - Place a hold on property to prevent permit issuance without code enforcement case resolution. x
CODE ENF. 4.088 COLLECTIONS LIENS AND COURT
CODE ENF. 4.089
LOCK CASE NOTES AND COMMENTS - Ability to prevent changes to prior case information, including notes and comments. x
CODE ENF. 4.090
PROPERTY LIENS - Ability to view a property lien that has been levied against a property. x
CODE ENF. 4.091
COURT EVIDENCE FORMAT - Provide court-accepted evidentiary rules and trail for violation notices, free-form notes, and all attachments. x CODE ENF. 4.092
CASE INFORMATION PACKET - Ability to create a case information packet that automatically prints all historical case information and related attachments. x CODE ENF. 4.093
WARRANT - Ability for the system to generate a Warrant Template to be printed from a case. x
CODE ENF. 4.094 COURT CASE RESULTS - Ability to track the results of court cases. x CODE ENF. 4.095 FEES
CODE ENF. 4.096
MULTIPLE CITATIONS DIFFERENT FINES - Ability to issue multiple types of citations with different fines for a single case. x
CODE ENF. 4.097
INCREMENTAL FEES - Ability to assess penalties on an increment basis (e.g. $100, $250, $500) until violation is resolved. x
CODE ENF. 4.098
FIXED AND VARIABLE FEES - Ability to set up Agency-defined fixed and variable fees as follows: x
CODE ENF. 4.099  Hourly fee by labor or equipment class/type. One hour minimum charge. x CODE ENF. 4.100  Flat fee plus actual cost of abatement or contracted work x CODE ENF. 4.101  Flat $XX fee per unit x
CODE ENF. 4.102 HOURLY FEES - Ability to bill hourly fees. x CODE ENF. 4.103 FEE PAYMENT - Ability to require payment in full within X number of days. x Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 41 of 81 Packet Page. 1334 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
CODE ENF. 4.104
PENALTIES - Ability to automatically assess a dollar amount penalty if fees are not paid by the due date. x
CODE ENF. 4.105 WAIVE FEES & PENALTIES - Ability to waive fees and penalties x CODE ENF. 4.106 MOBILE ACCESS
CODE ENF. 4.107
INTEGRATION - PUBLIC MOBILE APPLICATION - Ability for the public to submit a request through a mobile application. VENDOR NOTE - Indicate if application requires third party integration or is a current standard feature. x
CODE ENF. 4.108
USE OF LAPTOP IN THE FIELD - Ability to run entire system on laptop with a wireless connection while in the field. x
CODE ENF. 4.109 REPORTING AND PRINTING
CODE ENF. 4.110
CASE SEARCH - Ability to locate a case by case number, violation type, address, owner, parcel number, etc. x
CODE ENF. 4.111
COMPLIANCE BY DATE BY PRINTED DOCUMENT ISSUED - Ability to set up standard compliance by date by type of Notice. x
CODE ENF. 4.112
NAME SEARCH - Provide ability to locate a case by any name associated with the case. x
CODE ENF. 4.113
TRACK HISTORY - Ability to track and report case history, including adjudication and judgment information. x
CODE ENF. 4.114 HISTORY BY PERSON/ENTITY - Provide code violation history by person/entity. x CODE ENF. 4.115
HISTORY BY PARCEL AND ADDRESS - Provide history of code violations by parcel and address. x
CODE ENF. 4.116
DAILY SITE INVESTIGATIONS REPORT- Ability to automatically generate a daily listing of site investigations for all officers. x CODE ENF. 4.117
CODE CASES BY TYPES - Ability to report on the number of code enforcement cases by type and Agency-defined period of time. x CODE ENF. 4.118
CASE INVESTIGATIVE REPORT - Ability to run a standard investigation report (or modify a standard report with Ad Hoc tools) that will include: master case information, complaint description, reporting party information, property information, party-complained-of information, business-complained-of information, revenue, referral information, and all chronological narrative notes. x
CODE ENF. 4.119
AVERAGE DAYS FROM INITIATION TO FIRST SITE INVESTIGATION -Ability to report on the average number of calendar days from date of case initiation until the first site investigation is completed.
x
CODE ENF. 4.120
AVERAGE DAYS FROM FIRST SITE INVESTIGATION TO COMPLIANCE -Ability to report on the Average number of calendar days from first site investigation date until compliance.
x
PDF Page 109 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 42 of 81 Packet Page. 1335 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
CODE ENF. 4.121
AVERAGE DAYS FROM INITIATION TO COMPLIANCE -Ability to report on the Average number of calendar days from case initiation to case compliance. x CODE ENF. 4.122
WIRELESS PRINTING FROM LAPTOP - Ability to print violation notices, on location, from wireless printers. x
CODE ENF. 4.123
ADMINISTRATIVE CITATIONS EXPORT - Ability to export a list of administrative citations to a 3rd Party collection company. x
CODE ENF. 4.124 SECURITY
CODE ENF. 4.125
SECURITY - Ability to restrict write access to Code Enforcement case by user and group. x
CODE ENF. 4.126
SECURITY - Ability to restrict read access of complainant information to Code Enforcement Officers. x
CODE ENF. 4.127
FIELD LEVEL SECURITY RESTRICTIONS - Ability to restrict specific fields or group of fields to specific users (e.g., social security numbers, driver's license, numbers, birth dates, etc.).
x
CODE ENF. 4.128 INTEGRATION
CODE ENF. 4.129
INTEGRATION - CASHIERING - Ability to integrate with cashiering for payment processing. x
CODE ENF. 4.130
INTEGRATION - PERMITTING - Provide ability to flag parcels with code violations to notify building permits system at permit application entry. x CODE ENF. 4.131
INTEGRATION - PERMITTING - Ability to put permit process on hold if a code violation warrants such action. x
CODE ENF. 4.132
INTEGRATION - PLANNING - Ability to put a planning/entitlement project on hold if a code violation warrants such action. x
CODE ENF. 4.133
INTEGRATION - PLANNING - Ability to put a planning/entitlement project on hold if a code violation warrants such action. x
CODE ENF. 4.134
INTEGRATION - MOBILE APPLICATION - ATTACHMENTS -Ability to submit photos and a mobile phone request. x
CODE ENF. 4.135
INTEGRATION - PARCEL/ADDRESS MANAGEMENT -Integrate in real time to Parcel/Address Management to retrieve historical information on inspections performed on the parcel or address.
x
CODE ENF. 4.136
INTEGRATION - PARCEL/ADDRESS MANAGEMENT - The parcel/address management application should provide address, parcel, owner, and zoning information to the permit system.
x
CODE ENF. 4.137
INTEGRATION - ESRI ARCGIS - Ability to interface to GIS mapping products that support ESRI formats, including ArcGIS (Version 10.8 ). x CODE ENF. 4.138
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
PDF Page 110 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 43 of 81 Packet Page. 1336 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
Request Management

GENERAL FEATURES
REQUEST MGT. 5.001 REQUEST TYPES - Ability to manage request types such as: requests, complaints, suggestions, compliments by location, and name of requestor. x REQUEST MGT. 5.002 ONLINE REQUESTS - Ability to receive service requests from an online portal. x REQUEST MGT. 5.003 ANONYMOUS WEB PAGE REQUESTS - Ability to receive anonymous service requests. x
REQUEST MGT. 5.004
ONLINE STATUS - Ability for a requestor to inquire online and see the status of their request/complaint. x
REQUEST MGT. 5.005 E-MAIL REQUESTS - Ability to receive service requests via e-mail. x REQUEST MGT. 5.006
COMPLAINT FIELDS - Ability to track the following fields, at minimum, for any work request: x
REQUEST MGT. 5.007  Corrective Type Requested x
REQUEST MGT. 5.008  Standard Description x
REQUEST MGT. 5.009  Priority x
REQUEST MGT. 5.010  Date x
REQUEST MGT. 5.011  Requestor Type (Employee, Customer, Business) x REQUEST MGT. 5.012  Requestor Employee Department x
REQUEST MGT. 5.013  Requestor Employee Number x
REQUEST MGT. 5.014  Requestor Name x
REQUEST MGT. 5.015  Requestor Address x
REQUEST MGT. 5.016  Requestor Home Phone x
REQUEST MGT. 5.017  Requestor Work Phone x
REQUEST MGT. 5.018  Requestor Cell Phone x
REQUEST MGT. 5.019  Requestor Email Address x
REQUEST MGT. 5.020  Work Request Number x f age 111 o
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 44 of 81 Packet Page. 1337 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
REQUEST MGT. 5.021  Work Management Number (IWorqs reference number) x REQUEST MGT. 5.022  Completed/Closed Date x
REQUEST MGT. 5.023  Location (if different than address) x REQUEST MGT. 5.024  Park x
REQUEST MGT. 5.025  Detailed Description x
REQUEST MGT. 5.026  Ward (automatically populated based on GIS location x REQUEST MGT. 5.027  Date Assigned x
REQUEST MGT. 5.028  Assigned To x
REQUEST MGT. 5.029  Initial Action Taken x
REQUEST MGT. 5.030  Follow-Up Required x
REQUEST MGT. 5.031  Assigned to/Call # x
REQUEST MGT. 5.032  Follow-Up Action Taken x
REQUEST MGT. 5.033  Follow-Up Completion Date x
REQUEST MGT. 5.034  Requestor Notified x
REQUEST MGT. 5.035  Requestor Notification Date x
REQUEST MGT. 5.036  Requestor Notification Performed By x REQUEST MGT. 5.037  Reviewed By x
REQUEST MGT. 5.038  Reviewed By Date x
REQUEST MGT. 5.039
PERSON/ENTITY - Person/Entity should provide for the storage of the following information at a minimum: x
REQUEST MGT. 5.040  Name of Requestor x
REQUEST MGT. 5.041  Name of Agency Contact x
REQUEST MGT. 5.042  Date of Request x
REQUEST MGT. 5.043  Time of Request x
REQUEST MGT. 5.044  Forward Request To x
REQUEST MGT. 5.045  Service Area (water, sewer, streets, building/planning, etc.) x REQUEST MGT. 5.046  Location of Complaint x
REQUEST MGT. 5.047  Description of complaint x
REQUEST MGT. 5.048  Service Action Requested x
REQUEST MGT. 5.049  Address of Requestor/Complainant x REQUEST MGT. 5.050  Phone Number x
REQUEST MGT. 5.051  Email x
REQUEST MGT. 5.052  Determination (Public, Private) x
REQUEST MGT. 5.053  Determination Date x
REQUEST MGT. 5.054  Follow up Required (Y/N) x
REQUEST MGT. 5.055
EVENT HISTORY - Ability to access event history by the event reference for each request. x
REQUEST MGT. 5.056 CALL HISTORY SEARCH - Ability to verify calls by searching for call history. x PDF Page 112 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 45 of 81 Packet Page. 1338 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
REQUEST MGT. 5.057
CALL HISTORY SEARCH - Ability to verify calls by searching for call history by informant. x
REQUEST MGT. 5.058
CALL HISTORY SEARCH - Ability to verify calls by searching for call history by location. x
REQUEST MGT. 5.059 DEFINE REQUEST TYPES BY DEPARTMENT ! DIVISION - Ability to segregate request types by division/department. x
REQUEST MGT. 5.060 REQUEST TYPE WORKFLOW - Ability to define workflow based on request type. x REQUEST MGT. 5.061 REQUEST SUB TYPES - Ability to define Sub Types associated with a Request Type. x
REQUEST MGT. 5.062
REQUEST TYPES BASED ON GEO LOCATION - Ability to restrict the Request Types allowed based on a Geo Location (i.e., If a Park is selected on a map only certain request types would be available, if an Address in a specific area of the city is selected only certain request types would be available) x
REQUEST MGT. 5.063
ASSIGN & DISPLAY PRIORITY - Ability to display requests by priority within department, as well as by global view (all users). x REQUEST MGT. 5.064
COMPLAINT DASHBOARD -Ability to display complaints by officer in a user defined Agency viewed dashboard. x
REQUEST MGT. 5.065 REQUEST ROUTING - Provide for the routing of a request to the proper department/employee based on type of request (Agency-defined). x REQUEST MGT. 5.066
ADDITIONAL REFERRALS ! ROUTING - Provide for additional referrals/routing from initial responsible department/employee. x
REQUEST MGT. 5.067
ROUTE REQUESTS TO MULTIPLE DEPARTMENTS - Ability to predefine the routing of request/complaint types to the appropriate department/division or individual by type of request and priority.
x
REQUEST MGT. 5.068
MULTI-REQUESTS PER SAME INCIDENT - Ability to capture and link multiple complaints on the same incident/case (e.g., graffiti, pot hole, down sign, code enforcement complaint, etc.).
x
REQUEST MGT. 5.069 DUPLICATE REQUESTS PER SAME INCIDENT - Ability to identify duplicate requests for the same issue. x
REQUEST MGT. 5.070
CONVERSATION THREAD WITH COMPLAINANT- Ability to send messages or log messages back and forth regarding the issue. x
REQUEST MGT. 5.071
CASE CREATION FROM ISSUE - Ability to create a Code Case from a submitted Issue.
x
REQUEST MGT. 5.072 LINK ISSUE TO EXISTING CASE - Ability to link an Issue to an existing Code Case. x REQUEST MGT. 5.073
MASS STATUS UPDATE - Ability to update status of multiple requests at the same time (e.g., five requests about the same pot hole). x PDF Page 113 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 46 of 81 Packet Page. 1339 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
REQUEST MGT. 5.074
AUDIT LOG - Ability to view audit log of request/request events, activities, dates, and status. Including the user who logged an activity or issue. x REQUEST MGT. 5.075
ACTIONS & REMINDERS - Ability to establish future actions and reminders associated with requests. x
REQUEST MGT. 5.076
NOTIFICATIONS - EMAILS - Provide for the generation of emails to the requestor at the receipt of request/complaint, when action is determined, and when action is completed.
x
REQUEST MGT. 5.077 E-MAIL - Ability to send email updates or notifications to requestors. x REQUEST MGT. 5.078
TEXT MESSAGE UPDATES - Ability to send Text Message updates or notifications to requestors. x
REQUEST MGT. 5.079
ATTACHMENTS - Ability to store attachments to the request history (e.g., photos, correspondence, e-mail, etc.). x
REQUEST MGT. 5.080
ATTACHMENTS - Ability for requestors to provide attachments to the request at initial submission as well as after the issue is created (e.g., photos, correspondence, e-mail, etc.).
x
REQUEST MGT. 5.081
USER-DEFINED CORRESPONDENCE - Provide capability to configure letter templates for generating correspondence on a global basis or by request. x REQUEST MGT. 5.082 REQUEST CLASSIFICATION TYPES - Provide ability to classify any requests using pre-defined criteria. x
REQUEST MGT. 5.083
AGENCY-DEFINED FIELDS - Provide ability to create agency-defined additional information based upon request/complaint type (i.e., unlimited user-defined fields by type of request/contact).
x
REQUEST MGT. 5.084 PRIORITIZE REQUESTS - Ability to prioritize requests/complaints. x REQUEST MGT. 5.085
STANDARD RESPONSE TIMES - Ability to setup standard response time requirements by request type for departmental response compliance and performance measurement tracking.
x
REQUEST MGT. 5.086
STANDARD RESPONSE TIME PUBLICATION - Ability to display standard response time requirements for display to requestors. x REQUEST MGT. 5.087
E-MAIL ALERTS - Ability to send e-mail alerts to departments/divisions or individuals based upon priority. x
REQUEST MGT. 5.088
E-MAIL ALERTS - Ability to provide reminder e-mail alerts if request is not acted upon within the established standard response time. x REQUEST MGT. 5.089
SEARCH CRITERIA - Ability to obtain a request's status by requestor name, reference number, phone number, request type, and location. x REQUEST MGT. 5.090 SEARCH CRITERIA - Ability to inquire using wild cards and close-to logic. x REQUEST MGT. 5.091
AGING SEARCH - Provide inquiry capability for viewing requests based on aging criteria (e.g., requests still open that are "X" number of days beyond established standard response times).
x
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 47 of 81 Packet Page. 1340 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
REQUEST MGT. 5.092 STATISTICAL REPORTS - Ability to print reports in statistical format. x REQUEST MGT. 5.093
AGENCY-DEFINED REPORT SORTING - Ability to sort reports in agencydefined sequence. x Agency can specify sequence
of sorting. Reports can be
saved in this pre-defined
sequence.

