b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures.
City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant’s account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on October 1, 2024 and terminate on December 31, 2026, unless terminated earlier in accordance with Section 17, below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical City Council 13 – 17 10/1/2024
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractors prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.
7. INSURANCE
Consultant shall procure and maintain for the duration of the contract insurance against claims for security breaches, system failures, injuries to persons, damages to software, or damages to property (including computer equipment) which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.
Consultant shall procure and maintain for the duration of the contract insurance claims arising out of their services and including, but not limited to loss, damage, theft or other misuse of data, infringement of intellectual property, invasion of privacy and breach of data.
Minimum Scope and Limit of Insurance. Coverage shall be at least as broad as:
x Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. x Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (nonowned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
x Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
x Technology Professional Liability Errors & Omissions. Insurance appropriate to the Consultant’s profession and work hereunder, with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Consultant in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
City Council 13 – 18 10/1/2024
x The Policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information “property” of the Agency in the care, custody, or control of the Consultant. x If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). Please note, if there is an insured vs. insured exclusion on the Consultant’s policy, carefully review with the Consultant and their insurance carrier on whether being added as an additional insured onto the Consultant’s policy removes your organization’s ability to file suit against the Consultant and draw upon the policy should final adjudication in a lawsuit state that the Consultant shall pay damages to your organization.
Primary Coverage. For any claims related to this contract, the Consultant’s insurance coverage shall be primary. Coverage for commercial liability shall be at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City.
Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
City Council 13 – 19 10/1/2024
Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A-:VII, unless otherwise acceptable to the City.
Claims Made Policies. If any of the required policies provide coverage on a claims-made basis:
x The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
x Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. x If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.
Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors.
Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, Consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the City Council 13 – 20 10/1/2024
defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney’s fees, for infringement of any United States’ letters patent, trademark, or copyright contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.
City Council 13 – 21 10/1/2024
12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.
13. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:
To City: City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647-6956
Executive Director
Information Technology Dept.
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Consultant:
IK Consulting, LLC
Attn: Melissa Kern
P.O. Box 17661
Tucson, Arizona 85731
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these timeframes, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and City Council 13 – 22 10/1/2024
Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City’s prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services, which are the subject to this Agreement performed by City personnel or by other Consultants retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work, which fails to meet the standard of performance specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital City Council 13 – 23 10/1/2024
status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.
19. JURISDICTION-VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.
20. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
21. FUNDING-RELATED PROVISIONS
Funds from the Coronavirus State Fiscal Recovery Fund and/or the Coronavirus Local Fiscal Recovery Fund, together known as the Coronavirus State and Local Fiscal Recovery Funds (“CSLFRF”) program, will be used to fund all or a portion of this Agreement. As applicable, Consultant shall comply with all federal requirements including, but not limited to, the following, all of which are expressly incorporated herein by reference:
a. Sections 602 and 603 of the Social Security Act as added by Section 9901 of the American Rescue Plan Act of 2021 (the “Act”);
b. U.S. Department of the Treasury (“Treasury”) Final Rule for the Act, available at https://www.govinfo.gov/content/pkg/FR-2022-01-27/pdf/2022-00292.pdf; c. Treasury Compliance and Reporting Guidance for the Act, available at https://home.treasury.gov/system/files/136/SLFRF-Compliance-and-Reporting-Guidance.pdf; d. 2 C.F.R. Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, other than such provisions as the U.S. Department of the Treasury may determine are inapplicable to the CSLFRF program and subject to such exceptions as may be otherwise provided by the U.S. Department of the Treasury; City Council 13 – 24 10/1/2024
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City Council 13 – 25 10/1/2024
EXHIBIT A
SCOPE OF SERVICES
City Council 13 – 26 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 11
4 Scope of Services
4.1 LMS Required Record Types and Flows
The City has conducted an analysis of the existing LMS business processes and has determined the new process flows and record types that are desired to be implemented in the Accela application. Table 5, Required Functionality, lists the desired process flows and the associated record types that use those flows.
Table 5 – Required Functionality
Flows Record Type
Planning Flows Planning Record Types
Conceptual Review Inclusionary Housing Plan
Conceptual Review
Environmental Review PBA Environmental Review
Development Project Development Project
DP Plus Discretionary Amendment Application
Annexation
Appeal
Conditional Use Permit
Development Agreement
General Plan Amendment
Minor Exception
Ordinance Amendment
Off Premise Billboard
Subdivision Map
Regional Planned Sign Program
Site Plan Review
Special Use Permit
Variance
Zoning Ordinance Amendment
DP plus not Discretionary Off Premise Billboard
Subdivision Map
Density Bonus Density Bonus Application
Discretionary Public Hearing (ABC Licenses -
Restaurant, ABC Licenses - Store, After Hours at
Restaurants)
Conditional Use Permit
Minor Exception
Ordinance Amendment
Public Facilities Naming
Street Naming
Zoning Ordinance Amendment
Residential Structural Relocation
Discretionary No Public Hearing Parking Minor Exception City Council 13 – 27 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 12
Flows Record Type
Ministerial Over the Counter - Planning only Home Occupation Permit Land Use Certificate
Residential Fence
Temporary Sign Permit
Historic Residential Reroof
Addition (Minor Commercial or Residential)
Non-Residential Fence
Demolition (Non-Residential)
Demolition (Residential)
Ministerial Over the Counter - Other department Certificate of Occupancy Entertainment Permit
Land Use Certificate
Ministerial - Minor Review - Planning only Address Change Adult Entertainment Business
CSM Parking Waiver
Determination of Legal Non-Conforming Status
Neighborhood Review
Reasonable Accommodation
Sign
Sign Program
Temporary Trailer Permit
Zone Interpretation Letter
Zoning Verification Letter
Landscape Plan Application
ADU and JADU Application
Structural Relocation (Non-Residential)
Housing Crisis Act
New Non-Residential Building (Under 2,500 sq.
ft.)