REQUEST MGT. 5.094
ESCALATION PRIORITY - Ability to escalate and prioritize status for daytime and off-hours calls. x
REQUEST MGT. 5.095 ROUTE QUEUE - Ability to temporarily route queue to others in department pool when primary request is out of office or unavailable. x REQUEST MGT. 5.096 ROUTE QUEUE - Ability to track personnel who received a request. x REQUEST MGT. 5.097
ACCESS SECURITY - Ability to make requests confidential so only certain departments can see certain request types. x
REQUEST MGT. 5.098
ACCESS SECURITY - Ability to make certain request information confidential (e.g., VIP, council member, etc.). x
REQUEST MGT. 5.099 UPDATE RESTRICTIONS - Ability to restrict update access to certain data fields. x REQUEST MGT. 5.100 INTEGRATION
REQUEST MGT. 5.101
INTEGRATION - LAND MANAGEMENT - Provide integration to related addresses in the Land/Parcel/Address Management database. x
REQUEST MGT. 5.102 INTERFACE - GIS - Provide linkage of requests to ESRI ArcGIS (Version 10.8 ). x REQUEST MGT. 5.103
INTEGRATION - CODE ENFORCEMENT - Provide two-way integration with the Code Enforcement module. x
REQUEST MGT. 5.104
INTEGRATION - MOBILE APPLICATION - Provide two-way integration with a platform agnostic mobile application used for complaint submittal and provides other features.
x
Accela does not provide
amobile app for complaint
submission. But, the front
facing portal is responsive
design and works on standard
browsers and adjusts to
screens of varying sizes
REQUEST MGT. 5.105
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
PDF Page 115 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 48 of 81 Packet Page. 1341 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification. _ Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
Licensing and Registrations

MASTER LICENSE RECORD
LICENSING 6.001
MASTER LICENSE RECORD - Provide a Licenses Master Record with a minimum of the following data elements: x
LICENSING 6.002 - License Number x
LICENSING 6.003 - License type (e.g., home occupation, commercial/industrial, liquor, etc.) x LICENSING 6.004 - License Status x
LICENSING 6.005 - Application Date x
LICENSING 6.006 - Business Name x
LICENSING 6.007 - Doing Business As Name x
LICENSING 6.008 - Business Address x
LICENSING 6.009 - Parcel Number x
LICENSING 6.010 - Mailing Address x
LICENSING 6.011 - Business Owner Name x
LICENSING 6.012 - Business Owner Phone Number x
LICENSING 6.013 - Business Owner Address x
LICENSING 6.014 - E-Mail Address x
LICENSING 6.015 - Primary Contact Name x
LICENSING 6.016 - Primary Contact Phone Number x
LICENSING 6.017 - Primary Contract Email Address x
LICENSING 6.018 - Building Owner Name x
LICENSING 6.019 - Building Owner Phone Number x
LICENSING 6.020 - Building Owner Address x
LICENSING 6.021 - Building Owner Email x
LICENSING 6.022 - No. of employees x
LICENSING 6.023 - Zoning classification x
LICENSING 6.024 - Nature of Business x
PDF Page 116 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 1342 Page 49 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
LICENSING 6.025  Start Date x
LICENSING 6.026  End Date x
LICENSING 6.027 Event Information x
LICENSING 6.028  Name of Event x
LICENSING 6.029  Event Address/Location x
LICENSING 6.030  Event Dates x
LICENSING 6.031  Event hours x
LICENSING 6.032 Applicant Information x
LICENSING 6.033  Applicant Name x
LICENSING 6.034  Drivers License Number x
LICENSING 6.035  Address x
LICENSING 6.036  Date of Birth x
LICENSING 6.037  Race x
LICENSING 6.038  Mailing Address x
LICENSING 6.039  Phone number x
LICENSING 6.040  Email Address x
LICENSING 6.041  Demographic Data x
LICENSING 6.042  Social Security Number x
LICENSING 6.043 Business information x
LICENSING 6.044  Business Type (Corporation, Partnership, LLC, Proprietor, etc.) x LICENSING 6.045  Business name x
LICENSING 6.046  Business Address x
LICENSING 6.047 Business Partner Information x
LICENSING 6.048  Partner Names x
LICENSING 6.049  Drivers License Number x
LICENSING 6.050  Address x
LICENSING 6.051  Date of Birth x
LICENSING 6.052  Race x
LICENSING 6.053  Sex (M/F) x
LICENSING 6.054  Citizenship x
LICENSING 6.055  Place of Birth x
LICENSING 6.056  Mailing Address x
LICENSING 6.057  Phone number x
LICENSING 6.058  Email Address x
LICENSING 6.059  Sole Proprietor (Y/N) x
LICENSING 6.060  Demographic Data x
LICENSING 6.061  Social Security Number x
LICENSING 6.062
LICENSE/REGISTRATION TYPES - Ability to setup "unlimited" Agencydefined License Types such as the following, but not limited to: x PDF Page 117 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 50 of 81 Packet Page. 1343 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
LICENSING 6.063  Business Registrations x
LICENSING 6.064  Residential Rental (Single Family / Multi / Apartments) x LICENSING 6.065  Commercial Rental x
LICENSING 6.066  Retail x
LICENSING 6.067  Professional x
LICENSING 6.068  Manufacturing x
LICENSING 6.069  Sidewalk Vendor x
LICENSING 6.070  Home Based Businesses x
LICENSING 6.071  Hotels x
LICENSING 6.072  Outside Businesses x
LICENSING 6.073  Cannabis x
LICENSING 6.074  Alarm System Registrations x
LICENSING 6.075  Special Events x
LICENSING 6.076  Billiards, Pool Hall, Bowling Alleys x LICENSING 6.077  Coin Operated Devices x
LICENSING 6.078  Fireworks x
LICENSING 6.079  Bingo and Remote Bingo x
LICENSING 6.080  Tattoos x
LICENSING 6.081  Taxi Cab x
LICENSING 6.082  Arcade / Games and Amusement x
LICENSING 6.083  Solicitor Permits x
LICENSING 6.084  Massage x
LICENSING 6.085  Restaurants x
LICENSING 6.086  Live Entertainment x
LICENSING 6.087
AGENCY-DEFINED FIELDS - Provide "unlimited" Agency-defined fields by license type. x
LICENSING 6.088
CONDITIONS OF APPROVAL BY LICENSE TYPE - Ability to set up standard conditions of approval by license type. x
LICENSING 6.089
MASTER ACCOUNT COMMENTS - Provide unlimited free-form text at the master license record level. x
LICENSING 6.090
CHANGE DBA NAME - Ability to change a "Doing Business As" name without re-processing the application. x
LICENSING 6.091
ATTACHMENTS - Ability to scan documents and attach them to the business, person; and/or to the license or tax record. x LICENSING 6.092
FIELD LEVEL SECURITY RESTRICTIONS - Ability to restrict specific fields or group of fields to specific users (e.g., Social Security numbers, driver's license numbers, birth dates, etc.).
x
LICENSING 6.093
AUTO DATES FROM STATUS CHANGE - Ability to configure dates to automatically populate based on status changes, such as: x f age 118 o Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 51 of 81 Packet Page. 1344 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
LICENSING 6.094  Changing status to "Licensed" also auto populates Licensed Date field) x LICENSING 6.095  Other agency-defined status and date combinations (e.g., Revoked, Closed, etc )
x
LICENSING 6.096
AUTO SET EXPIRATION DATES - Ability to automatically set the expiration date to the next year and the end of the prior month with the ability to override the expiration date if needed .(e.g., if license is issued on 09/15/2023 the expiration date should be automatically set to 08/31/2024).
x
LICENSING 6.097
TRANSACTION HISTORY - Ability to see all transaction history on a business license including fees paid in the past and notices sent. x LICENSING 6.098 WORKFLOW AND APPROVALS
LICENSING 6.099
WORKFLOW - Ability to pre-establish workflow and task requirements for license applications (e.g., building and zoning review, certificate of occupancy approval, contact business owner, approval for liquor license, etc.). x
LICENSING 6.100 LICENSE REVIEWERS - Ability to assign department reviewers by license type. x LICENSING 6.101
WORKFLOW ROUTING - Automatic routing of license applications through various Agency-defined processes. x
LICENSING 6.102
WORKFLOW MODIFICATIONS - Ability to modify workflow and task requirements as needed. x
LICENSING 6.103
SIMULTANEOUS WORKFLOW STEPS - Ability to allow review steps to be performed simultaneously by multiple users/departments. x LICENSING 6.104
PREVENT LICENSE ISSUANCE - Ability to prevent the issuance of a license if a linked permit has not been Finaled (e.g., do not issue a business license if the commercial tenant improvement permit has not been Finaled.) x
LICENSING 6.105
AUTOMATIC LICENSE ISSUANCE BASED ON FEE CODE - Ability to automatically issue a license if a specific fee code is paid in full on a license. x LICENSING 6.106 INSPECTIONS
LICENSING 6.107 ONLINE INSPECTION REQUESTS - Ability for customers to submit inspection requests for licenses online. x
LICENSING 6.108
INSPECTION SCHEDULING - Ability to schedule and assign inspections to inspectors. x
LICENSING 6.109
MOBILE INSPECTIONS - Allow inspectors in the field to result inspections in real-time using laptops or other hand held devices such as smartphones or tablets (e.g., iPads OR Windows based tablets).
x
LICENSING 6.110 FEES
LICENSING 6.111
BUSINESS INSIDE/OUTSIDE AGENCY BOUNDARIES - Ability to assign fees to a business based on whether or not it is located within the Agency's boundaries (e.g., outside contractors).
x
PDF Page 119 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 52 of 81 Packet Page. 1345 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
LICENSING 6.112
AUTO-CALCULATE FEES - Calculate standard planning fees using Agencydefined criteria in a table structure. x LICENSING 6.113
FEES BY LICENSE TYPE - Ability to apply different license fee calculations by license type. x
LICENSING 6.114
FIXED AND VARIABLE FEES - Ability to set up Agency-defined fixed and variable fees as follows: x
LICENSING 6.115  Flat fee plus $XX per additional unit (e.g., employee, movie screens, etc.) x LICENSING 6.116  Flat fee per location x
LICENSING 6.117  Flat $XX fee per type of unit x
LICENSING 6.118  Flat $XX fee per unit tiers, plus an additional flat fee per unit over the highest tier
x
LICENSING 6.119  Percentage of Gross Receipts by Classification Type x LICENSING 6.120
STATE FEE - Ability to apply an $X fee in additional to the Agency's license tax amount. x
LICENSING 6.121 PAST DUE - Ability to apply past due amount on any renewals. x LICENSING 6.122
PENALTIES - Ability to apply a X% penalty based on the number of days late. (e.g. if one week late penalty may be 5%, if two weeks late penalty may be 10%, etc.) x LICENSING 6.123 ADJUSTMENTS - Ability to manually adjust over/under payments with audit trail. x LICENSING 6.124
ADJUSTMENT - REASON - The system has the ability to provide a “Reason Code” field that includes all reasons for a fee adjustment. x LICENSING 6.125
RETROACTIVE LICENSE FEE - Ability to retroactively charge a business license fee for prior years. x
LICENSING 6.126 LETTERS NOTICES & REMINDERS
LICENSING 6.127
AGENCY-DEFINED PRINT FORMATS - Allow Agency-defined print formats for licenses and renewal forms by type of license (without vendor customization). x LICENSING 6.128
AGENCY-DEFINED CORRESPONDENCE/NOTICE FORM LAYOUT - Print licenses and renewal notices on forms created in Microsoft Word or other Agencydefined form layout. x
LICENSING 6.129 SECOND NOTICE - Ability to send second notices to all businesses. x LICENSING 6.130
E-MAIL CORRESPONDENCE FROM MASTER RECORD - Ability to issue e-mail correspondence or notifications to businesses directly from the master record. x LICENSING 6.131 DELINQUENCY NOTICES - Ability to setup multiple delinquency notices. x LICENSING 6.132
MAIL MERGE - Ability to generate a variety of letters to businesses, entities or persons and merge the billing information into the letter. x PDF Page 120 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 53 of 81 Packet Page. 1346 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
LICENSING 6.133
MASS E-MAIL RENEWAL NOTIFICATIONS - Ability to mass email annual license renewal notices. x
LICENSING 6.134 RENEWALS & REMINDERS, EMAIL - Ability to only email annual renewal and subsequent notifications. x
LICENSING 6.135 RENEWALS & REMINDERS, MAIL - Ability to only mail renewal notifications to accounts without a functional or valid email address. x LICENSING 6.136
SUBSEQUENT RENEWALS & REMINDERS, EMAIL - Ability to only email annual renewal and subsequent notifications after agency-defined notice period (e.g., after 30 or 60 days).
x
LICENSING 6.137
SUBSEQUENT RENEWALS & REMINDERS, MAIL - Ability to only mail renewal notifications to accounts without a functional or valid email address after agency- defined notice period (e.g., after 30 or 60 days). x
LICENSING 6.138 LICENSE RENEWALS
LICENSING 6.139
LICENSE RENEWALS - ANNIVERSARY DATE - Ability for license renewals to be based on their specific anniversary date. x
LICENSING 6.140 RENEWAL FREQUENCY - Ability to renew a license/registration by agencydefined periods: x LICENSING 6.141  One-time x
LICENSING 6.142  Quarterly x
LICENSING 6.143  Semi-Annual x
LICENSING 6.144  Annual x
LICENSING 6.145 BATCH ACTIONS - Ability to perform the following actions in batch: x LICENSING 6.146  Insert Fees x
LICENSING 6.147  Change Status x
LICENSING 6.148  Insert Inspections x
LICENSING 6.149  Insert notes (e.g., renewal letter sent) x LICENSING 6.150  Collect payment x
LICENSING 6.151  Print licenses x
LICENSING 6.152  Attach printed documents to individual licenses (e.g., renewal notice, license certificate, etc.) x
LICENSING 6.153
BATCH PROCESSES - Ability to define multiple batch processes each with different batch actions, such as: x
LICENSING 6.154  Renewal Process (e.g., Insert fees, change status, print renewal notice, insert notes) x
LICENSING 6.155  Licensed Process (e.g., Change status, print license certificate, insert notes)
x
LICENSING 6.156  Delinquent Process (e.g., Insert penalties, change status, print delinquent notice, insert notes) x
PDF Page 121 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 54 of 81 Packet Page. 1347 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
LICENSING 6.157
PRE-DEFINED RENEWAL FEES BY LICENSE TYPE AND SUBTYPE - Ability to predefine which license renewal fees should be automatically inserted by license type and subtype. VENDOR NOTE - Users should not be required to manually apply fees to license types and subtypes as separate batch processes. x
LICENSING 6.158 REPORTS & QUERIES
LICENSING 6.159 PAST DUE REPORT - Ability to produce a past-due or collections report. x LICENSING 6.160
COMMENTS HISTORY BY TYPE - Provide ability to track comment history by type of comment, user, and date. x
LICENSING 6.161
HISTORICAL REPORTING - System must be able to generate reports by year and specified periods. x
LICENSING 6.162
STATE BUSINESS FEE REPORT - Ability to periodically report on $XX.XX fees collected on behalf of the State. x
LICENSING 6.163
RECEIPT AMOUNTS BY G/L ACCOUNT - Ability to report on daily total license receipt amounts by General Ledger account number. x LICENSING 6.164
INVOICING/PAYMENT HISTORY - Ability to track all invoicing and payment history (e.g., bills, payments, partial payments, overpayments, refund amounts, penalties, etc.).
x
LICENSING 6.165 DELINQUENT LISTING - Provide on-demand listing of delinquent accounts and delinquency notices. Notice should be Agency-defined and editable. x LICENSING 6.166
SEARCH CRITERIA - Provide online search/query by business name, license number, owner name, location, or business corporate officer's name, etc.

Provide partial name capability on business name and owner name. x
LICENSING 6.167 PUBLIC RECORDS REQUEST REPORT BY DATE - Ability to provide a Public Records Request Report by selected dates. x
LICENSING 6.168
SEARCHING AND QUERIES - Ability to create unlimited ad hoc searches and queries of multiple data criteria, save searches, and share searches internally. (e.g. query all business data by license type within a specified date range) x
LICENSING 6.169 INTEGRATION & INTERFACES
LICENSING 6.170
3rd PARTY MAILING SERVICE - Integrate with third party printing and mailing services (e.g., InfoSend). x
LICENSING 6.171
BARCODE SCANNING CAPABILITY - Provide functionality for interfacing scanners to read bar codes automatically to retrieve a license for payment. x LICENSING 6.172
INTEGRATION - STATE LICENSES BOARD - Ability to Integrate the Business License application to the State License board in order to automatically check the contractors State license type, license number, and expiration date(s) for their license and insurance. VENDOR NOTE - Integration should go beyond the State Licenses Board home page.
x
PDF Page 122 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 55 of 81 Packet Page. 1348 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
LICENSING 6.173

INTEGRATION - STATE LICENSES BOARD - ONLINE BUSINESS LICENSES - Ability to Integrate the Business License application to the State License board in order to automatically check and prevent the issuance of a business license to a contractor that is submitting or renewing an online business license application with an expired State license. VENDOR NOTE - Integration should go beyond the State Licenses Board home page.
x
LICENSING 6.174
ALERT- EXPIRED STATE LICENSE - Ability for the system to automatically provide the user an alert when accessing a business license record for a contractor that has an expired State license.
x
LICENSING 6.175
GENERAL LEDGER - Ability to interface to general ledger for posting of receivables and cash entries to proper accounts. x
LICENSING 6.176
CASH RECEIPTS - Ability to interface to cash receipts system to validate accounts and update license or tax receipts. x
LICENSING 6.177
ACOUNTS PAYABLE - Provide ability to generate refund checks for overpayment of license or tax. Refunds to be processed through interface to accounts payable. x LICENSING 6.178
INTEGRATION - PARCEL/ADDRESS MANAGEMENT -Integrate in real time to Parcel/Address Management to retrieve historical information on inspections performed on the parcel or address.
x
LICENSING 6.179
INTEGRATION - PARCEL/ADDRESS MANAGEMENT - The parcel/address management application should provide address, parcel, owner, and zoning information to the Land Management System.
x
LICENSING 6.180
INTEGRATION - ESRI ARCGIS - Ability to interface to GIS mapping products that support ESRI formats, including ArcGIS (Version 10.8 ). x LICENSING 6.181
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
PDF Page 123 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 56 of 81 Packet Page. 1349 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
Web Portal