New Single-Family Residence
Ministerial - Minor Review - Other department Certificate of Compliance Underground Utility Waiver
Historic Discretionary excluding HEMA Historic Property Preservation Agreement Historic Property Application
Historic - Discretionary HEMA standalone Historic Exterior Modification Application Historic - Discretionary DP+HEMA Historic Exterior Modification Application Inclusionary Housing Plan Inclusionary Housing Plan
City Council 13 – 28 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 13
Flows Record Type
Data Conversion ONLY - No Flow C3 Parking waiver
Project Waiver
Neighborhood project review
Use Permit
Redevelopment Area
Street Closure
Legal Nonconforming Status
Tract Map
Non-Residential
Residential
NO FLOW Fee Only Record
Medicinal Marijuana Collective Medicinal Marijuana Collectives Commercial Cannabis Cannabis Phase 1/Registration
Regulatory Safety Permit Cannabis Phase 2/Regulatory Safety Permit Lot Merger Standalone Lot Merger
Enforcement Flows Enforcement Record Types
Commercial & Residential Code Enforcement Commercial
Code Enforcement Residential
PREP PREP Enforcement
Cannabis Cannabis Enforcement
Animal Control Services Animal Control Services
Building Flows Building Record Types
No Plans Required & No Planning Approval
Required
Residential Remodel/Alteration (Combination)
Residential Electrical
Residential Mechanical
Residential Plumbing
Commercial Miscellaneous
No Plans Required & Planning Approval Required Commercial Re-Roof Residential Re-Roof
Residential Remodel/Alteration (Combination)
Commercial Miscellaneous
Plans Required & No Planning Approval Required Commercial Sign Residential Solar (Combination)
City Council 13 – 29 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 14
Flows Record Type
Plans Required & Planning Review Required Commercial Addition Commercial New
Commercial Sign
Commercial New Mixed Use
Residential New (Combination)
Residential ADU (Combination)
Block Wall/Fence/Gates
Residential Building Relocation
Commercial Cell Sites/Antennas
Commercial Building Relocation
Building Record Types That Have a Concurrent
Review with Building and Planning
Commercial T.I./Alteration
Commercial Demolition
Commercial Pool and Spa
Commercial Solar
Commercial Electrical
Commercial Mechanical
Commercial Plumbing
Residential Addition (Combination)
Residential Remodel/Alteration (Combination)
Residential Demolition
Residential Pool and Spa (Combination)
Residential Patio/Shed
Residential Electrical
Residential Mechanical
Residential Plumbing
Revision/Supplemental
Deferred Submittal
Shoring
Commercial Miscellaneous
One and Done Residential Re-Roof Express
Residential Electrical Express
Residential Plumbing Express
Residential Mechanical Express
Certificate of Occupancy Certificate of Occupancy
Supplemental Revision Revision/Supplemental
Deferred Submittal
Inspections All building permits
Special Inspection Special Inspection
Grading Permit Grading Permit
City Council 13 – 30 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 15
Flows Record Type
Public Works Flows Public Works Record Types
PWA Map Check with No Permit Issuance, with
Deposits & Refunds
Map Check - Survey Monument
PWA Map Check with No Permit Issuance Map Check - Dedication Map Check - CC&R
Map Check - Easement Quitclaim
Map Check - Certificate of Compliance
Map Check - Certificate of Correction
PWA Plan Check (to Encroachment Permit) Streets Plan Check Utilities Plan Check Application
Encroachment Permit (w/ CIP Inspection,
Deposit/Refunds, Bonds, and CAO
Acknowledgments)
Streets Permit
Utilities Permit Application
Wireless Facility Permit Application Wireless Facility Permit Application Wireless Facility Plan Check Application Wireless Facility Plan Check Application Wireless Facility License Application Wireless Facility License Application Outdoor Dining Outdoor Dining
Environmental Environmental
CIP Permit Application CIP Permit Application
Utilities Blanket Permit Utilities Blanket Permit
PROW Vacation PROW Vacation
Water Service and Meter New Water Service & Meter Application Meter Evaluation Request Meter Evaluation Request
Fire Hydrant Fire Hydrant Meter Permit
Entitlement Plan Check Entitlement Plan Check
FOG FOG Permit
Inspection Flow Utility Permit Application
Streets Permit (multiple types if inspections)
Utilities Blanket Permit
Wireless Facility Permit Application
Wireless License Application
New Water Service and Meter Application
Map Check - Certificate of Compliance
Map Check - Survey Monument
Map Check - Certificate of Corrections
CIP Permit Application
Grading Permit
City Council 13 – 31 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 16
Flows Record Type
PWA Support of Identified Existing Record Types
*not a new flow
Map Check - Subdivision Parcel or Tract Map
Map Check - Lot Line Adjustment
Map Check - Lot Merger
PWA Impact Fees for Building Permits
Grading Permit
No flow created yet Transportation Permit
Public Works Flows (Potential Later phase)
Public Works Record Types (Potential Later
Phase)
Construction and Demolition (Later Phase)
Construction and Demolition Recycling (Later
Phase)
Parking Permit (Later Phase) Parking Permit (Later Phase) RV Parking Permit (Later Phase) RV Permit (Later Phase) PWA Sanitation Citation (Later Phase) PWA Sanitation Citation (Later Phase) PWA Sanitation Case (Later Phase)
City Property Maintenance (Later Phase) City Property Maintenance (Later Phase)
4.2 Additional System Functionality
The City is interested in adopting modern, automated tools that support LMS best practices. Key functionality in these areas would include, but not be limited to: robust public portal, dashboards, mobility, workflow, robust inquiry and reporting capabilities, etc. Specific functional requirements have been provided in Appendix A – Requirements.
4.3 Required Interfaces
Table 6, Required Interfaces, identifies several systems in use across the City for which interfaces with the Accela system will be required. Vendor proposals should identify each of these required interfaces and include the necessary work effort related to and cost of these interfaces.
Table 6 – Required Interfaces
Department / Division 3rd Party Solution Business Function Planning & Building Avolve ProjectDox Plan review
Information Technology ESRI GIS GIS Layers, including addresses Financial and Management Services Infor Financials Accounting transactions Financial and Management Services Systems & Software
iNovah
Cashiering
Financial and Management Services Business Tax System Contractor Business Licensing Information Technology Laserfiche Document Management
Planning & Building; Public Works CA Contractor State
License Board
Validate Contractor License
City Council 13 – 32 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 17
Department / Division 3rd Party Solution Business Function Planning & Building; Public Works Selectron IVR (Optional) Schedule inspections Code Enforcement Selectron IVR (Optional) PREP accounts and payments
4.4 Data Conversion
The City desires to retain, convert and load its current and historical data (including records, libraries, supporting documents, and related file attachment meta-data) to the Future System. Table 7, Data Conversion Requirements, provides a list of data by functional areas and a description; estimated counts of records are included in Appendix A – LMS Requirements spreadsheet, tab “13- Data Conversion”.
Table 7 – Data Conversion Requirements
Current Repository Description
MCT (Miscellaneous Cash
Transactions)
Invoice used for Application or Permit payments at Cashier or via Online Payment Services
Violations
Granular code complaint types associated to a Parent Code Case, that are tracked and determined individually
Permits (PBA and PWA) includes all
statuses
PBA Permit Types include Building (1 series), Electrical (2), Plumbing (3), Mechanical (4), Grading (5) and Solar (6).
PWA Permit Types include Plan Check (P), Street Work (S), Utility (U), Legal (L), Outdoor Dining (D), and Traffic Study (T).
Plans
In order for a construction permit to be issued and the work to be properly inspected, plans must be prepared and submitted to the city for review and approval. Plan check involves review of the submitted plans by various city departments to meet its respective code requirements. Once the plans have been
approved by all applicable city departments, the Building Safety Division will be authorized to issue the permit.
Contacts
Identified Individuals or Companies connected to an
Application, Permit, Code Case, or Occupancy
Inspections (includes all statuses)
Unique codes associated to a PBA or PWA Permit Type.
Inspections are required at various times during the course of construction, depending on the scope of work.
Attachments
Final or Approved documents associated to a given Property address
Addresses/Properties (includes
inactive and units)
Each individual City of Santa Ana property address defined by Street Number and Name, Direction (optional), Type (optional), Unit (optional) Building (optional)
Utilities
Addresses identified by a ¾ in the Address Partial field, along with an identified Utility Type including Cable Box, Meter Box, Wireless, Power Pole, etc)
City Council 13 – 33 10/1/2024
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | 18
Current Repository Description
Primary Properties Parent Property address that contains all geographic attributes identified by the Planning staff
Unit Properties
Child address associated to a Primary address that identifies the unique Property Use, but inherits all other geographic information from the associated Parent.
Users City personnel needing access to a repository system to read/research/validate information, or enter/track/process work attached to department workload.
4.5 Implementation Timeline
The City seeks guidance from the Proposers based on their experience for the recommended module phasing and timing. Proposers should clearly communicate all key assumptions along with their proposed schedule. The City is open to suggestions on how best to implement the Proposer’s solution. The Proposer’s recommended implementation timeline should be clearly articulated in their proposal response as described in Section 6 – Implementation Approach and Work Plan under the Proposal Submission Requirements discussed in Section 5 of this document.
4.6 Requirements
Proposers must respond to the LMS Requirements included in Appendix A – LMS Requirements, tab 1 – Functional Requirements.; responses should be entered into the document. Proposers are to respond to each of these requirements following the instructions on the spreadsheet.
4.7 Implement Proactive Rental Enforcement Program (PREP) Billing (Optional) Proposers must respond with the ability to address and implement the requirements specified in Appendix D – PREP Billing utilizing the Accela system.
City Council 13 – 34 10/1/2024
EXHIBIT B
CONSULTANT’S PROPOSAL
City Council 13 – 35 10/1/2024
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July 11, 2024
Jack Ciulla, Chief Technology Innovations Officer
City of Santa Ana – Information Technology
20 Civic Center Plaza
Santa Ana, CA 92701
Enclosed is our response to the Accela Civic Application Implementation Services, Request for Proposal No. 24-087A for the City of Santa Ana.