GENERAL FEATURES
Web Portal 7.000
ACCOUNT LOGIN - Ability to require a user to be logged in before any applications can be initiated. x
Web Portal 7.001
ACCOUNT REGISTRATION - Ability to register for an online account, which provides a user with a login ID and password. x
Web Portal 7.002
REQUIRE PASSWORD CHANGE - Ability to require a user to change their password after using a temporarily issued password to log in to their account (e.g., forgot password)
x
Web Portal 7.003
LOGIN ID & PASSWORD RESET - Ability for a user to receive an email ID or temporary password upon successfully answering security questions. x Web Portal 7.004
CONTRACTOR REGISTRATION - Ability for contractors to register online (provide details if this is handled in contractors or in another module) x Web Portal 7.005
CONTRACTOR VALIDATION - Ability to validate contractor expiration dates (e.g. during application and issuance) using the following criteria: x Web Portal 7.006  State License Expiration Date x
Web Portal 7.007  Business License Expiration Date x
Web Portal 7.008  Worker's Compensation Insurance Expiration Date x Web Portal 7.009  Bond Expiration Date x
Web Portal 7.010  Certification Expiration Dates x
Web Portal 7.011
VIEW HISTORY - Ability to for users to view historical activities from the online portal (e.g., permits applied for, inspections completed, payments made, etc.) x Web Portal 7.012
RECAPTCHA - Ability to use reCAPTCHA capabilities to prevent non-human activity in the online portal. x
Web Portal 7.013
ADA COMPLIANCE - Online public portal is compliant with Section 508 of the Rehabilitation Act and the Americans with Disabilities Act. x PDF Page 124 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135057 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.014
SAVE APPLICATION PROGRESS - Ability to apply online and save the application progress to complete by the applicant at a later time. NOTE: This should not submit the application.
x
Web Portal 7.015
SAVE APPLICATION TEMPLATE - Ability to save an application template that can be used for repeated applications. x
Web Portal 7.016 DATA SEARCHES
Web Portal 7.017 PERMITTING SEARCHING - Ability to allow or hide permit record searches. x Web Portal 7.018 PLANNING SEARCHING - Ability to allow or hide planning record searches. x Web Portal 7.019 LICENSING SEARCHING - Ability to allow or hide licensing record searches. x Web Portal 7.020 CONTRACTOR SEARCHING - Ability to allow or hide contractor record searches. x Web Portal 7.021
CODE ENFORCEMENT SEARCHING - Ability to allow or hide code enforcement record searches. x
Web Portal 7.022 COMPLAINT SEARCHING - Ability to allow or hide complaint searches. x Web Portal 7.023 PARCEL SEARCHING - Ability to allow or hide parcel record searches. x Web Portal 7.024
SEARCH RESULTS - Ability to hide specific record types by module in search results. x
Web Portal 7.025
DATA DISPLAY - Ability to select which sections of a record are displayed in searches by module. (e.g. Address, Record Number, Record Status, Date Submitted, Fee Balance Due, Department Contact Information, etc.) x
Web Portal 7.026
APPLICATION DATA DISPLAY- Ability to select which sections of an application are displayed to applicants. Note: this functionality needs to allow to display more data than the data display via a search. Provide any restrictions in comments. x
Web Portal 7.027 GIS
Web Portal 7.028 INTEGRATION - Ability to integrate to Agency GIS map services. x Web Portal 7.029
DATA SEARCHES - Ability to search for data in each module and display search results on the Agency GIS map. x
Web Portal 7.030
GIS LAYERS - Ability to turn on and off Agency map layers (e.g., Zoning, Historic District, School District, Water Lines, Sewer Laterals, etc.) x Web Portal 7.031 PERMITTING
Web Portal 7.032
PERMIT APPLICATION ESTIMATE FEES - Ability to provide customers a method of applying for a permit online to obtain estimated fees. NOTE: Permit should not have to be applied for.
x
Web Portal 7.033
ONLINE PERMIT APPLICATIONS ALLOWED - Ability to specify which permits can be applied for online. x
PDF Page 125 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135158 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.034
CONDITIONAL LOGIC - Ability to conditionally specify user prompted questions by Permit Type and based on prior input to a question. x Web Portal 7.035 SHOW/HIDE TYPES SUBTYPES - Ability to show/hide types and subtypes. x Web Portal 7.036 CUSTOM FIELDS - Ability to fill out custom fields. x Web Portal 7.037 HIDE CUSTOM SCREENS - Ability to hide entire custom screens. x Web Portal 7.038 HIDE CUSTOM FIELDS - Ability to hide specific custom fields within custom screens. x Web Portal 7.039 REQUIRED CUSTOM FIELDS - Ability to specify which custom fields need to be populated. x
Web Portal 7.040 REQUIRED CONTACT TYPES - Ability to require contact types to be provided (e.g., Contractor, Owner, etc.) x
Web Portal 7.041 REQUIRED CONTACT TYPES BY PERMIT TYPE - Ability to indicate which contact types are required by permit type. x
Web Portal 7.042 REQUIRE CONTACT FIELDS - Ability to specify which contact fields need to be populated (e.g., name, email address, phone number, etc.). x Web Portal 7.043
APPLICATION INSTRUCTIONS - Ability to provide instructions to applicants (e.g., short description of a field) by permit type. x
Web Portal 7.044
APPLICATION - HYPERLINKS - Ability to provide hyperlinks to other agency and non-agency websites during the application process. x Web Portal 7.045
ATTACHMENT INSTRUCTIONS - Ability to provide attachments instructions (e.g., city naming conventions, which file types are not accepted, files exceeding certain MB are not accepted, etc.)
x
Web Portal 7.046
ATTACHMENT TYPES - FILE TYPES ALLOWED - Ability to specify which file types can be uploaded (e.g., .pdf, .jpg, .csv, .txt, etc.) x Web Portal 7.047
REQUIRED ATTACHMENTS - Ability to specify what type of attachments are required to be uploaded by type of application (e.g., plans, insurance documentation, etc.)
x
Web Portal 7.048
ELECTRONIC PLAN SUBMITTALS - Ability for the public to submit electronic plans online. NOTE: Applies to simple and complex permits. x Web Portal 7.049
SHOW ATTACHMENTS - Ability to show attachments online with agency configurable permissions on whom can view attachments online by permit type, by contact type, by file type. (e.g. the Applicant on the permit can view a set of plans on a re-roof permit, however only the Contractor may view the building plans on a new single family dwelling permit.)
x
Web Portal 7.050
UPLOAD ATTACHMENTS AFTER APPLICATION SUBMITTED - Ability for applicants to upload attachments after an application has been submitted. x Web Portal 7.051
ATTACHMENTS - NOTIFICATIONS - Ability to notify applicants/reviewers that new attachments have been uploaded. x
PDF Page 126 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135259 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.052
SIGNATURES - Ability to capture an applicant's signature (vendors to explain in comments your methodologies for electronic signatures) x Web Portal 7.053
SIGNATURES ON FORMS - Ability to request and place captured signatures on forms during the application process or after the application has been submitted prior to Approval or Issuance. (e.g., Declaration Form, Owner-Builders Disclosure Form, etc.)
x
Web Portal 7.054
PERMIT APPLICATIONS WITHOUT PAYMENT - Ability to apply for a permit type online and not make a payment at the time of application. x Web Portal 7.055
PERMIT APPLICATIONS - PENDING APPROVAL/ISSUANCE - Ability to apply for permits online in real time, but require Agency verification before actual permit approval and issuance.
x
Web Portal 7.056
PERMIT APPLICATIONS - ISSUE PERMIT W/O AGENCY REVIEW - Ability for customers to apply for permits online in real-time and be issued a permit without requiring Agency verification/review (e.g., garage sale permit). x
Web Portal 7.057
INSTANTLY ISSUED PERMITS - Ability to configure and setup conditional logic to automate a plan review and permit approval to instantly issue a permit. (e.g., to instantly Issue Residential Solar Permits per SB-379) x
Web Portal 7.058
PAY SPECIFIC FEES ONLINE - Ability to allow the public to pay for specific fees online (e.g., collect only plan check fees). x
Web Portal 7.059
PREVENT FEE PAYMENT ONLINE - Ability to allow the public to pay for specific fees online during the Application process, and prevent the payment of other AutoInserted Fees till the Permit is set to a specified Status (e.g., collect only plan check fees at Application, and then collect additional fees after status APPROVED). x
Web Portal 7.060
AUTO ROUTE SUBMITTED APPLICATION - Ability to automatically route the submitted application to a predefined staff to perform an intake review or completeness check.
x
Web Portal 7.061 PERMIT STATUS - Ability for the public to view the status of a permit. x Web Portal 7.062
REVIEW COMMENT RESPONSES - Ability for the Applicant to respond to permit review comments inside the public portal with notification to applicable staff. x Web Portal 7.063
ONLINE PERMIT PRINTING - Ability for customers to print permits from the public portal. x
Web Portal 7.064
PREVENT PERMIT PRINTING UNLESS PERMIT ISSUED - Ability to prevent online permit printing unless the permit status is "Issued". x Web Portal 7.065
PREVENT PERMIT PRINTING BY PERMIT TYPE - Ability to prevent online permit printing by Permit Type. x
PDF Page 127 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135360 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.066
ONLINE PERMIT PRINTING - LAYOUTS - Ability to specify which permit layout to print by permit type (e.g., Reroof Permit, garage sale permit layout, building permit layout, etc.)
x
Web Portal 7.067
DOWNLOAD APPROVED PLANS - Ability to allow approved electronic plans to be available for download by specific contacts associated with that specific permit once a permit is issued, on a permit by permit basis. x Web Portal 7.068 PLANNING AND LAND DEVELOPMENT PROJECTS Web Portal 7.069
PROJECT APPLICATION ESTIMATE FEES - Ability to provide customers a method of applying for a project online to obtain estimated fees. NOTE: Project should not have to be applied for.
x
Web Portal 7.070
ONLINE PROJECT APPLICATIONS ALLOWED - Ability to specify which projects can be applied for online. x
Web Portal 7.071 SHOW/HIDE TYPES SUBTYPES - Ability to show/hide types and subtypes. x Web Portal 7.072 CUSTOM FIELDS - Ability to fill out custom fields. x Web Portal 7.073 HIDE CUSTOM SCREENS - Ability to hide entire custom screens. x Web Portal 7.074 HIDE CUSTOM FIELDS - Ability to hide specific custom fields within custom screens. x Web Portal 7.075 REQUIRED CUSTOM FIELDS - Ability to specify which custom fields need to be populated. x
Web Portal 7.076 REQUIRED CONTACT TYPES - Ability to require contact types to be provided (e.g., Contractor, Owner, etc.) x
Web Portal 7.077 REQUIRED CONTACT TYPES BY PROJECT TYPE - Ability to indicate which contact types are required by project type. x
Web Portal 7.078 REQUIRE CONTACT FIELDS - Ability to specify which contact fields need to be populated (e.g., name, email address, phone number, etc.). x Web Portal 7.079
APPLICATION INSTRUCTIONS - Ability to provide instructions to applicants (e.g., short description of a field) by project type. x Web Portal 7.080
APPLICATION - HYPERLINKS - Ability to provide hyperlinks to other agency and non-agency websites during the application process. x Web Portal 7.081
ATTACHMENT INSTRUCTIONS - Ability to provide attachments instructions (e.g., which file types are not accepted, files exceeding certain MB are not accepted, etc.). x Web Portal 7.082
ATTACHMENTS - FILE TYPES ALLOWED - Ability to specify which file types can be uploaded (e.g., .pdf, .jpg, .csv, .txt, etc.). x
Web Portal 7.083
REQUIRED ATTACHMENTS - Ability to specify what type of attachments are required to be uploaded by type of application (e.g., plans, insurance documentation, etc.).
x
PDF Page 128 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135461 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.084
ELECTRONIC PLAN SUBMITTALS - Ability for the public to submit electronic plans online. NOTE: Applies to simple and complex projects. x Web Portal 7.085
SHOW ATTACHMENTS - Ability to show attachments online with agency configurable permissions on whom can view attachments online by project type, by contact type, by file type. (e.g. the Applicant on the project can view a set of plans on a pre-application project, however only the Developer may view the plans on a subdivision project.)
x
Web Portal 7.086
UPLOAD ATTACHMENTS AFTER APPLICATION SUBMITTED - Ability for applicants to upload attachments after an application has been submitted. x Web Portal 7.087
ATTACHMENTS - NOTIFICATIONS - Ability to notify applicants/reviewers that new attachments have been uploaded. x
Web Portal 7.088
ATTACHMENTS FOR SIGNATURE BY APPLICANT - Ability for the agency to upload an attachment to a record and request the Applicant print, sign, and reupload the document. x
Web Portal 7.089
SIGNATURES - Ability to capture an applicant's signature (vendors to explain in comments your methodologies for electronic signatures) x Web Portal 7.090
SIGNATURES ON FORMS - Ability to request and place captured signatures on forms during the application process or after the application has been submitted prior to Approval.
x
Web Portal 7.091
PROJECT APPLICATIONS - PENDING APPROVAL/ISSUANCE - Ability to apply for projects online in real time, but require Agency verification before approval. x Web Portal 7.092
PAY SPECIFIC FEES ONLINE - Ability to allow the public to pay for specific fees online. x
Web Portal 7.093
AUTO ROUTE SUBMITTED APPLICATION - Ability to automatically route the submitted application to a predefined staff to perform an intake review or completeness check.
x
Web Portal 7.094 PROJECT STATUS - Ability for the public to view the status of a project. x Web Portal 7.095
REVIEW COMMENT RESPONSES - Ability for the Applicant to respond to project review comments inside the public portal with notification to applicable staff. x Web Portal 7.096 ONLINE LICENSES, REGISTRATIONS, AND RENEWALS Web Portal 7.097
WEB ACCESS - Complete routine tasks online associated with licenses or taxes, such as complete new applications or register online, search for license or tax, renew, and submit payments online.
x
Web Portal 7.098
NEW ONLINE BUSINESS LICENSE - Ability to receive a new license application on-line via a public portal. x
PDF Page 129 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135562 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.099
NEW ONLINE BUSINESS LICENSE - ATTACHMENTS - Ability for an applicant to attach documents to a new online license application. x Web Portal 7.100
SIGNATURES - Ability to capture an applicant's signature (vendors to explain in comments your methodologies for electronic signatures) x Web Portal 7.101
ONLINE BUSINESS LICENSE RENEWALS - Ability to renew business license applications on-line via the public portal and allow for standard and Agency-defined fields to be updated during online renewal by License Type. Examples listed below. x
Web Portal 7.102  Business Name or DBA x
Web Portal 7.103  Legal Business Name x
Web Portal 7.104  License Holder Name x
Web Portal 7.105  Business Mailing Address x
Web Portal 7.106  Business Email Address x
Web Portal 7.107  Business Phone x
Web Portal 7.108  Other Agency-defined fields x
Web Portal 7.109
BUSINESS LICENSE RENEWAL WORKFLOW - Ability to setup License Renewal workflow that can trigger an automatic Review and set the license status to Pending during a license renewal process based on specific criteria, such as a change in any field during the renewal process. (e.g., Owner name is changed, or any specified field is updated online during the renewal process)
x
Web Portal 7.110
PREVENT RENEWAL BASED ON STATUS - Prevent the public from processing a license renewal based on license status (e.g., pending, withdrawn, expired, revoked, etc.)
x
Web Portal 7.111
PREVENT PAYMENT BASED ON STATUS - Prevent online payments for licenses based on license status. x
Web Portal 7.112
WORKFLOW PROCESS - Ability to define the workflow process for an online application by type of application as follows: x Web Portal 7.113  Apply and submit application but do not require payment of fees x Web Portal 7.114
ONLINE PAYMENT NOTIFICATION - Ability to generate a notification to staff when the public makes an online payment. Please specify how notifications are received (e.g., email, system task, etc.)
x
Web Portal 7.115
ONLINE LICENSE PRINTING - Ability to allow printing of the license certificate from the public portal based on license status or other criteria. x Web Portal 7.116 REVIEWS
Web Portal 7.117 REVIEW COMMENTS - Ability to see comments online. x Web Portal 7.118 REDLINES - Ability to see page by page the redlines. x Web Portal 7.119 PRINT COMMENTS - Ability to print a list of Review Comments online. x PDF Page 130 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135663 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.120 INSPECTIONS
Web Portal 7.121 ONLINE INSPECTION REQUESTS - Ability for customers to submit inspection requests. x
Web Portal 7.122
PROFILE TO SCHEDULE - Require a customer to create an online profile to schedule inspections limited to records they are associated with. x Web Portal 7.123 INSPECTION REQUEST LEAD TIME - Ability for inspection requests to be submitted 24 hours in advance. x
Web Portal 7.124
RESTRICT INSPECTION SCHEDULING BY INSPECTION TYPE - Ability to restrict specific inspections from being scheduled online (e.g., Fire Inspection) x Web Portal 7.125
INSPECTION CONFIRMATION NUMBER - Generate an inspection confirmation number. x
Web Portal 7.126
INSPECTION CONFIRMATION E-MAIL - Generate a confirmation e-mail to inspection requestor. x
Web Portal 7.127
INSPECTION TIME - Allow the public to view/check their scheduled inspection time window online, including real-time status updates. x
Web Portal 7.128
INSPECTION RESULTS - Allow the public to check the status (pass/fail) of an inspection. x
Web Portal 7.129
RESTRICT INSPECTION REQUESTS OUTSIDE OF BUSINESS HOURS - Restrict the ability for customers to request an inspection that is outside of normal business hours (e.g., after 6pm).
x
Web Portal 7.130
RECORD STATUS - Ability for agency to determine which record statuses will allow inspection scheduling (e.g., permit has to have ISSUED status, etc.) x Web Portal 7.131
ONLINE INSPECTION SCHEDULE CHECK - Allow citizens to view/check their scheduled inspection time window online. x
Web Portal 7.132
ONLINE INSPECTION STATUS CHECK - Allow citizens to check the status (pass/fail) of an inspection from the Internet in real-time. x Web Portal 7.133 CODE ENFORCEMENT
Web Portal 7.134 CODE COMPLAINTS - Allow for the public to submit violation complaints. x Web Portal 7.135
ANONYMOUS VIOLATION COMPLAINTS - Allow for the public to submit anonymous violation complaints. x
Web Portal 7.136 RESTRICT VIEW ACCESS - Ability to determine which fields the public can view. x Web Portal 7.137
COMPLAINT STATUS - Ability to allow the public to check the status of a logged complaint. x
Web Portal 7.138
HIDE CODE CASES - Ability to block specific code cases from being searched in the public portal. x
PDF Page 131 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135764 of 81 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
Web Portal 7.139 GIS/PARCEL/ADDRESS MANAGEMENT
Web Portal 7.140
VALID ADDRESSES - Ability to require a user to select a valid site location selection for applications (e.g., no free form address entry). x Web Portal 7.141
ONLINE PROPERTY INFO SEARCH - Ability for the public to search property information online (e.g., zoning, square footage, etc.). x Web Portal 7.142
GIS MAPPING - Ability to search application data on GIS map (e.g., display all issued permits on a map, display active planning projects, display open code cases, etc.)
x
Web Portal 7.143 ONLINE PAYMENTS
Web Portal 7.144
ONLINE CREDIT CARD MERCHANT - Ability to integrate to an online credit card merchant (vendors to list in the comments section merchants the product supports) x Web Portal 7.145 CREDIT CARD PAYMENTS - Ability to accept customer credit card payments online. x Web Portal 7.146
CREDIT CARD PAYMENT CHARGE - Ability to charge a percentage or amount for credit card charges to users utilizing online credit card payments. x Web Portal 7.147 ACH/EFT PAYMENTS - Ability to accept payments through ACH/EFT (eChecks). x Web Portal 7.148
ACH/EFT PAYMENT CHARGE -Ability to charge a percentage or dollar amount to a customer paying with an electronic check. x
Web Portal 7.149
ONLINE PAYMENT NOTIFICATION - Ability to generate a notification to staff when the public makes an online payment. Please specify how notifications are received (e.g., email, system activity/task, etc.)
x
Web Portal 7.150
CASH BONDS - Ability to pay for cash bonds online (e.g. money held by the Agency as a surety to be refunded if work is completed satisfactory to the Agency standards) x Web Portal 7.151 TRANSACTION RECEIPTS - Ability to generate a receipt for online payments. x PDF Page 132 of 164
A - Feature Functions San Bernardino LMS - RFP - Appendix A.xlsx Packet Page. 135865 of 81 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
Cashiering

GENERAL FEATURES
CASHIERING FULLY FUNCTIONAL CASHIERING WORKSTATION - Ability for all cashiering workstations to support other software applications (e.g., Microsoft Office suite). x

CASHIERING
DATETIME TRANSACTION STAMP - Ability to capture the transaction date and time on each transaction. x

CASHIERING
OFFLINE CASHIERING FUNCTIONALITY - Ability to support an offline cashiering function in case the network becomes disabled. This includes saving transaction data locally and synchronizing the data once connectivity is restored. x
CASHIERING EMAIL NOTIFICATION - Ability to email customer/payer a message. x

CASHIERING
EMAIL NOTIFICATION - Ability to allow customers to opt in/out of email message notification. x

CASHIERING
AGENCY-DEFINED CASH RECEIPT FIELDS - Ability to create unlimited agency-defined fields by cash receipt type. x

CASHIERING
AGENCY-DEFINED PAYMENT CODES - Ability to create unlimited agencydefined payment types. x

CASHIERING CUSTOMER ALERTS

CASHIERING
TENDER TYPE ALERT - Ability to flag person/entities and addresses as cash or credit card only (no checks), including the ability to add a NOTE on the entity regarding previous NSF incidents.
x

CASHIERING PAYMENTS

CASHIERING
OVERPAYMENT ALERT - Ability to automatically alert users of an overpayment prior to payment. x
PDF Page 133 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 66 of 81 Packet Page. 1359 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments

CASHIERING
MIX RECEIPT OF TENDERS - Ability to simultaneously process the following: cash, check, credit/debit card, money orders, cashier's checks, ACH, wire transfer, etc. x

CASHIERING
CHECK PAYMENT ENDORSEMENT - Ability to endorse checks. Endorsement to include entity name, bank name, bank account number, receipt number, customer account number, date, and time.
x

CASHIERING
ADVANCE PAYMENTS - Ability to accept advance payments that do not have an outstanding receivable (e.g., deposits or cash bonds). x

CASHIERING
PAYMENT - MULTIPLE INVOICES - Ability for a payment to be applied to multiple invoices. x
CASHIERING PARTIAL PAYMENT - Ability for a payment to be applied to a portion of the fees due. x

CASHIERING ONLINE PAYMENTS
CASHIERING ONLINE PAYMENTS - Ability to accept customer credit card payments online. x

CASHIERING
CREDIT CARD PAYMENT CHARGE - Ability to charge a percentage or amount for credit card charges to users utilizing online credit card payments. x

CASHIERING
PENDING AND END OF THE DAY POST - Ability to apply a "pending post" status to all modules' customer accounts during the day, so that sub-modules immediately reflect correct account/invoice balances (e.g., accounts receivable, permits, etc.). x

CASHIERING
ONLINE PAYMENTS - NSF ALERT FOR ELECTRONIC CHECKS -Ability to alert and prevent a customer with a prior NSF check from paying with an electronic check. x

CASHIERING
ONLINE PAYMENTS - ELECTRONIC CHECKS - Ability to charge a percentage or dollar amount to a customer paying with an electronic check. x

CASHIERING RECEIPT GENERATION
CASHIERING RECEIPT PRINTING - Ability to print receipt from a PC that is not a cash register. x

CASHIERING
EMAIL RECEIPTS - Ability to email receipts to the email address associated with the customer account, with the ability to change the email. x

CASHIERING
PARTIAL CREDIT CARD # ON RECEIPT - Ability to only print a partial credit card number on a receipt. x

CASHIERING
RECEIPT LAYOUTS BY TRANSACTION TYPE - Ability to define receipt layouts by transaction type. x

CASHIERING
INVOICE - Ability to generate an invoice with an automatically generated invoice number to a specific contact for fees due on a single or across multiple records and modules. (e.g., a contractor owes fees on a project, permit and license, a single Invoice can be created for all of the fees due)
x
PDF Page 134 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 67 of 81 Packet Page. 1360 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
CASHIERING 8.029 END OF DAY PROCESSING
CASHIERING 8.030
CASH RECEIPTS JOURNAL - Ability to print a cash receipts journal by cashier and by totals: x
CASHIERING 8.031  Bank account x
CASHIERING 8.032  General ledger account number x
CASHIERING 8.033  Receivable type x
CASHIERING 8.034  Payment type x
CASHIERING 8.035  Customer account x
CASHIERING 8.036  Date x
CASHIERING 8.037  Time x
CASHIERING 8.038  Cashier x
CASHIERING 8.039  Dollar amount x
CASHIERING 8.040  Description x
CASHIERING 8.041  Record Number (e.g., permit number, project number, etc.) x CASHIERING 8.042
BANK DEPOSIT SLIP - Ability to print a bank deposit slip. Vendor Note - should print multiple deposit slips if using multiple bank accounts.

CASHIERING 8.043
TENDER PROCESSING - Ability for receipts to be processed while the prior day's receipts have not yet been closed.

CASHIERING 8.044
REJECT BATCH NOT IN BALANCE - Ability for the system to reject or suspend batches that do not balance by either item or dollar totals.

CASHIERING 8.045
RECEIPT CORRECTIONS - Ability to correct receipts made in error before posting the batch to the General Ledger module.

CASHIERING 8.046
CORRECTING OF RECEIPT SECURITY - Ability to require an approval for adjustments or correcting receipts by specific users by permissions. x CASHIERING 8.047 INQUIRY AND REPORTS
CASHIERING 8.048
TRACKING OF TENDER TYPES - Ability to maintain the transaction and the dollar totals by the tender type. x
CASHIERING 8.049
TRACKING OF COIN DENOMINATIONS - Ability to track cash and coin denominations by bundles, rolls, and loose currency.

CASHIERING 8.050
RECEIPT AMOUNTS BY GENERAL LEDGER ACCOUNT -Ability to report on daily total receipt amounts by general ledger account number. x CASHIERING 8.051 CASH RECEIPTS INQUIRY - Ability to query Cash Receipts by each of the following: x CASHIERING 8.052  Customer account number x
CASHIERING 8.053  Name x
CASHIERING 8.054  Address x
CASHIERING 8.055  Operator ID x
CASHIERING 8.056  General ledger account number x
CASHIERING 8.057  Payment date x PDF Page 135 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 68 of 81 Packet Page. 1361 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
CASHIERING  Payment amount x
CASHIERING  Payment type x
CASHIERING  Invoice number x

CASHIERING
DAILY DECLINED TRANSACTIONS - Ability to generate daily reports for rejected bank and credit card transactions. x

CASHIERING
RECONCILIATION - CASH RECEIVED FROM CASHIERS - Ability to generate reports for reconciliation of monies collected by cashiers. x

CASHIERING
BALANCING REPORT - Ability to generate a report at end of day to assist with bank reconciliation and generation of a bank deposit. x

CASHIERING
AUDIT TRAIL OF CORRECTED CASH RECEIPTS - Ability to produce a full audit trail of cash-entry error corrections and/or adjustments. x

CASHIERING SECURITY
CASHIERING CASH DRAWER ACCESS - Ability to restrict user access to specific cash drawers. x

CASHIERING
CASH DATA ENTRY DEFAULT OVERRIDES - Ability to override the system-displayed default amount during cash-receipts entry. x

CASHIERING
AUTO OPEN DRAWER BY TENDER TYPE - Ability to allow the cash drawer to open automatically based on tender type (e.g., open for cash transactions, do not open for credit card transactions or checks, etc.).
x

CASHIERING
NON-TRANSACTIONAL OPENING & CLOSING OF DRAWER -Ability to maintain an audit trail of instances when a cash drawer was opened and closed without completing a transaction (e.g., drawer opened to make change for a customer). x

CASHIERING
PAYMENT BATCH APPROVALS -Ability for only authorized users to approve of payment batches. x

CASHIERING
PCI COMPLIANCE - Ability to ensure application is subject to the payment card information data security standard (PCI-DSS). If not, please describe how payment card transactions are handled and what information is stored to allow reconciliation of payment card transactions.
x

CASHIERING
PCI CERTIFICATION - Ability to ensure application has been certified as meeting the Payment Application Data Security Standard (PA-DSS) by a Payment Application Qualified Security Assessor (PA-QSA). If not, please state when the vendor expects certification to be completed.
x

CASHIERING INTEGRATIONS AND INTERFACES

CASHIERING
ACCESS TO ACCOUNT INFORMATION - Ability to provide online inquiry access to, and validation of, customer account information from all integrated modules (e.g., Accounts Receivable).
x
CASHIERING ONLINE PAYMENTS - Ability to accept customer payments via the web portal: x PDF Page 136 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 69 of 81 Packet Page. 1362 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
CASHIERING  Accounts Receivable invoice x
CASHIERING  Permit and Project Payments x
CASHIERING  Business Licenses x

CASHIERING
CHECK SCANNING CAPABILITY - Ability to interface with check scanning hardware for customers that mail in remittance stubs or do not in the case of customers paying via a bank file. Remittance should tie to a customer account. x

CASHIERING
INTEGRATION - ACCOUNTS RECEIVABLE - Ability for cash receipt transactions to immediately update (in a temporary or pending mode) accounts receivable accounts. x

CASHIERING
INTEGRATION - BUSINESS LICENSE - Ability to receive and post cashreceipt transactions from Business Licensing. x

CASHIERING
INTEGRATION - GENERAL LEDGER - Ability to automatically generate journal entries to the General Ledger module, insuring balancing and nonduplicate transaction posting for all cash receipts. x

CASHIERING
INTEGRATION - ACCOUNTS PAYABLE - Ability to automatically generate accounts payable entries to the AP module x

CASHIERING
INTEGRATION - PERMITTING - Ability to integrate in real time to Permitting for payment processing. x

CASHIERING
INTEGRATION - PLANNING - Ability to integrate in real time to Planning for payment processing. x

CASHIERING
INTEGRATION CREDIT CARD PROCESSOR - Ability to integrate with (AllPaid) for credit card acceptance. x

CASHIERING
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
PDF Page 137 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 70 of 81 Packet Page. 1363 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
Parcel/Address/Location Management

GENERAL FEATURES

9.001
GEOGRAPHIC DATABASE - Provide a geographic database of parcel, occupancy, and land use with "unlimited" Agency-defined fields and attributes. x

9.002
ADDITIONAL PROPERTY ADDRESS INFORMATION -Ability to track additional property address information (e.g., apartment number, suite number, lot number, tract number, etc.).
x

9.003
NON-ADDRESS LOCATIONS - Ability to setup location identifications for parcels without addresses (vacant lots, intersections, road sections, easements without addresses, HOA lots without addresses, etc.).
x

9.004
COMMON PARCEL/ADDRESS INFORMATION TO ALL APPLICATIONS - Provide for one table structure to provide parcel/address information across all modules. x

9.005
LEGAL PARCEL INFORMATION - Provide for the inclusion of legal description for each parcel. x

9.006 MULTIPLE ADDRESSES PER PARCEL - Provide for multiple addresses per parcel. x

9.007

ATTACHED PHOTOS, IMAGES, DRAWINGS, DOCUMENTS TO PARCEL - Provide capability to attach photos, images of final plan drawings, documents, etc., to a parcel database record.
x

9.008
MULTIPLE PARCELS WITH BOUNDARIES - Provide for the definition of parcels within multiple specific boundaries (i.e., Council Districts, Fire Districts, School District, Flood Plain, Tract, CUP, PD, Spec. Plan, etc.). x

9.009 ZONING INFORMATION - Provide for the inclusion of zoning information by parcel. x

9.010
GENERAL PLAN INFORMATION - Ability to include multiple land use designations per parcel. x
PDF Page 138 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 71 of 81 Packet Page. 1364 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments

9.011 PROPERTY SEARCH REQUIREMENTS - Ability to search properties by parcel ID number, previous parcel number, current owner name, or property address. x

9.012 ADDRESS/PARCEL HISTORY

9.013
TRACK ADDRESS/PARCEL HISTORY - Provide for tracking address/parcel history, including effective dates. X

9.014
TRACKING OF PARCEL SPLIT OR CONSOLIDATIONS - Facilitate the tracking of split or consolidated parcels with effective dates. X

9.015
TRACKING OF PARCEL SPLIT OR CONSOLIDATIONS - Ability to track genealogy of parcels and history of parcel splits or parcel consolidations. X

9.016
PARCEL OWNERSHIP HISTORY - Ability to maintain property ownership history when a parcel is retired. x

9.017
ADDRESS GENEALOGY - Ability to maintain genealogy of an address and its history. X

9.018 OWNER INFORMATION

9.019
MULTIPLE CONTACTS PER ADDRESS - Provide for multiple related party contact information per address (e.g., tenant, owner, etc.). X

9.020
HISTORICAL OWNER INFORMATION - Ability to maintain historical ownership information with effective dates. X

9.021 LOCK-HOLDS

9.022
LOCK PROPERTY - Ability to automatically lock all records associated with a locked property (e.g., address, parcel, permits, projects, etc.). x

9.023
UNLOCKING PROPERTY AUTO UNLOCKS RELATED RECORDS - Lifting a property lock should automatically lift locks from related records (e.g., permits, projects, licenses, etc.).
x

9.024 ALERTS

9.025
PROPERTY TYPE ALERTS - Ability for system to alert users that a property is in special zones when viewing property information (e.g., flood plain, liquefaction, high-fire zones, earthquake faults, redevelopment areas, special housing, special plan areas, etc.).

X

9.026
NOTE ALERTS - Ability to setup alerts for an address (e.g., confrontational owner, gang related activity, open code case, etc.) that are generated throughout system modules (e.g., code enforcement, permitting, etc.).
x

9.027 SECURITY

9.028
ADDRESS SELECTION - Provide capability to force the selection of a valid address and street name from a database to insure consistent data entry. X

9.029
CHANGE ADDRESS ACCESS - Ability to restrict address and parcel number field changes to specific users. X
PDF Page 139 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 72 of 81 Packet Page. 1365 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments

9.030 INTEGRATION - INTERFACE

9.031
IMPORT OF COUNTY OR OTHER PARCEL INFORMATION - Provide for the establishment and periodic update of County Assessor's database. X

9.032
CHANGE CONTROL OF IMPORTED PARCEL INFORMATION - Provide a change control process for updates from the County Assessor and maintain this as an audit trail.

X

9.033
INTERFACE - PLANNING - Parcel Management should provide address, parcel, owner, zoning information, and other location data to Planning application. X

9.034
INTERFACE - CODE ENFORCEMENT - Parcel Management should provide address, parcel, owner, zoning information, and other location data to Code Enforcement application.