IK Consulting, LLC is a Gold Certified Professional Services Partner with Accela, Inc., established in Tucson, Arizona in May 2002 by Connie Ingram and Missy Kern. With over 25 years of experience each working in Land Management departments in Arizona, our founders have supported various jurisdictions with Accela software since 1994.
From Permits Plus to Accela Automation to the current Civic Platform software, IK Consulting's founders have been configuring, implementing, migrating, and supporting Accela Software for nearly 30 years. We have successfully executed numerous data conversions from Accela’s Legacy Permits Plus software, as well as from other software programs and spreadsheet tracking systems.
IK Consulting is a Limited Liability company and is certified as a Woman-Owned Small Business with the U.S. Small Business Administration. Our primary expertise lies in Accela software including Civic Platform, Accela Citizen Access, Accela Mobile and Accela GIS.
Primary contact for this RFP process: Proposed Project Manager this project:
Melissa Kern Connie Ingram
PO Box 17661 PO Box 17661
Tucson, AZ 85731 Tucson, AZ 85731
[email protected] [email protected] (520) 891-5376 (520) 891-5319
This response is being presented by IK Consulting, LLC, with Gray Quarter, Inc. as subcontractor. Gray Quarter is also a Certified Professional Services Partner with Accela, Inc. Their company is owned by managing partners John Schomp, Dane Quatacker and Larry Cooper. While IK Consulting, LLC will be actively managing all aspects of this project, Gray Quarter, Inc will be handling many of the interfaces and the data conversion from the City’s existing Santa Ana Property Information Network system (SAPIN). The City Council 13 – 36 10/1/2024
combined expertise of IK Consulting and Gray Quarter in Land Development and Technical Implementation brings you unmatched value for your project.
We have reviewed Santa Ana’s sample Consultant Agreement (Appendix B) and accept with the following exceptions related to the Insurance requirements. IK Consulting does not currently carry the Cyber Liability portion of the insurance specified. Given that we will not need access to Santa Ana’s network, nor will we store or control anything related to the Civic Platform database, we anticipate that our current insurance coverage will suffice for this project's requirements. IK Consulting does not own any automobiles, therefore we do not carry commercial auto; instead, we carry $1M in Hired/Non-Owned vehicle coverage, which we believe will still meet the requirements for Automobile Liability. IK Consulting has been with The Hartford from the beginning, and they are a highly rated company. They do not utilize the ISO forms; however, they have their own forms which are considered comparable to the ISO forms. Because they are comparable, this has not been an issue in the past. If the City necessitates a new certificate with additional requirements for this project, we are open to negotiating this if selected as the successful bidder for this contract.
IK Consulting does not now, nor have we ever had, any pending litigation against us, nor any bankruptcy or insolvency proceedings.
IK Consulting, and all individuals who would perform work under this contract are free of any and all possible conflicts of interest.
The attached proposal will remain valid for 180 days.
Thank you for considering our response.
Sincerely,
Melissa Kern
Managing Partner
IK Consulting, LLC
City Council 13 – 37 10/1/2024
ACCELA CIVIC APPLICATIONS
IMPLEMENTATION SERVICES
CITY OF SANTA ANA, CA
REQUEST FOR PROPOSALS NO. 24-087A
July 17, 2024
City Council 13 – 38 10/1/2024
i
Table of Contents
Section 1 – Executive Summary ............................................................................................ 1 Section 2 – Company Background ........................................................................................ 2 IK Consulting, LLC ......................................................................................................... 2 Gray Quarter, Inc............................................................................................................. 2 The IKC and Gray Quarter Teams .................................................................................... 3 Section 3 – Company Qualifications ...................................................................................... 3 Section 4 – References ......................................................................................................... 6 Section 5 – Implementation Approach and Work Plan ............................................................ 10 a) Project Organization Chart ...................................................................................... 10 b) Project Management Methodology/Approach ............................................................ 12 Project Management................................................................................................. 12 Change Management ................................................................................................ 13 Risk Management ..................................................................................................... 13 Issues Management .................................................................................................. 14 Communications Management .................................................................................. 14 c) Recommended Work Plan ......................................................................................... 16 d) Deliverables and Documentation ............................................................................... 17 e) Roles and Responsibilities of City Staff ...................................................................... 19 f) Data Conversion and Migration Approach ................................................................ 20 g) Data Cleansing and Mapping .................................................................................... 20 h) Training Plan ........................................................................................................... 20 i) Testing Approach ...................................................................................................... 22 Section 6 – Ongoing Maintenance and Support (Optional) ...................................................... 23 a) Ongoing Managed Support Services .......................................................................... 23 b) Upgrades, Patches and Other Maintenance ............................................................... 23 c) Change Management (Post Go-live) .......................................................................... 24 Section 7 – Pricing (Price Sheet Made Available as a Separate Document) ................................. 24 Section 8 – Proactive Rental Enforcement Program (PREP) Billing (Optional) ........................... 24 Section 9 – Sample Documents ............................................................................................ 24 RFP Appendix A – Requirements ......................................................................................... 24 RFP Appendix C – Price Sheet ............................................................................................ 25 City Council 13 – 39 10/1/2024
Page | ii
RFP Appendix D – PREP Billing (Optional) .......................................................................... 25 Appendix A – 23-087A Required Attachments ..................................................................... 26 Attachment A - Proposer’s CertiƱcation and Proposal Item Pricing ................................... 27 Attachment B – References ............................................................................................. 28 Attachment C – Proposer’s Statement ............................................................................. 30 Attachment D – Non-Collusion AƯidavit .......................................................................... 31 Attachment E – Non-Lobbying CertiƱcation ..................................................................... 32 Attachment F – Non-Discrimination CertiƱcation ............................................................. 33 Attachment G – Sam.gov UEI VeriƱcation ......................................................................... 35 Attachment H – CertiƱcate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion ....................................................................................................................... 36 Appendix B – Sample Contract Acknowledgement .............................................................. 38 Appendix C – Price Sheet .................................................................................................. 41 Appendix D – PREP Billing (optional) .................................................................................. 42 Appendix E – Key Personnel Resumes ................................................................................ 44 Constance Ingram .......................................................................................................... 45 Melissa Kern ................................................................................................................... 47 Reina Schmid ................................................................................................................. 50 Sherrie Dishroon ............................................................................................................ 53 Exhibit 1 – Change Order Example Document ..................................................................... 55 Exhibit 2 – Design Document Example ............................................................................... 57 Exhibit 3 – Test Script Examples ......................................................................................... 69 City Council 13 – 40 10/1/2024
Page | 1
ACCELA CIVIC APPLICATIONS IMPLEMENTATION SERVICES
REQUEST FOR PROPOSALS NO. 24-087A
CITY OF SANTA ANA, CA
Section 1 – Executive Summary
IK Consulting, LLC (IKC) is a software services company and an Accela Gold Professional Service Partner, specializing in the implementation, development, training and on-going support of Software and many 3rd party integrated services since 2002.
This implementation proposal is a combination of efforts between IKC and Gray Quarter, Inc. (Gray Quarter) via subcontract between our two companies; with IKC acting as prime and Gray Quarter as subcontractor. With this blend of expertise and experience, we are confident that the City of Santa Ana will achieve the most successful implementation possible.
IKC’s founders both worked for over 20 years for Planning and Land Development departments within Arizona agencies. Our strength lies in the combination of our meticulous approach to understanding client needs, our wealth of hands-on industry experience and our unwavering commitment to customer success.
The IKC and Gray Quarter teams of seasoned professionals bring a diverse array of skills and expertise; ensuring a comprehensive perspective that drives results.
What truly sets IKC and Gray Quarter apart is our dedication to customer success. We view our clients as partners on a shared journey, and your success is our ultimate goal. Our collaborative approach means we don’t just deliver effective solutions, we forge lasting relationships that extend beyond the project’s scope.
We’re committed to being accessible, responsive, and adaptable ensuring that your evolving needs are met with agility and precision.
City Council 13 – 41 10/1/2024
Page | 2
Section 2 – Company Background
IK Consulting, LLC
IK Consulting, LLC (IKC) is a software implementation company who offers affordable professional system design, development, training, and implementation for Accela's Civic Platform software, including Land Management, Licensing and Case Management, and Asset Management. With over 30 years of Land Development software implementation experience, our services include project management, business process analysis, development, migration, reporting, training and administration of the Civic Platform software, Mobile solutions, Citizen portal, Electronic Document Review and Interactive Voice Response (IVR) systems. Our consulting professionals have extensive training and experience in the areas of information technology, process management, system migration, system design, training, reports and implementation.
IKC was formed in Arizona in 2002 by Connie Ingram and Missy Kern who both worked within Arizona jurisdictions within Land Management departments for over 20 years each. Our extensive understanding of the unique needs and requirement of government allows a unique and highly effective approach to project management, business systems analysis, training and software solution implementation for our customers.
Connie and Missy are both fully engaged in hands-on development, configuration and project management in all IKC projects; with one being designated to each implementation project to provide high level focus on the specific needs of that project.
We are committed to customer success and working as a team with our customers to ensure the most effective solutions for all their needs and knowledge transfer to allow management by the customer post go-live. Over 50% of our staff also come from working in the building industry for several years, which helps our staff truly understand how your organization functions.
As a company, we have been implementing solutions using Accela products since we opened our doors in 2002. We have migrated many customers from Accela's legacy Permits Plus product to their current Civic Platform (pka Accela Automation). Additionally, we have worked with non-Accela legacy clients, to implement the Accela Civic Platform software both on-premise and in the SaaS environment. Over the years, we have implemented multiple departments including (but not limited to): Building, Agriculture, City Clerk, Enforcement, Engineering, Fire, Fleet Services, Landscape, Licensing, Long Range Planning, Operations, Planning, Process Engineering, Public Works Facilities, Recreation and Parks, Urban Runoff and Utilities.
IKC’s offices are located in Tucson Arizona.
Gray Quarter, Inc
Gray Quarter, Inc. (Gray Quarter) is a California-based Corporation that is owned by managing partners John Schomp, Dane Quatacker, and Larry Cooper. Each of these partners served in leadership roles at Accela for over a decade; working closely with executives, product management, engineering, customer support, sales, and cloud operations.
Gray Quarter empowers government agencies to provide transparent and efficient services to their citizens through innovative solutions and collaborative partnerships. Their mission is to help municipalities get the maximum value from their substantial investment in their Permitting and Licensing Software, including Accela and Oracle with whom they have long-standing partnerships.
City Council 13 – 42 10/1/2024
Page | 3
They specialize in the technical aspects of software implementations with the proven experience required in the most challenging projects. Armed with in-depth enterprise platform knowledge as well as familiarization with the latest emerging technologies, they bring the tools necessary to complete tasks with efficiency and precision. Gray Quarter resources have worked with and designed in a variety of architectures in previous projects and their team is able to successfully complete all phases of a Permitting and Licensing Implementation: analysis, development, configuration, testing, maintenance, training, and administration.
The IKC and Gray Quarter Teams
IKC and Gray Quarter founders have successfully worked together on multiple projects including (but not limited to):
Chino, CA
Huntington Beach, CA
Prescott Valley, AZ
Santa Rosa, CA
Washington County, MD
Washington County, OR
West Sacramento, CA
Collectively, we have worked with more than 200 jurisdictions.
Section 3 – Company Qualifications
IKC’s founders began their journey with Land Management System (LMS) software over 30 years ago while working for Pima County (an Arizona jurisdiction), as end users in the Planning and Development Services department. As previous LMS users we understand the ins and outs of business processes related to Land Management/Land Development from a functional perspective, not just a software prospective.
The knowledge was then extended further, to the software side, as Accela’s software became the first migration we participated in back in 1994 and we have been working with Accela software ever since. This hands-on experience allows us a unique understanding of the needs and requirements of government agencies and our 30 years of working with LMS systems allows us in-depth knowledge of the needs, uses and best practices for Land Management/Land Development needs.
Over the past 22 years, IKC staff has worked with numerous City, County and State jurisdictions across the United States providing services from support to system enhancement to full system implementation and data conversion for Accela software. We currently offer support to their Legacy Permits Plus software, but more predominately we provide services for jurisdictions using the current Accela Civic Platform software – versions up to, and including, the most current version 24.1.
Implementation services that we have been successfully providing for full implementations similar to this Request for Proposal include:
x Project Management
x Business Process Analysis
x System Configuration
x System Scripting
x Data Conversions
x Report Development (SSRS and Crystal Reports)
x Electronic Document Review Configuration
City Council 13 – 43 10/1/2024
Page | 4
x Accela GIS Integration
x 3rd Party Integration Assistance
x Accela App Configuration
x Accela Citizen Access Configuration
x Accela Mobile Office Configuration
x End User and Administrator Training
Our full system implementation experience includes (but is not limited to) development for the following Land Development, Licensing and Asset Management modules:
x AMS
x Agriculture
x Building
x Business Licensing
x City Clerk
x Enforcement
x Engineering
x Fire
x Fleet Services
x Landscape Architecture
x Long Range Planning
x Operations
x Planning
x Process Engineering
x Public Works Facilities
x Recreation and Parks
x Service Requests
x Urban Runoff
x Utilities
IKC has an active client base with scope ranging from an annual fee increase and minimal assistance, to monthly support and enhancements. Some of these agencies currently use an On-Premise version of Accela’s Civic Platform, but the vast majority utilize the cloud version, currently at version 24.1.
Below is an alphabetic list of some of the active California jurisdictions using Accela’s Civic Platform.
Jurisdiction Partner On-Premise /
Cloud
Modules
Implemented
Services Include
Anaheim
Orange County
Gray Quarter Actively
moving from
On-Premise to
Cloud
ver 21.1
Building
License
Code
Fire
Planning
PublicWorks
Post implementation
enhancement and daily
support, as needed.
Chino
San Bernardino County
IKC with
Gray Quarter
as Sub
On-Premise
ver 22.2.2
AMS (Assets)
Building
Enforcement
Planning
PublicWorks
ServiceRequests
Full implementation and
continued support, as
needed
Downey
Los Angeles County
IKC Cloud
ver 24.1
Building
Business
Enforcement
System enhancement and
continued support, as
needed
City Council 13 – 44 10/1/2024
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Fire
Housing
Planning
PublicWorks
Hermosa Beach
Los Angeles County
IKC Cloud
ver 24.1
Building
Enforcement
Planning
PublicWorks
Full implementation and
continued support, as
needed
Huntington Beach
Orange County
IKC with
Gray Quarter
as Sub
On-Premise
ver 24.1
upgrade in
process
Building
License
Enforcement
Engineering
EnvHealth
Fire
Planning
UrbanRunoff
Full implementation and
continued support
Jurupa Valley
Riverside County
IKC with
Gray Quarter
as Sub
Cloud
ver 24.1
Building
Engineering
Licensing
Planning
Full implementation and
continued support
Menifee
Riverside County
IKC Cloud
ver 24.1
Engineering
Fire
Permits
Planning
System enhancement,
Accela Help Desk
management and
continued support
Monterey Park
Los Angeles County
IKC Cloud
ver 24.1
Building
Engineering
Fire
Planning
Full implementation and
continued support, as
needed
San Dimas
Los Angeles County
IKC Cloud
ver 24.1
Administration
Building
Enforcement
Licenses
Planning
PWEngineering
Full implementation and
continued support, as
needed
Santa Rosa
Sonoma County
IKC with
Gray Quarter
as Sub
On-Premise
ver 19.2
Building
Enforcement
Engineering
Fire
Planning
RecAndParks
Utilities
Full implementation and
continued support, as
needed
Sonoma County IKC/
Gray Quarter
On-Premise
ver 23.1
AgComm
Building
CustomerService
Enforcement
Engineering
Fire
Planning
PublicComment
WellAndSeptic
Full implementation and
continued support, as
needed
West Sacramento
Yolo County
IKC with
Gray Quarter
as Sub
On-Premise
Ver 22.2
AMS (Assets)
Building
Licenses
Code
Engineering
Fire
System enhancement,
Accela Help Desk
management and
continued support
City Council 13 – 45 10/1/2024
Page | 6
Planning
ServiceRequests
Whittier
Los Angeles County
IKC Cloud
ver 24.1
AMS (Assets)
Building
Enforcement
Engineering
Planning
ServiceRequests
Full implementation and
continued support, as
needed
IKC is a Gold Certified Services Partner with Accela, and staff hold the following certifications:
x Accela Certified Partner - Accela Citizen Access
x Accela Certified Partner - Records and Mobile Configuration x Accela Certified Partner - GIS
x Accela Certified Partner - User Experience Configuration x Accela EMSE Scripting Level 1
x Accela EMSE Scripting Level 2
x Accela EMSE Scripting Level 3
x Accela GIS Administration
x Accela Configuration Manager
x Accela Insights
x Accela Civic Platform Form Designer
x Accela Asset Management Professional
Section 4 – References
The below references are listed with their full/original implementation services identified. All jurisdictions are also current customers whom what have had continued enhancement and support contracts with since their original implementation; some were also customers prior to their Civic Platform implementation.