X

9.035
INTERFACE - PERMITS - Parcel Management should provide address, parcel, owner, zoning information, and other location data to the Permits application. X

9.036
INTERFACE - BUSINESS LICENSING - Parcel Management should provide address, parcel, owner, zoning information, and other location data to Business Licensing.

X

9.037
INTERFACE - INSPECTIONS - Parcel Management should provide address, parcel, owner, zoning information, and other location data to the inspection application. X

9.038
PARCEL ALERTS TO OTHER MODULES - Ability for customer defined parcel alerts to popup or display in other land management modules (e.g., open code enforcement case, flood zone, environmental sensitive property, deed restrictions, etc.).

X

9.039
AUTOMATION TO OTHER MODULES - Ability to automatically initiate an action on linked permits/projects/code cases/business licenses based on GIS attributes (e.g., automatically add a fee if property is in historical district, automatically add a review if property is in a fire district, etc.)
X

9.040 GIS INTEGRATION

9.041
PARCEL/OTHER MODULE INFORMATION FROM MAP - Provides ability to select parcel or group of parcels from GIS map and drill-down to parcel or activity information (e.g., any parcel data elements and other module information such as permits, projects, code cases, etc.).

X

9.042
VIEW MASTER RECORD LOCATION INFORMATION ON MAP - Ability to pull up map view of location from application/module master record (e.g., planning project, permit, inspection, code enforcement case, etc.).

X
PDF Page 140 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 73 of 81 Packet Page. 1366 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments

9.043
VIEWING ACTIVITY ON MAP - Provide the ability to display locations on the GIS viewer by activity type/status (e.g., permits by status [open/closed, type], planning project, code cases [open/closed, type], work orders [open/closed, type], etc.). x

9.044
RADIUS SEARCHES - Ability to perform searches within a radius (e.g., parcels/addresses, permits or projects within a given area, etc.). x

9.045
LOCATION SEARCHES - Provides ability to search for locations by anything on the map: an address, a location, a name, an intersection, a customer account number, etc.
x

9.046
DISPLAY MAP - Ability to color code activity on map by type of activity (e.g., work order type, permit types, code case types, etc.). x

9.047 DISPLAY MAP - ASSET TYPES - Ability to color code asset types on map. x

9.048
HEAT MAPS - The system has the ability to generate "heat-maps" on GIS mapping in order to identify areas of large activity volume. x

9.049
ROUTES - The system should be able to use GIS to compute inspection routes based on specific information including, but not limited to, using layers in GIS for territories.
x

9.050
BI-DIRECTIONAL INTERFACING - The interface between the GIS and other vendor modules should be bi-directional. The ability to query, view, and interact with location data with a spatial location and display them in a GIS viewer. x

9.051
GIS DATA SYNCHRONIZATION - Provides ability to synchronize any changes from GIS to update related location data from vendor modules. x

9.052
MOBILE APPLICATION - Ability for the mobile application to retrieve GIS information. x

9.053 WEB SERVICES - Ability to consume a web service. x

9.054 SECURE SERVICE SUPPORT - Ability to consume data through secured services. x

9.055
GIS DATA PORTAL - The system should be able to perform data exchange with Federated and UnFederated GIS data portals. x

9.056
INTERFACE - GIS - Ability to find any parcel on a map by address or parcel number and drill down to all related information, flags, permits, documents, photos, conditions, GIS layers, etc., interfacing to ESRI ArcGIS (Version 10.8 ). x

9.057
INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM -Ability to integrate with a third-party document management system ( Laserfiche ) to attach and store files or supporting documents to a record (e.g., plan blueprints, CAD images, logs, COA narratives, etc.).
x
PDF Page 141 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 74 of 81 Packet Page. 1367 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
Ad Hoc Reporting

GENERAL FEATURES

10.001
AGENCY-DEFINED FIELD REPORTING - Ability to inquiry and report on agency-defined fields. x
ad-hoc report writer is a
standard out of the box tool in
the current software

10.002
USER DASHBOARD - Ability to create user-configurable dashboards that accesses components of all system modules. x

10.003
REPORT WRITER PERFORMANCE - Ability to process report writer requests at any time throughout the processing day, without impacting system performance. x

10.004
REPORT WRITER OPERATIONS - Ability to support menu-driven report scheduling options. x

10.005
REPORT WRITER OPERATIONS - Ability to generate error messages with a description of corrective actions. x

10.006 REPORT WRITER HELP - Ability to support online instructions "help". x

10.007
REPORT WRITER DATA DICTIONARY IDENTIFICATION - Ability to reference specific data items by field descriptive name (i.e., data dictionary field names and user-screen field names are the same).
x

10.008
WILDCARD SEARCHES - Ability to perform searches by using wildcards or partial information (e.g., searching for accounts, funds, cost centers, projects, etc.) x

10.009
REPORT CONDITIONING OPTIONS - The following report writing capabilities need to include the ability to arithmetically calculate functions:

10.010  Ability to generate reports using "include" and "exclude" statements. x

10.011  Ability to generate reports using "and" and "or" statements x

10.012  Ability to generate reports using "equal to", "less than", and "greater than" statements. x
PDF Page 142 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 75 of 81 Packet Page. 1368 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
AD HOC RPT. 10.013  Ability to use an "if-then-else" sequence within one query. x AD HOC RPT. 10.014
REPORT FIELD SELECTION OPTIONS - Ability to combine the use of multiple fields from multiple modules’ database tables in a single query. X AD HOC RPT. 10.015
REPORT FILE REFRESHING - Ability to store and recall items whose values are derived from other values in the data files. X
AD HOC RPT. 10.016
ARITHMETIC FUNCTIONS - Ability to support the use of arithmetic:
"addition", "subtraction", "multiplication", and "division" calculations. X AD HOC RPT. 10.017
BASIC STATISTICAL FUNCTIONS - Ability to support mean and standard deviations and to build cross tabulations. X
AD HOC RPT. 10.018
PDF FOLDERS - Ability to setup auto save folders by type of report when using a pdf writer tool. X
AD HOC RPT. 10.019
REPORT COLUMN DEFINITION - Ability to support default or special column headings. X
AD HOC RPT. 10.020
REPORT SELECTION OPTIONS - Ability to query on any element of a transaction history file, including the type of transaction and the process that originated the transaction.

X
AD HOC RPT. 10.021
REPORT FIELD EDIT DEFINITION - Ability to support unique field editing (i.e., currency, symbol, commas, decimal places, etc.) on specific data items. X AD HOC RPT. 10.022 REPORT SORTING OPTIONS - Ability to support major and minor sort options. X AD HOC RPT. 10.023 REPORT SUBTOTALS - Ability to support subtotal and total options by field. X AD HOC RPT. 10.024
REPORT SORTING AND TOTALING OPTIONS - Ability to choose various sorting options and report totaling options with appropriate subtotaling based on selected sort option.

X
AD HOC RPT. 10.025 GRAPHS/CHARTS ON REPORTS - Ability to print graphs and charts on reports. x AD HOC RPT. 10.026 REPORT SPECIFICATIONS - Ability to include the following on all reports: X AD HOC RPT. 10.027  Organization Name x
AD HOC RPT. 10.028  Report Title x
AD HOC RPT. 10.029  User That Generated Report x
AD HOC RPT. 10.030  Column Heading Descriptions x
AD HOC RPT. 10.031  Processing Date x
AD HOC RPT. 10.032  Sequentially Numbered Pages x
AD HOC RPT. 10.033  Subtotals at Each Level Break x
AD HOC RPT. 10.034
SAVE REPORT SETTINGS - Ability to save and reuse report settings on future report runs. X
AD HOC RPT. 10.035
ELECTRONICALLY FILE REPORTS - Ability to electronically save reports for subsequent users’ access (e.g. on an internal intranet page, user dashboard or report menu, etc.).

X
PDF Page 143 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 76 of 81 Packet Page. 1369 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments

10.036
REPORT SCHEDULING - Ability to report scheduling along with email distribution for recipients, as well as re-occurrence options of specific days, weeks, weekly, monthly, etc.
x

10.037
REPORT OUTPUT SELECTION - Ability to support user specification of the output media (i.e., printer, display on screen, save to file). x

10.038
CLOUD BASED REPORTING - Ability to download a report created under a Cloud based deployment or maintain an unlimited amount of storage for Cloudcreated reports. x
1 TB of cloud storage is
provided with additional
blocks of 500 GB that can be
purchased

10.039
LARGE REPORT TO PRINT WARNING - Ability to warn the user they are about to print a large report (displays number of pages). x Browser/Device specific error message will be prompted

10.040
PRODUCE STANDARD REPORTS - Ability to export report data to Microsoft Word, Microsoft Excel, and PDF formats. x

10.041 DISPLAY PRINTER QUEUES PRIOR TO PRINTING - Ability to view or print reports, as an option. x

10.042 PRINTING TO "SAVE" REPORTS TO OUTPUT QUEUES - Ability for printed output to be queued to any of the system or network printers. x

10.043
CANNED REPORTS - System comes with standard "canned" reports that include, but not limited to Permits Issued, Census Report Data, Building Reports, Public Works Reports, Code Enforcement Reports, Planning Reports, License Registration Reports, and User Reports, with the ability to select a timeframe for data to be included in report.
x

10.044 INTEGRATIONS AND INTERFACES

10.045
INTEGRATION - THIRD PARTY REPORT WRITERS - Ability to integrate with third-party report writing tools, such as Crystal Reports, SSRS, or Cognos etc. x Cognos is a custom integration.

Accela provides Accela Insights
that is powered by Microsoft
Power BI as an analytical
dashboard tool

10.046 SAAS/CLOUD HOSTING REPORTING

10.047
REPORTING - CUSTOM REPORTS - Ability to allow users to create custom reports through the cloud-hosted solution interface. x

10.048
DOWNLOAD REPORTS - Ability to download reports from the cloudhosted application. x

10.049 REPORTING - STORAGE - Ability to have an unlimited amount of storage for reports in the cloud. Vendor Note - please use comments field to denote any limitations. x 1 TB of cloud storage is provided
with additional blocks of 500 GB
that can be purchased

10.050 DATA EXTRACTS - Ability to extract data from cloud hosted solution. x PDF Page 144 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 77 of 81 Packet Page. 1370 City of San Bernardino - Land Management System - Feature Function Requirements Please input a "1"in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.

Legend:

Standard - Current Available in current software release Guaranteed available in next release of software
Report Writer function through Standard Reports or Ad Hoc Report Writer Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.

Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).

Not available in current or next release; interfaced/integrated third-party application or through custom modification.

Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Applicaton
Custom Modifcaton
Not Availble
Comments
General System and Security

GENERAL FEATURES
SYS/SECURITY 11.001
PERSON/ENTITY - Ability to maintain central person/entity record identification information throughout all modules (e.g., Planning, Permitting, Business Licensing, etc.).
x
SYS/SECURITY 11.002
MULTI-USER ENVIRONMENTS - Ability to prevent any master file record from being deleted if that record is referenced in any other file. x Accela is a user role based
system, users with certain
privilidges can have the option
to delete master file records
and users w/o those privilidges
cannot delete master/related
records
SYS/SECURITY 11.003
MULTI-USER ENVIRONMENTS - Ability to operate in a multi-user environment so record locking will be required to maintain the integrity of the data. x Accela is a user role based
system, users with certain
privilidges can have the option
to delete master file records
and users w/o those privilidges
cannot delete master/related
records
SYS/SECURITY 11.004
ONLINE TRAINING DOCUMENTATION - Ability to access to printable training materials and other support documentation online. x SYS/SECURITY 11.005
USER DASHBOARDS - Ability to incorporate real-time individual user dashboard capability to display dynamic charts, graphs, and data lists. x SYS/SECURITY 11.006
FORWARD/BACKWARD NAVIGATION -Ability to navigate through records or files on a screen in a forward or backward direction. x SYS/SECURITY 11.007 MULTISCREEN NAVIGATION - Ability to view data across multiple screens. x PDF Page 145 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 78 of 81 Packet Page. 1371 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
SYS/SECURITY 11.008
NUMBER OF RECORDS DISPLAYED - Ability to allow users to change the number of records displayed as a result of a search (e.g., 20, 50, 100, etc.). x SYS/SECURITY 11.009 RENAME LABELS - Ability for authorized users to rename field labels. x SYS/SECURITY 11.010 REQUIRED FIELDS - Ability to designate both standard and user-defined fields as requiring data entry. x
SYS/SECURITY 11.011
AUTO-FILL FIELDS - Ability to automatically populate fields (e.g., selecting a street segment from GIS pulls street name). Vendor Note - please use comments field to describe extent of functionality.
x
SYS/SECURITY 11.012 FILE EXPORT FORMATS - Ability to export files using the following file format types: x SYS/SECURITY 11.013  PDF x
SYS/SECURITY 11.014  Word x
SYS/SECURITY 11.015  Excel x
SYS/SECURITY 11.016  Comma Delimited Values x
SYS/SECURITY 11.017
MAINTAIN AUDIT TRAILS - Ability to maintain audit trails including changed by, changed date, and record of changes. x
SYS/SECURITY 11.018
HISTORICAL DATA - Ability to maintain more than 10 years of historical transactional data. Vendor Note - please use comments field to denote any limitations.
x
SYS/SECURITY 11.019 FAVORITES MENU - Ability to assign menu items to a favorites menu. x SYS/SECURITY 11.020
LIST OF RECENT RECORDS - Ability for a user to see a list of records they recently created/viewed/modified from their dashboard. x
SYS/SECURITY 11.021
ERROR REPORT SUBMISSIONS - Ability to directly submit system generated error reports and messages to vendor software support. x SYS/SECURITY 11.022
VENDOR SUPPORT ACCESS TO CLIENT - Ability for the vendor to connect to computer server for diagnosis and resolution of software problems. x SYS/SECURITY 11.023
BATCH PROCESSES - Ability to run specific assigned jobs, by permission, in a batch process. x
SYS/SECURITY 11.024
MASS UPDATES - Ability to load and run mass additions, updates, deletions and purges in the system. x
SYS/SECURITY 11.025
MASS UPDATES SYSTEM BACKUP UTILITIES AND PROCESSES -Ability to provide flexible backup utilities enabling the backup of individual items, application databases or the entire system.
x
SYS/SECURITY 11.026
THIRD-PARTY INTERFACES - Ability to run and load third-party interfaces into the system. x
SYS/SECURITY 11.027
EMAIL INTEGRATION - Ability to send emails from system utilizing standard SMTP protocols. x
PDF Page 146 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 79 of 81 Packet Page. 1372 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party ApplicatonCustom Modifcaton
Not Availble
Comments
SYS/SECURITY 11.028
OFFICE 365 EMAIL INTEGRATION - Ability to send and receive emails using Office 365.

SYS/SECURITY 11.029
WEB AND MOBILE APPLICATIONS - Ability for web and mobile applications to use mobile responsive design for optimized usability on a variety of screen sizes, including smart-phones, tablets, laptops, and desktops. x
SYS/SECURITY 11.030 SYSTEM SECURITY
SYS/SECURITY 11.031 GENERAL SECURITY FEATURES - Ability to provide access security by: x SYS/SECURITY 11.032  Application x
SYS/SECURITY 11.033  Field level x
SYS/SECURITY 11.034  Menu item/function within application x SYS/SECURITY 11.035
PASSWORD ENCRYPTION - Ability to provide password encryption. Vendor Note - please describe your level and implementation of encryption in the comment field. x SYS/SECURITY 11.036 PASSWORD RECOVERY - Ability for user self-password recovery capability. x SYS/SECURITY 11.037
SECURITY ACCESS PASSWORD CHANGE - Ability to maintain the date of last password change for each user. x
SYS/SECURITY 11.038

RESTRICT SECURITY ACCESS OF SELECTED TRANSACTIONS -
Ability to restrict entry of certain transactions by password or access rights. x SYS/SECURITY 11.039
SECURITY ACCESS CONTROL - Ability to assign view only access to specific user profiles. x
SYS/SECURITY 11.040 PERMISSIONS - Ability to specify read, write, edit and delete permissions. x SYS/SECURITY 11.041
RESTRICT SECURITY ACCESS - Ability to restrict users' access to specific screens and to perform certain functional processes (e.g., refunding fees). x SYS/SECURITY 11.042
RESTRICT ACCOUNT ACCESS - Ability to restrict users' ability to enter transactions based on agency-defined components of the chart of accounts (e.g., fund, department, division, object).
x
SYS/SECURITY 11.043
REPORT WRITING TOOLS ACCESS - Ability to allow only specific users to access report writing and query tools. x
SYS/SECURITY 11.044
UPDATE CONTROLS - Ability to add and update module configurations as outlined in security roles by permission. x
SYS/SECURITY 11.045
CREATE SECURITY PROFILE BY COPYING EXISTING PROFILE - Ability to create new user rights by copying another user's right levels and modifying. x SYS/SECURITY 11.046
GROUP CREATION/CONTROL – Ability to create groups of users by a role type and to apply/change access rights to groups of users. x SYS/SECURITY 11.047
USER/GROUP ACCESS CONTROL – Ability to modify a user’s or group of users’ log-in access status (e.g., active, inactive, on-hold, etc.) . x PDF Page 147 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 80 of 81 Packet Page. 1373 Application
Feature Number
Feature / Function / Capability
Standard - Current
Standard - Next
Report Writer
3rd-Party Application Custom Modifcaton
Not Availble
Comments
SYS/SECURITY 11.048
LOG-OFF USER - INACTIVITY - Ability for the system to automatically log-off a user after a long period of inactivity. Vendor Note - period of inactivity to be agencydefined. x
SYS/SECURITY 11.049
FORCE USER LOG-OFF - Ability for a system administrator to log-off a user from the system. x
SYS/SECURITY 11.050
SINGLE SIGN-ON - ACTIVE DIRECTORY - Ability to implement Single Sign-on and Active Directory. x
SYS/SECURITY 11.051 USER AUTHENTICATION - Ability to support mixed mode authentication - (i.e., if Active Directory integration is enabled, still allow non-AD user accounts to login). x SYS/SECURITY 11.052
USER AUTHENTICATION - Ability to provide added layer of security via Two-Factor Authentication (2FA), which requires a user to submit additional authentication along with their username and password.
x
Accela has standard integrations
for user authentication with Okta
and MS Azure.

SYS/SECURITY 11.053  2FA support for U2F authentication, such as Yubikey SYS/SECURITY 11.054  2FA support for strong tamper-proof solution, like Duo Mobile App SYS/SECURITY 11.055  2FA biometric support (e.g., finger print, facial recognition, etc.) SYS/SECURITY 11.056 SAAS/CLOUD HOSTING SECURITY AND ACCESS SYS/SECURITY 11.057
REST API - Ability to provide a REST API interface to facilitate integration with third-party applications. x
SYS/SECURITY 11.058 AGENCY-DEFINED FIELDS - Ability to add/delete agency-defined fields. x SYS/SECURITY 11.059
OUTSIDE NETWORK ACCESS - Ability to access system outside of City network (e.g., third-party contractor). x
SYS/SECURITY 11.060
BACKUP ENCRYPTION - Ability to encrypt all data backups. Vendor Note - provide level of encryption in in the comments column. x
SYS/SECURITY 11.061
DATABASE ENCRYPTION - Ability to encrypt data from all databases when at rest (stored). Vendor Note - provide level of encryption in the comments column. x SYS/SECURITY 11.062
DATA CENTER RESILIENCY - Ability to maintain resilient data centers resulting in zero customer downtime in the event of a failure or compromise of one data center. x SYS/SECURITY 11.063
GOVERNMENT CERTIFIED CLOUD PROVIDER - Ability for the cloud application to be hosted by a government certified cloud provider. x Accela is hosted on MS Azure
Commercial
SYS/SECURITY 11.064
ALLOCATED INTERNET BANDWIDTH & INTERNET RESILIENCY - Ability to maintain multiple connections from multiple internet providers with automatic failover at each data center.
x
SYS/SECURITY 11.065 SLA UPTIME - Ability to maintain a SLA Uptime of 99.9% or greater. x SYS/SECURITY 11.066
SOC 2 REPORT - Ability to provide a SOC 2 report outlining data center security available upon request x
PDF Page 148 of 164
Appdx A - Feature/Function San Bernardino LMS - RFP - Appendix A.xlsx Page 81 of 81 Packet Page. 1374 SOFTWARE VENDOR INFORMATION RESELLER INFORMATION (if applicable) Company Name Accela, Inc Company Name Not applicable
Street Address 2633 Camino Ramon
San Ramon, CA 94583
Ph: 925-659-3200
Street Address Not applicable
City, State, Zip code City, State, Zip code Not applicable Telephone Number Telephone Number Not applicable
Primary Contact Arielle Mallen Primary Contact Not applicable Secondary Contact (if applicable) Kyle Bockwoldt Secondary Contact (if applicable) Not applicable SOFTWARE SUPPORT SOFTWARE SUPPORT (if applicable)
Support Hours
(designate time zone)
4 a.m. until 6 p.m. Pacific Standard Time,
Monday through Friday, excluding Accela’s
observed holidays.

Appendix B

VENDOR PROFILE
Vendor(s) Name: Accela, Inc.

Location of Application Software
Support Personnel California and Utah Location of Application Software Support Personnel Not applicable
Number of Application Software
Support Personnel
(Proposed Solution ONLY)
50+
Number of Application Software
Support Personnel
(Proposed Solution ONLY)
Support Hours
(designate time zone)
Not applicable
Not applicable
Guaranteed Response Time Typical Response Time : 1 Hour Average Response Time
Average Resolution Time
Typical Response Time : 1 Hour
The majority of our support-owned cases,
approximately 70%, are resolved within a 10-
day timeframe.

Guaranteed Response Time
Average Response Time
Average Resolution Time
Not applicable
Not applicable
Not applicable
800 Number Access 888 - 722 - 2352 800 Number Access Not applicable PDF Page 149 of 164
B - Vendor Profile San Bernardino LMS - RFP - Appendix B-J.xlsx Packet Page. 1375 Page 1 VENDOR FINANCIAL INFORMATION RESELLER FINANCIAL INFORMATION (if applicable) Annual Revenue Confidential. Pease see statement
b l
Annual Revenue Not applicable
Percent of Annual Revenue Allocated
to R & D
Confidential. Pease see statement
below.

Percent of Annual Revenue Allocated
to R & D Not applicable
Percent of Annual Revenue Generated
from New Sales
Confidential. Pease see statement
below.

Percent of Annual Revenue Generated
from New Sales Not applicable
Percent of Annual Revenue from
Annual Recurring Income
Confidential. Pease see statement
below.

Percent of Annual Revenue
from Annual Recurring Income Not applicable
PDF Page 150 of 164
C - Vendor Financial Info San Bernardino LMS - RFP - Appendix B-J.xlsx Page 2 VENDOR INFORMATION RESELLER INFORMATION (if applicable) Vendor Name Accela Reseller Name Not applicable
40+ Not applicable
500+
Not applicable
Private
Not applicable
Total Number of Employees
(Proposed Solution ONLY)
Organization Classification (Private,
Public, Other)
Number of Years in Business
Total Number of Employees
(Proposed Solution ONLY)
Organization Classification (Private,
Public, Other)
Number of Years in Business
Appendix C

VENDOR PROFILE / FINANCIAL INFORMATION
Vendor(s) Name: Accela, Inc.

Packet Page. 1376
Appendix D

VENDOR CUSTOMER BASE
Vendor(s) Name: Accela, Inc.

Information
Vendor
Information
Reseller

BY THE FOLLOWING CRITERIA

NUMBER OF
AGENCY

CUSTOMERS

NUMBER OF
AGENCY

CUSTOMERS IN

CALIFORNIA

NUMBER OF
AGENCY

CUSTOMERS

NUMBER OF
AGENCY

CUSTOMERS IN

CALIFORNIA
Total - All Entities
Proposed Solution
Only
600+ 229 N/A N/A
Total - Municipalities 600+ 218 N/A N/A
Populations Below 100,000 150+ 89 N/A N/A
Populations Between 100,000-300,000 220 64 N/A N/A
Populations Above 300,000 280 65 N/A N/A
Planning Projects 600+ 200+ N/A N/A
Permitting 600+ 200+ N/A N/A
Online Portal 550+ 200+ N/A N/A
Inspections 500+ 200+ N/A N/A
Code Enforcement 255 85+
Request Management 180 65+ N/A N/A
Business Licensing 165 45+ N/A N/A
Mobile Inspections and Code Enforcement 300+ 100+ N/A N/A PDF Page 151 of 164
D - Vendor Customer Base San Bernardino LMS - RFP - Appendix B-J.xlsx Packet Page. 1377 Page 3 Appendix E

VENDOR/RESELLER REFERENCES
Vendor Name: Accela, Inc.

Proposed Solution Only (Below)
Customer Name Contact Name Phone Number Population Installation Date APPLICATIONS (please list)
Note: If you are a Reseller/VAR, clearly indicate which references are for your specific company. 1) City of Eastvale, CA* Johnny Terfeher 951-703-4482 72000 20-Oct Accela Building, Planning, Code Enforcement, Public Works 2) City of Moreno Valley, CA* Kimberlee Kreuger 951-413-3428 212000 22-Feb Accela Building, Planning, Code Enforcement, Public Works 3) City of Rancho Cucamonga, CA* Kramer Sandars 951-413-3429 714-765-5131
175,000 18-Jun Accela Building, Planning, Code Enforcement, Public Works 4) City of Anaheim, CA* Jennifer Winchell 350000 22-Oct Accela Building, Planning, Code Enforcement, Public Works, Bus Lic 5) City of Oakland, CA Annie He 510-238-6142 440000 19-Jun Accela Building, Planning, Code Enforcement, Public Works 6) City of Sacramento, CA Johann Tran 916-808-4742 528000 19-Jan Accela Building, Planning, Code Enforcement, Public Works 7) City of Santa Clara, CA Andrew Raj 408-615-2472 126000 20-Jun Accela Building, Planning, Code Enforcement, Public Works 8) City of San Diego, CA JC Thomas 619-236-6552 1300000 19-Jan Accela Building, Planning, Code Enforcement, Public Works 9) City of Fresno, CA Edith Smith 559-621-7136 545000 21-Jun Accela Building, Planning, Code Enforcement, Public Works 10) City of Stockton, CA Robert Liddicoat 209-937-8561 321000 19-May Accela Building, Planning, Code Enforcement, Public Works Note: Please indicate which module(s) were implemented in the "Application" column PDF Page 152 of 164
E - Vendor References San Bernardino LMS - RFP - Appendix B-J.xlsx Page 4 Packet Page. 1378 Vendor Name: Accela, Inc.
4) Will the application software license be a "license in perpetuity?" X Appendix F

VENDOR GENERAL SYSTEM INFORMATION

GENERAL QUESTIONS
Yes No
1) Will you agree to incorporate RFP and your proposal into the contract? X 2) Will you hold prices firm for 180 days from proposal due date? X 3) Is the source code held in escrow at a third-party institution? If yes, please identify the third party. X Explain:

Accela does not provide escrow services for SaaS customers.

SYSTEM SUPPORT INFORMATION
Yes No
5) Can the vendor remotely connect to the system for diagnostics and/or support? Is there an associated cost? X No addit 6) Is there a website for customer software updates? X
7) Can the website be used to communicate support issues and downloads? X 8) Is there an application software Users' Group? X

SOFTWARE APPLICATION INFORMATION
9) On what platform(s)/operating system(s) will the proposed application software run? Response:

The Accela Civic Platform is hosted in Microsoft Azure. It uses the latest versions of Microsoft operating systems, applications and services.
10) What year was the current technology platform of the proposed software originally released (e.g. .NET in 2010)? Response:

Accela Civic Platform stack was moved to Micorsoft Azure in 2019 to provide our customer with the best stability, reliability, security, redundant and business user technologies. Twice a year the current technology platform is updated for the business benefits of our 600+ customers PDF Page 153 of 164
F - Vendor General System San Bernardino LMS - RFP - Appendix B-J.xlsx Packet Page. 1379 Page 5 Appendix F

VENDOR GENERAL SYSTEM INFORMATION
Vendor Name: Accela, Inc.
11) Which database system (preference towards MS SQL) will be deployed with the proposed solution? (include name and version) Response:

MS SQL. The Accela Civic Platform is hosted in Microsoft Azure. It uses the latest versions of Microsoft operating systems, applications, and services.