Reference 1 Sonoma County, CA
Contact Name, Title
Address
Phone
Email
Thomas Cirimele, DIS Manager
2550 Ventura Ave, Santa Rosa, CA 95403
(707) 565-8354
[email protected]
Project Description Full Civic Platform System Implementation and ongoing support. Current software version 23.1.
Modules Implemented AgComm
Building
CustomerService
Enforcement
Engineering
Fire
Planning
PublicComment
WellAndSeptic
Number of Users 450+
Services Provided Project Management
Business Process Analysis
System Configuration
System Scripting
City Council 13 – 46 10/1/2024
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Data Conversion
Report Development
Selectron Interface Assistance
Citizen Access Configuration
Training
Interfaces CSLB
Laserfiche
Selectron
PayPal
ePermitHub – Digital Plan Room – Post Go Live
Implementation Timeline 2014 – 2016
Go Live Date June 2016
Reference 2 Santa Rosa, CA
Contact Name, Title
Address
Phone
Email
Brian Tickner, Chief Information Officer
100 Santa Rosa Ave, Santa Rosa, CA 95403
(707) 543-4370
[email protected]
Project Description Full Civic Platform System Implementation and ongoing support. Current software version 19.2
Modules Implemented Building
Enforcement
Engineering
Fire
Planning
RecAndParks
Utilities
Number of Users 150
Services Provided Project Management
Business Process Analysis
System Configuration
System Scripting
Data Conversion
Report Development
Selectron Interface Assistance
Citizen Access Configuration
Training.
Interfaces CSLB
Laserfiche
Selectron – Initial Go Live
PayPal
ePermitHub – Digital Plan Room – Post Go Live
Implementation Timeline 2013 – 2015
Go Live Date July 2015
Reference 3 Huntington Beach, CA
Contact Name, Title
Address
Richard Chenette, City Contract Project Manager
2000 Main St, Huntington Beach, CA 92648
City Council 13 – 47 10/1/2024
Page | 8
Phone
Email
(949) 275-2938
[email protected]
Project Description Full Civic Platform System Implementation and ongoing support. Actively moving to the Cloud
environment version 24.1
Modules Implemented Building
Licenses
Enforcement
Engineering
EnvHealth
Fire
Planning
UrbanRunoff
Number of Users 195 Land, 40 Business Licenses
Services Provided Project Management
Business Process Analysis
System Configuration
System Scripting
Report Development
Citizen Access Configuration
Training
Interfaces CSLB
RPS
Bill Collection
Forte
JD Ewards
Laserfiche
CERS
Implementation Timeline 2016 - 2021
Go Live Date March 2021
Reference 4 Jurupa Valley, CA
Contact Name, Title
Address
Phone
Email
Jennifer Trujillo, IT Business Analyst
8930 Limonite Ave, Jurupa Valley, CA 92509
(951) 332-6464
[email protected]
Project Description Full Civic Platform System Implementation and ongoing support. Current software version 23.1.
Modules Implemented Building
Engineering
Licensing
Planning
Number of Users 46
Services Provided Project Management
Business Process Analysis
System Configuration
System Scripting
Data Conversion
Report Development
City Council 13 – 48 10/1/2024
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Electronic Document Review Configuration
GIS Integration
Citizen Access Configuration
Training
Interfaces PayPal
GreenHalo – Post Go Live
Implementation Timeline 2018 – 2019
Go Live Date August 2019
Reference 5 Chino, CA
Contact Name, Title
Address
Phone
Email
Chase Jones, IT Analyst
13220 Central Ave
(909) 334-3393
[email protected]
Project Description Full Civic Platform System Implementation and ongoing support. Current software version 22.2.2
Modules Implemented AMS (Asset Management)
Building
Enforcement
Planning
PublicWorks
ServiceRequests
Number of Users 70 Land, 30 Assets
Services Provided Project Management
Business Process Analysis
System Configuration
System Scripting
Data Conversion
Report Development
GIS Integration
Citizen Access Configuration
Training
Interfaces CSLB
PayPal
Laserfiche
Munis
Implementation Timeline 2015 - 2017
Go Live Date January 2017
City Council 13 – 49 10/1/2024
Page | 10
Section 5 – Implementation Approach and Work Plan
a) Project Organization Chart
IKC is comprised of two executive managing partners, who function as main project oversight and/or project management, depending on the project complexity. There are nine additional staff dedicated to Accela projects, which comprise the support structure, handing of daily business process analysis, configuration, reports and training for various projects, as assigned. There are two additional staff which perform daily administrative and support duties for the office.
Key lead staff, identified for the Santa Ana project, are identified below along with some resume highlights important for this project. Full resumes can be found in Appendix E.
Connie Ingram, Managing Partner – Project Manager
Connie Ingram brings a wealth of experience from her extensive background working in and with various city, county and state departments. She has held key supervisory roles in software development, business systems analysis, process mapping, and management. As a Certified Trainer and Accela Certified Partner, Connie holds a B.S. in Business Administration, a certification in public policy and management from the University of Arizona's Eller College, and certification in Process Mapping. Her deep expertise in these areas ensures her clients benefit from optimal process implementation and highly competent administrators and end-users.
Throughout her Civic Platform career, Connie has been the Lead/Project Manager for six agencies, Lead Conversion Resource for fourteen agencies, and a Configuration and Scripting resource for thirteen agencies in their migration to Accela's Civic Platform. Connie has also worked with numerous other agencies to deliver enhancement services for existing Civic Platform customers.
As a Co-Founder of IK Consulting, Connie has been deeply involved with Accela software since 1994. Her proficiency encompasses all aspects of system development including:
x Business Process Analysis
x Data Conversions
x Electronic Document Review
x Project Management
x AdHoc Report Development
x Accela GIS
x Scripting
x System Configuration
x Training
x Accela Apps
x Accela Citizen Access
x Accela Mobile Office
City Council 13 – 50 10/1/2024
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With 39 years of experience working in and with land development jurisdictions across the United States and 30 years of related information technology experience, Connie's extensive background and diverse skill set make her an invaluable asset to her clients, ensuring they achieve the highest standards of efficiency and effectiveness in their operations.
Missy Kern, Managing Partner – Key Project Support
With nearly thirty years of experience as an information systems professional and more than 40 years in the building industry, Missy Kern is highly qualified and accomplished. She is Microsoft SQL certified, a Certified Software Manager, and an Accela Certified Partner. Missy's management expertise, attention to detail, and exceptional organizational skills are complemented by her innovation, creativity, and resourcefulness in her client work.
Missy teaches the Accela University Database Schema, SSRS Reporting and Crystal Reports classes on a quarterly basis for Accela, and has played a pivotal role in multiple migrations to Accela's Civic Platform, serving as Lead/Project Manager for 12 agencies, SSRS/Crystal Reports Writing Resource for 19 agencies, and as a Configuration/Scripting and Report Writing Resource for 15 agencies. Additionally, she has provided a wide range of enhancement services to existing Civic Platform implementations for numerous clients, showcasing her versatility and expertise in optimizing system performance and functionality.