Which server software (preference towards MS Windows Server) will be deployed with the proposed solution? (include server 12) software name and version)
Response:

The Accela Civic Platform is hosted in Microsoft Azure. It uses the latest versions of Microsoft operating systems, applications and services.
13) Please describe the software upgrade process (e.g., frequency and level of effort and cost).

Response:

Accela’s release cycle includes two major releases per year, monthly service packs, and hotfixes as needed. Full infrastructure patching occurs at least monthly. All updates to the solution for Accela SaaS customers are performed by Accela staff. Updates are included in annual SaaS subscription.
14) Please describe the software patch delivery process, frequency, and level of effort.

Response:

All updates to the solution for Accela SaaS customers are performed by Accela staff. Accela’s release cycle includes two major releases per year, monthly service packs, and hotfixes as needed. Full infrastructure patching occurs at least monthly.

PDF Page 154 of 164
F - Vendor General System San Bernardino LMS - RFP - Appendix B-J.xlsx Page 6 Packet Page. 1380 Appendix G1
On-Premise PROJECT COST ESTIMATES
Vendor Name: Accela, Inc.

NOTES & INSTRUCTIONS
Supplemental Pricing in your company's standard format can be provided separately.

However, even if you provide supplemental pricing, this project costs worksheet must be completed for summary Additional rows and/or descriptions can be added if necessary.

If an item is included elsewhere, please say included.

DO NOT delete any rows or change any formulas
On-Premise One-Time Costs
Informational Only
Hourly Rate Total Hours PRICE
Software License Fees $ -
Training Fees $ - - $ -
Project Management $ - - $ -
Installation/Implementation Fees $ - - $ -
Modifications/Enhancements Estimates (see Appendix J) $ - $ - Interface Development Estimates (see Appendix H) $ - $ 172,420 Conversion Assistance (see Appendix I) $ - $ 351,500
Ad hoc Report & Inquiry Development (by vendor) $ - - $ - Other (please list as needed)
Hardware/System Software (estimates, if applicable) $
Installation (if applicable) $
Other Costs (please list as needed) $
Travel & Related Expenses $
Taxes $
$ 523,920.00
On-Premise Annual Recurring Costs
PRICE
Application Annual Maintenance/Support $ -
Annual Maintenance/Support - Interfaces $ -
Hardware/System Software (estimates, if applicable) $ - $ -
PDF Page 155 of 164
G1 - On-Premise Project Costs San Bernardino LMS - RFP - Appendix B-J.xlsx Page 7 Packet Page. 1381
Appendix G1
On-Premise PROJECT COST ESTIMATES
Detailed Software Application Pricing and Information
Vendor's
Module
Name
One-time
License Costs
Implementation Services Application Training Services
Annual Recurring
Total Hours Costs Total
Visits
Total Implementation
Services Costs Total Hours Total Visits Total Training Costs (Please List Applications/Modules - Add Rows as Necessary) Land Management System
Planning Projects
Permitting
Online Portal
Inspections
Cashiering
Code Enforcement
Request Management
Business Licensing
Parcel / Address Management
GIS Viewer/Portal
Mobile Inspections and Code Enforcement
Other
Ad Hoc Reporting
Interactive Voice Response (IVR)
Electronic Plan Submittal and Review
Sub-Totals $ - - - $ - - - $ - $ -
NOTES
1) Indicate how license fees are calculated (e.g., concurrent users, user ID's, processor size, etc.). Provide number of user licenses if applicable, and additional user license cost if required.
2) Please describe additional future license fees if applicable (e.g., change in users, processor size, etc.) 3) Optional pricing for above one time costs should be clearly identified (e.g., different project management service levels) 4) Describe number of days/hours included with project management AND training costs above 5) Describe in detail what is included with conversion estimates. 6) Describe how travel and related expense estimates were calculated 7) Describe additional costs required for optional applications (e.g., hardware, training, project management, etc. 8) Clearly indicate third party software.
9) Please attach server sizing/configuration documentation.

G1 - On-Premise Project Costs San Bernardino LMS - RFP - Appendix B-J.xlsx Page 8 Packet Page. 1382 $ 2,378,400.00
Taxes
$
$ 40,000.00
$
Other Costs (please list)
Travel & Related Expenses
N/A
Appendix G2
Cloud/Hosted PROJECT COST ESTIMATES
Vendor Name: Accela

NOTES & INSTRUCTIONS
Supplemental Pricing in your company's standard format can be provided separately.

However, even if you provide supplemental pricing, this project costs worksheet must be completed for summary evaluation Additional rows and/or descriptions can be added if necessary.

If an item is included elsewhere, please say included.

DO NOT delete any rows or change any formulas
Vendor Hosted One-Time Costs
Informational Only
Hourly Rate Total Hours PRICE
One-Time Software License Fees ONLY (if applicable) - Not annual subscription fees $ - Training Fees $ 185 420.00 $ 77,700
Project Management $ 185 2,552.00 $ 472,120
Installation/Implementation Fees $ 185 $ 1,175,860
Modifications/Enhancements Estimates (see Appendix J) $ 185 $ - Interface Development Estimates (see Appendix H) $ 185 $ 172,420 Conversion Assistance (see Appendix I) $ 185 $ 351,500
Report & Inquiry Development $ 185 480.00 $ 88,800
Other (please list as needed) $ - - $ -
Vendor Hosted Annual Recurring Costs
PRICE
Recurring Annual Maintenance/Subscription Fees $ 321,264.00 Installation (if applicable) N/A
Hardware/System Software (estimates, if applicable) N/A $ $
Packet Page. 1383
Annual Maintenance/Support - Interfaces $ 128,900.00
Hardware/System Software (estimates, if applicable) $ - $ 450,164.00
PDF Page 157 of 164
G-2 - Cloud-Host Project Costs San Bernardino LMS - RFP - Appendix B-J.xlsx Page 9 Packet Page. 1384
Appendix G2
Cloud/Hosted PROJECT COST ESTIMATES
Detailed Software Subscription Pricing and Information
Vendor's
Module
Name
One-time
Subscription
Costs
Implementation Services Training Services
Annual Recurring
Total Hours Costs Total
Visits
Total Implementation
Services Costs Total Hours Total Visits Total Training Costs (Please List Applications/Modules - Add Rows as Necessary) Land Management System $ 321,264.00
Planning Projects
Permitting
Online Portal
Inspections
Cashiering
Code Enforcement
Request Management
Business Licensing
Parcel / Address Management
GIS Viewer/Portal
Mobile Inspections and Code Enforcement
Other
Ad Hoc Reporting
Interactive Voice Response (IVR)
Electronic Plan Submittal and Review
UAT
Go Live
Sub-Totals $ - 5,356.00 - $ 1,175,860 420.00 - $ 77,700 $ 350,043 NOTES
1) Indicate how license fees are calculated (e.g., concurrent users, user ID's, processor size, etc.). Provide number of user licenses if applicable, and additional user license cost if required.
2) Please describe additional future license fees if applicable (e.g., change in users, processor size, etc.). 3) Please provide a five-year initial term for your vendor-hosted service. 4) Optional pricing for above one time costs should be clearly identified (e.g., different project management service levels). 5) Describe number of days/hours included with project management AND training costs above. 6) Describe in detail what is included with conversion estimates. 7) Describe how travel and related expense estimates were calculated. 8) Describe additional costs required for optional applications (e.g., hardware, training, project management, etc.) 9) Clearly indicate third party software.

PDF Page 158 of 164
G-2 - Cloud-Host Project Costs San Bernardino LMS - RFP - Appendix B-J.xlsx Page 10 Packet Page. 1385
Appendix G2
Cloud/Hosted PROJECT COST ESTIMATES
10) Please attach server sizing/configuration documentation.

PDF Page 159 of 164
G-2 - Cloud-Host Project Costs San Bernardino LMS - RFP - Appendix B-J.xlsx Packet Page. 1386 Page 11 Appendix H
Interfaces/Integrations Name Description
Interface
Direction(s)
(One-way or Twoway)
Third-Party
Software (Vendor
Name, Product
Name, & Version)
Frequency / RealTime Active
(As Needed,
Scheduled or
Real-time)
Integration
Type
(Import or
Export)
Vendor Comments/ Suggestions
Cost
Estimate
(Low)
Cost
Estimate
(High)
Annual
Support
Costs (If
Applicable)
Please provide both low and high estimated cost
Land Management
Cashiering & Online Payments Cash receipts should validate permit number, account number, fees, penalty amounts, and update customer balance.

Customer Internet Payments Online payments with provider "All Paid" Customer Over the Counter Payments In person payments
Enterprise Financial System
Provide the automatic generation of journal entries to the general ledger, ensuring auto updates to the accounts receivable and accounts payable accounts.

Electronic Plan Submittals Ability to receive plan submittals electronically through the Agency's website.

Contractor Information Ability to extract contractor information from the state licenses board and populate fields in permit modules contractor database.

Inspections (including mobile) Ability to integrate with an interactive voice response system for inspection scheduling, status updates, and payments.

Others
Email Integration Ability to send emails from system utilizing standard SMTP protocols.

Single Sign-On / Active Directory Support of Single-Sign-On and Active Directory.

Ad Hoc Third-Pary Report Writers Ability to integrate with third party report writers.

SQL Server Reporting Services Integrate SSRS Reporting Services into the Application for documents and statistical reporting needs.

Agenda Software System should integrate with PrimeGov to generate agendas.

Electronic Content Management System System must integrate with Laserfiche.

Electronic Document Signatures Integrate electronic signatures with DocuSign and Adobe Sign.

GIS & GIS Mapping (ESRI ArcGIS) Ability to interface with GIS mapping products that support Esri formats.

GIS - View GIS Data Query, view, and interact with GIS data within the application. Packet Page. 1387 GIS - Auto Sync GIS Changes Automatically synchronize any changes from GIS with the system.

GIS - Secure Service Support Consume data through secured services.

GIS - Feature Services Consume and edit GIS data through Feature Services.

Two-Factor Authentication (2FA) Support Two-Factor Authentication (2FA).

PDF Page 160 of 164
Packet Page. 1388
Appendix H
Interfaces/Integrations Name Description
Interface
Direction(s)
(One-way or Twoway)
Third-Party
Software (Vendor
Name, Product
Name, & Version)
Frequency / RealTime Active
(As Needed,
Scheduled or
Real-time)
Integration
Type
(Import or
Export)
Vendor Comments/ Suggestions
Cost
Estimate
(Low)
Cost
Estimate
(High)
Annual
Support
Costs (If
Applicable)
Rest API Provide a REST API interface to facilitate querying data and integration.
http://developer.accela.c om/
Symbium Integration with solar application solution.

PDF Page 161 of 164
Packet Page. 1389
Appendix I
Conversions Description
Number of
Records
(Estimated)
No. of Years
Of Data
Type of Data
Conversion
(Electronic,
Manual, N/A)
Existing Software Product
Comments Cost Estimate
(Low)
Cost Estimate
(High) Software
Application Version Database
Packet Page. 1390
PDF Page 162 of 164
Packet Page. 1391
PDF Page 163 of 164
Packet Page. 1392
Appendix J

MODIFICATON COSTS
Modifications (please list as needed)
Low
Estimate
High
Estimate Vendor Comments/ Sug
If you have included a modification in Appendix A, please provide both low and high estimated costs for those Not applicable modifications
PDF Page 164 of 164
J - Modification Costs San Bernardino LMS - RFP - Appendix B-J.xlsx Page 16 $ - $ -
Packet Page. 1393
9110 Alcosta Blvd, Suite H #3030
San Ramon, CA, 94583
Proposed by: Arielle Mallen
Contact Phone: +1 7326006638
Contact Email: [email protected]
Quote ID: Q-34621
Valid Through: 12/31/2024
Currency: USD
_______________________________________________________________________________________ Order Form
Address Information
Bill To: Ship To:

City of San Bernardino City of San Bernardino
300 North D. Street - 4th Floor
San Bernardino, California 92418
United States
300 North D. Street - 4th Floor
San Bernardino, California 92418
United States
Billing Name: Rolland Kornblau
Billing Phone: 909-384-5947 x3017
Billing Email: [email protected]
_______________________________________________________________________________________ Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 1 12/1/2024 11/30/2025 12 $1,150.00 160 $184,000.00 > Accela Building - SaaS Year 1 12/1/2024 11/30/2025 12 $0.00 160 $0.00 > Accela Planning - SaaS Year 1 12/1/2024 11/30/2025 12 $0.00 160 $0.00 Enhanced Reporting Database
(ERD)
Year 1 12/1/2024 11/30/2025 12 $0.00 1 $0.00
TOTAL: $184,000.00
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 2 12/1/2025 11/30/2026 12 $1,600.00 160 $256,000.00 > Accela Building - SaaS Year 2 12/1/2025 11/30/2026 12 $0.00 160 $0.00 > Accela Planning - SaaS Year 2 12/1/2025 11/30/2026 12 $0.00 160 $0.00 Enhanced Reporting Database
(ERD)
Year 2 12/1/2025 11/30/2026 12 $33,280.00 1 $33,280.00
TOTAL: $289,280.00
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 3 12/1/2026 11/30/2027 12 $1,680.00 160 $268,800.00 > Accela Building - SaaS Year 3 12/1/2026 11/30/2027 12 $0.00 160 $0.00 > Accela Planning - SaaS Year 3 12/1/2026 11/30/2027 12 $0.00 160 $0.00 Quote Number:Q-34621-1 Print Date:10/15/2024