As a Co-Founder of IK Consulting, Missy has been deeply involved with Accela software since 1995. Her proficiency encompasses all aspects of system development including:
x Business Process Analysis
x Data Conversions
x Electronic Document Review
x Project Management
x SSRS/Crystal Report Development
x Selectron IVR
x Accela GIS
x Scripting
x System Configuration
x Training
x Accela Apps
x Accela Citizen Access
x Accela Mobile Office
Reina Schmid, Senior Implementation Specialist – Lead Configuration Consultant Reina Schmid is a seasoned business analyst recognized for her expertise in troubleshooting and problemsolving. With over 28 years of public sector experience, she has a strong focus on Work Management and Land Development. Over the past 26 years, Reina has excelled as an Information Technology professional, specializing in process analysis and playing a key role in the implementation of Land Development, Enterprise Resource Planning (ERP), Enterprise Asset Management (EAM), Work Management, and Timekeeping systems. Her commitment to delivering superior customer service and effective project management has fostered exceptional client relationships.
Reina has been a key contributor for 12 full agency implementations to the Civic Platform. Her roles have included Configuration, Scripting, AdHoc Report writing and Training, all fundamental components of any Civic Platform implementation. Additionally, she has taken part in services for numerous other agencies, focusing on enhancement projects to optimize their existing Civic Platform systems.
Reina has been an invaluable asset to the IKC Team since 2016. Her proficiency encompasses many aspects of system development including:
x Business Process Analysis
x Electronic Document Review
x Project Management
x Scripting
x System Configuration
x Training
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x AdHoc Report Development
x Accela Citizen Access
x Accela Apps
x Accela Mobile Office
Sherrie Dishroon, Senior Reports Specialist – Lead Report Writer Sherrie Dishroon brings over 37 years of experience as an information systems professional and more than 44 years in the building industry. She is highly detail-oriented and possesses effective management and communication skills that contribute to overall project success. Sherrie excels in both team settings and independent work, demonstrating a versatile ability to collaborate effectively with others.
Sherrie has been the lead Report Writing contributor for 19 full agency implementations to the Civic Platform, as well as numerous other agencies where the focus is on enhancement projects to optimize their existing Civic Platform systems.
Sherrie has been an integral part of the IKC Team since 2010. While her technical expertise in Land Development Information Technologies is extensive, Sherrie's primary role at IKC is focused around Crystal Report Writing and SSRS Report Writing, areas in which she demonstrates exceptional skill and proficiency.
b) Project Management Methodology/Approach
Project Management – IKC's Project Manager will lead the project team to ensure all tasks are progressing according to schedule. The Project Manager is empowered to make decisions on behalf of IKC to best suit the needs of the implementation. The Project Manager will work closely with the remainder of the project team and the following activities:
x Development and Management of a Project Plan
x Project Document Management
x Issue Log Management and Escalation
x Status Reporting
x Change Order Management
x Resource Management
x Executive Project Oversight and Quality Assurance
The Project Manager will utilize Accela’s Civic Applications (Civic Apps) and the below methodology/ approach in the City of Santa Ana’s implementation:
Initiate
Core team members are finalized, project contracts and the details of the Statement Of Work are finalized, project scope and objectives are reviewed with the full project team, and the project plan is finalized. This step also includes the project kick-off and initial Core Team training.
Analysis
IKC works closely with the City of Santa Ana’s staff to reviews any existing agency documentation and the Civic Apps to determine any GAPs to be addressed. During this step IKC will hold both in-person and web-based workshops with key staff to actively update Civic Applications while also documenting more complex update needs related to data conversion, interfaces, reports, and event scripts.
Configure/Update/Build
During this step all item identified during the Analyze phase will be addressed. This includes items related to configuration, interfaces, reports, scripts and any other needs that address the Cities needs/requirements to facilitate the most successful implementation possible.
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Test and Train
The Test and Train step focuses on City staff. During this step staff will being end user training and testing of the system to ensure all needs have been addressed both from Management needs and end user day to day functionality needs. Staff will be encouraged to work to find issues, to break the system if they can so that any and all issues can be identified and addressed prior to Go Live. In order to assist staff in being able to thoroughly test, they will start with user training allowing them to be as proficient with the new software as they can before start of testing.
Deploy
During the Deploy step IKC, Gray Quarter and Accela will work together to move the Cities full configuration from the Testing/Development environment over to the Production environment to prepare for Go Live. IKC will provide a minimum of 2 staff to be onsite with Santa Ana the week of Go Live to be able to assist staff with questions and address any unforeseen issues that might come up as quickly as possible. This step continues off-site for 30 days after go live to ensure staff have the support they may need to get completely comfortable with the new system.
Change Management – IKC’s approach to Change Management is to define the process that will be utilized to manage and account for changes to project scope, cost, and schedule. All project tasks must be approached with an understanding of the project scope and critically examined within the context of project scope, cost, and schedule management.
The purpose of Project Change Management is not to eliminate change, but rather to define a process allowing the proposed changes to be properly identified, evaluated, and escalated as necessary. The Change Order Process is defined as anything that changes the Statement of Work, duration of the project or contract values.
The Change Order Processes will follow the steps outlined below. A Change Order request must be submitted in writing for changes requested by either IKC or the Client that further clarifies impact or deviation from the approved Statement of Work. The IKC Project Manager will be responsible for managing all Change Order requests submitted for the project in accordance with the following process:
x All requests must be submitted in writing to the IKC Project Manager either by e-mail or hard copy to be recognized as a formal request. Verbal requests or voice mails will not be considered formal change order requests. The Change Order request should be used to document in detail the change and provide justification for why it is needed. The initial submission must also document the estimated work effort and cost (if applicable) to assist in determining what it would take to implement the change if approved. Based on the impact analysis, a review for consistency across the agency, and the estimated work effort and cost, representatives from both IKC and the Client will jointly determine whether to proceed with the analysis. If the analysis results in the determination that the Change Order request is not necessary, then the Change Order request will be cancelled and no further action is required. If it is accepted, then the requester (or its assignees) will determine the impact of implementing the change for the project. The Client is responsible for completing any additional paperwork required as a result of this change (i.e. internal contract change documents).
Standard hourly rates of $150 will apply.
See Exhibit 1 for a sample Change Order document
Risk Management – Risk management is a vital part of any project, especially when you are dealing with multiple departments, and staff that already have a full-time position. With every project, we need to City Council 13 – 53 10/1/2024
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identify, analyze, prioritize, and mitigate potential risks that could affect the project timeline, such as staff availability, regulatory changes, scope changes, delays, vacations, Holidays, turn over, etc.
When a risk is identified, the IKC and the Client project management team will determine the potential impact on the timeline, implementation probability, and potential costs. Where possible, we will involve team members, stakeholders and experts in the area. All risks will be documented and include any interrelationships and dependencies among the risks, as well as the assumptions and constraints that may affect them.
The next step is to plan the appropriate responses for each risk, depending on its priority and nature.
Response options include:
x Avoid - Eliminating the risk or its source, or changing the project scope or plan to avoid exposure. x Transfer - Shifting the risk or its consequences to a third party, such as a temporary staffing agency, a subcontractor, or a partner.
x Mitigate - Reducing the probability or impact of the risk, or both, by implementing preventive or corrective actions.
x Accept - Acknowledging the risk and its potential effects, and being prepared to deal with them if they occur.
The project management team will document the response plans, along with the roles and responsibilities, resources, and timelines for implementing them.
Once the appropriate plan of action has been determined, the next step is to implement the response plans for the risks that have been identified and analyzed. The established procedures and guidelines should be followed, and communicated and coordinated with the team members, stakeholders, and other parties involved. Throughout the process, the project management team will monitor the effectiveness and efficiency of the actions, and make adjustments as needed.
The last step is to monitor and control the risks throughout the process and after implementation, making sure to evaluate and document the impact of the risks on your project scope, schedule, budget, quality, and deliverables, and take corrective or preventive actions if necessary. Risk should be reported and communicated to the team members, stakeholders, and other parties involved.
Issues Management – IKC's Project Manager will be responsible for Issue Log management and escalation for all Issues related to the project. Our approach to issues and their resolution is:
x Identify issues and discuss with appropriate team members, stakeholders, and other parties involved to gather information
x Prioritize the issue based on the information gathered, it's effect on the project, and determine the issue severity.
x Establish a position on issue.
x Develop a response on how the issue will be managed/handled and make necessary assignments and communicate to the appropriate team members, stakeholders and any other parties involved. x Monitor the issue / resolution of the issue.
Communications Management – IKC’s Communication Management strategy comprises several components, all overseen by the IKC Project Manager:
x Weekly Project meetings with all Core Team members.
Upon project Kick-off, the IKC Project Manager will work with Santa Ana key staff to schedule a regular weekly meeting with Core Team members and any other key staff the Santa Ana staff deems City Council 13 – 54 10/1/2024
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appropriate. The purpose of this meeting is to discuss current project steps, next steps and any project concerns as well as documenting achievements as the project moves forward. x Monthly Project Status Reports.
This report document identifies all steps within the overall project plan, identification of the current status of each step, current risks and issues, resolved risks and issues, and current time lines. This document is made available to the Core Team, Project Stakeholders and any others as defined by Santa Ana staff.
x Issue Escalation Guideline.
Invariably, in any implementation of this type, issues will arise. The IKC Project Manager will keep track of issues as they arise, within the Monthly Status Report and will ensure each item is assigned to a team member who will be responsible for leading the efforts to resolve the issue.
These issues will include items that fall within the Scope of the project as well as issues that fall outside of the current Scope
If at any time the issues identified go beyond the team members and IKC Project Manager/Agency Project Manager’s ability to be resolved, the following issue Escalation Guideline is proposed.
Agency Project Team Members and IKC Configuration Support Specialists are at the same level of the escalation scale and will attempt to address any issues they identify within this level. If an issue is not able to be resolved at this level, it should be referred to the next level of Agency Core Team Member and IKC Senior Implementation Specialist.
Agency Core Team Members and IKC Senior Implementation Specialists are at the same level of the escalation scale and will attempt to address any issues they identify within this level. If an issue is not able to be resolved at this level, it should be referred to the next level of Agency Project Manager and IKC Project Manager.
The Agency Project Manager and IKC’s Project Manager are at the same level of the escalation scale and will attempt to address any issues they identify within this level. If an issue is not able to be resolved at this level, it should be referred to the next level of Agency Project Sponsor and the IKC Leadership Team.
The Agency Project Sponsor and the IKC Leadership Team are the final level of escalation. Issues will be referred to this level from previous levels and decisions made jointly at this level of escalation will be final and focused in the best interest of the agency without significant detrimental impact on IKC.
ESCALATION SCALE:
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c) Recommended Work Plan
IKC has experience with multiple jurisdictions of similar size and implementation to Santa Ana. Based on that experience, and the information provided by the jurisdiction in this RFP we propose the following work plan comprised of a 17-to-18-month implementation time frame, with a 5-Step implementation approach.
Step 1 – Initiate. This step is the kick-off of the project and layout and preparation of the Core Team who will lead this project.
Step 2 – Analysis. This step incorporates all analysis requirements for the project including on-site Configuration Analysis and Analysis required for Interfaces, and Configuration. Documentation of any new development or configuration defined during these analysis sessions will be provided and approved by the city before any new development will be completed. Working configuration meeting done on-site will be focused on quick identification of GAPs between City needs and the existing Civic Apps and will often result in immediate resolution of many of those GAPs identified.
Step 3 – Configure/Update/Build. This step will involve putting into place all of the items that were identified/defined in Step 2.
Step 4 – Test and Train. This step involves the preparation of staff who will be responsible for full User Acceptance Testing (generally Core Team members, Subject Matter Experts and other key personnel identified by the city). End User training will be conducted onsite, and will prepare all testing staff for the ability to but the overall configuration thru a thorough and effective test for readiness for Go-Live.
Step 5 – Go Live and Production Support. This step is the final implementation of the full Civic Platform configuration. IKC staff will be onsite for the first week of Go-Live and will continue to be available for support for up to 30 days after Go-Live.
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d) Deliverables and Documentation
Step 1 Deliverables
x Kick-Off Meeting – this is an onsite meeting with City staff to prepare everyone for the process of implementation that is about to get underway and get everyone excited about their role in the process. During this onsite trip the IKC Project Manager also meets with Core Team members to work on finalizing an overall project plan and to train Core Team members on various facets of the overall system that will assist them in their efforts to define the city’s system requirements for the most effective implementation overall.
x Project Plan – A Project Plan defining the above Project Time line in more detail, with starting and ending dates defined, will be finalized during this step of the implementation.
Step 2 Deliverables
x Analysis Meetings – analysis meetings are necessary for defining GAPs and needs in the areas of Configuration, Interfaces, Reports, and Conversion. Configuration meetings are generally held onsite due to the multiple department coordination necessary for many processes. Other analysis is generally effectively done via web meetings.
x To-Be Configuration Documentation/GAP Documentation – Documentation will be provided for each Process, Report and Interface. This documentation will begin as ‘to-be’ or what is planned and approved for each item and will be used by IKC and Gray Quarter staff as a blue-print for the development. If modifications are found necessary to these documents during the process of development the documents will be updated and finalized, otherwise the original documents will be considered final.
Step 3 Deliverables
x Record Development – up to 175 Record Types, within 4 department modules o Building – up to 50 records
o Enforcement – up to 5 records
o Planning – up to 80 records
o Public Works – up to 40 records
x Report Configuration – Documentation provided within this RPF demonstrates the potential for up to 138 Reports to be developed. After review the data provided, IKC believes that several of these reports could be facilitated with simple filters/queries and/or system searches with simple configuration considerations and/or could be written by City after they have attended Reports Training. Because of this IKC is including 85 reports for the purposes of the cost proposal for this RFP. The includes up to 85 Reports, including:
o Low Complexity Reports – up to 15
Includes documents such as Transmittals and Expiration Letter. These types of reports generally have no more than 5 fields pulling from the Civic Platform database with the majority of the report being hard coded.
o Medium Complexity Reports – up to 50
Includes reports such as Permits and Project Activity Reports. These types of reports generally have several fields pulling from the Civic Platform database with some hard coded information also included.
o High Complex Reports – up to 20
Includes reports such as Financial Reports, Statics and reports that require data from multiple tables in the database. These types of reports pull data from multiple Civic City Council 13 – 57 10/1/2024
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Platform tables, may require complex field formatting and may require derived fields which do not physically exist within the database.
x Script Development – Script Repository Setup and development of up to 250 hours of scripting to automate processes beyond the robust functionality that is part of the Civic Apps and system functionality.
x Interface Development for the following:
o California State Licensing Board
o iNovah - cashiering system
o ERP – Lawson
o Laserfiche
o Business Tax System
o Infor Financials
o Accela GIS Configuration and setup
o Assistance with Selectron Interface (Selectron manages all of their own integrations with Accela, IKC will act as the Accela expert to assist where needed) o Assistance with Avolve ProjectDox Interface (Avolve manages all of their own integrations with Accela, IKC will act as the Accela expert to assist where needed) x Interface Configuration Documentation – Interface configuration documents will be provided for all interfaces that are full developed by IKC or Gray Quarter staff. Selectron and Avolve both manage their own integrations so any documentation would need to be provided by them. x Conversion Build and Mapping – A configuration document identifying the process of conversion and defining all mapping completed will be provided.
Step 4 Deliverables
x User Training – Up to 13 End User Training classes will be provided onsite. Each class may have a maximum of 12 attendees. Each class will be 1.5 days in duration. x Sample Test Scripts – Core Team members will be provided 2 or 3 sample test scripts to use as a foundation for development of their jurisdiction specific test scripts. The Project Manager will be available to assist with this effort, however we find that these test scripts are the most effective when full input from actual end users, who know the real time processes, take ownership of these scripts.
x Data Conversion Runs – A total of 3 data conversion runs are part of this deliverable. x Accela Citizen Access (ACA) Setup – Although the majority of the configuration of ACA will occur within Step 3, the final pieces and delivery of this item will not occur until early in Step 4.
ACA will be configured for online searching, inspection request and record application where appropriate. On line application to include a minimum of 70% shared page flows across the 4 different modules.
Step 5 Deliverables
x Data Conversion Runs – The final data conversion run will occur as this deliverable and documentation on the final configuration and mapping of the conversion will be provide.
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x Onsite Go Live Support – 2 IKC staff will be onsite to assist staff for the full first week of Go Live.
x Offsite Post Go Live Support – Focused ongoing support will continue for 30 days after Go Live before transitioning the maintenance of the implementation to Accela’s Customer Resources Center (CRC).
Sample Design Document included – See Exhibit 2
Sample Test Scripts included – See Exhibit 3
e) Roles and Responsibilities of City Staff
Agency Project Sponsor
The Project Sponsors act as the final escalation point for issue resolution. Responsibilities include:
x Represent the interests of the project within the Agency x Represent the Jurisdiction’s interests both strategic and financial within the context of the project x Stays informed of major project activities
x Assists with major issues, problems, policy conflicts and removes obstacles x Ensure the project manager receives resources where needed in a timely manner Agency Project Manager
The Agencies Project Manager will work closely with the IKC Project Manager to manage, track, facilitate and plan for all project activities. The Project Manager works with the Project Sponsors, Subject Matter Experts and other stakeholders to ensure the timely delivery of a quality product. Responsibilities include:
x Overall administration, coordination, communication, and decision-making associated with the implementation
x Planning, scheduling, coordinating and tracking the implementation x Coordination of all projects
x Ensure that the project team stays focused
x Ensure tasks are completed on schedule and that the project stays on track Project Team Leads
Team leads will work with the project team and facilitate project activities for the Agency and communicate with each affected department to represent department needs and business processes during implementation. Responsibilities include:
x Attend requirements gathering workshops
x Coordinate with SMEs to gather data and make decisions about business processes x Coordinate with SMEs to assist in the creation of specifications for reports, interfaces and conversions
x Review and test the system configuration
x Learn the system and assist in configuration
Subject Matter Experts (SMEs)
User representative from each affected department to represent department needs and business processes during implementation. Responsibilities include:
x Attend requirements gathering workshops
x Able to gather data and make decisions about business processes x Assist in the creation of specifications for reports, interfaces and conversions x Review and test the system configuration
x Participate in knowledge transfer opportunities in order to understand the system City Council 13 – 59 10/1/2024
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f) Data Conversion and Migration Approach
IK Consulting and Gray Quarter staff have implemented and managed Accela's legacy Permits DOS, Permits Plus, and Accela Civic Platform systems within various jurisdictions for more than 30 years; data conversion being a critical piece of most of our full implementations. Our methodology and approach ensure a seamless, accurate, and timely transfer of data for our customers.
The first step is a detailed review of the current system(s) where data exists and documenting those fields (including data type and field size) that are to be migrated to the new system. Many times there will be fields of data that, over time, have been deemed unnecessary and may not have a purpose in migration.
These will be identified at this time along with determining if incoming data will be historical in nature, or if it needs to be functional for current/active projects. This step will involve both IKC/Gray Quarter and City of Santa Ana staff to work together in evaluation.
Once the field coming from the existing/previous system have been documented the next step is to review the new system field layout to ensure that there is configuration in place for all of the incoming data; and adjusting configuration in the new system where appropriate. Primary responsibility for this will lay with the IKC/Gray Quarter team, but will also require some work from City staff to assist with field definitions which may not be clear.
Actual data conversion is generally accomplished within 3 passes/runs of the conversion. The actual data conversion runs will be the responsibility of the IKC/Gray Quarter team, while the testing and verification of the conversion results will be the primary responsibility of Santa Ana staff.
The first run is done into a testing system and generally highlights issues where either fields have not been mapped properly and/or were overlooked for the needs of the jurisdiction.
The second run allows a staff to do a review of the adjustment/corrections made from the first runs review, with a final critical look at the data and one last option for adjustments if needed.
The final run is the pass that will be implemented into the Production environment for use within the new system at Go Live.
g) Data Cleansing and Mapping
A primary piece of data conversion is Data Cleansing and Data Mapping.
Data Cleansing involves the identification and resolution of data standards exceptions between the existing and new systems that needs to be addressed, removal of duplicate data where it may exist and potential transformation of data to fit the new systems standards and/or requirements. IKC and Gray Quarter staff have extensive experience reviewing data and ensuring the cleanest data source possible.
Data mapping is another critical piece of data migration providing an automated definition of where all incoming fields should be placed in the new system. IKC and Gray Quarter will set the standard mappings and will work closely with City staff for jurisdiction specific fields that may require additional expertise to define appropriate location in the new system.
h) Training Plan
Where possible, we recommend onsite training to allow for the most effective transfer of information. All training sessions listed below have been quoted as onsite; however, web-based options are available for the City Council 13 – 60 10/1/2024
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Administrator Training in addition to training opportunities that are offered by Accela thru their Accela University.
End User Training
This training is a 1.5-day training on the End User functionality of the Civic Platform system as it relates to Land Management and/or Licensing and Case Management. Attendees will be taught the ins and outs of the use of the system to allow them to effectively manage and track their processes within the system.
IKC recommends a single 1.5-day End User Training for all end users to ensure City staff are proficient in the use of the new system. With 150+ staff to be trained, and a recommended max class size of 15, the schedule should include 10 classes, over the course of approximately 4 weeks.
Initial classes should include Core Team members, Subject Matter Experts and any other City Staff who will be assisting with the User Acceptance Testing. Training for all other staff is recommended to occur within a 2-to-3-week time before Go Live to ensure that training details remain fresh and are not lost due to lack of system use prior to Go Live.
Administrator Training
IKC recommends a series of training sessions to equip City staff to Administer Civic Platform. Some of these classes are most effective before Go Live, while others are more effective after the system has been in use for at least a month; allowing administrators to have a more hands-on understanding of the impact of update and modifications they may choose to implement. These classes include the following:
Pre-Go Live
Civic Platform Administrator
This class is a 3-day in-depth training on Administering the overall Civic Platform system using Administrator and corresponding pages. Attendees will learn how to develop new processes within the system as well as manage processes across the implementation.
IKC recommends this class be held between 30 and 45 days prior to Go Live so that City Administrators are prepared to support staff immediately, while working along side of IKC for knowledge transfer and assistance.
Reports Training Workshop
This training is a 4-day class which includes Reports Schema Training and SSRS Reports Training as well as 2 days of actual hands-on Report development focused on actual jurisdictional report needs. The additional 2 days allows attendees to utilize the knowledge gained from the 2-day Reports Training with actual reporting needs of the jurisdiction.
Depending on agency preference, this training could be done immediately after the system configuration is completed and approved, or it could wait till after Go Live. Doing so earlier in the implementation process will allow Administrators to better understand configuration impacts and to assist with any troubleshooting as early as Go Live week.
AGIS Admin
This training is a half-day training on the AGIS Admin Integration software. Attendees will learn how to navigate AGIS Admin for troubleshooting, refreshing services and adding new services and/or layers to Civic Platform. This training will also cover some basics of an external Address/Parcel/Owner setup (aka XAPO) for agencies who choose this option during system configuration and setup.
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For the most part, Accela GIS will not require much update or maintenance, unless a change is made to the agencies GIS configuration or user needs. This training could occur at any time either before or after Go Live.
Post Go Live
Civic Platform User Experience
This training is a 2-day in-depth training on administration as it related to user experience and security.
Attendees will learn how to utilize the form layout editors, configure consoles, implement additional security controls, setup calendars, templates and more.
IKC Recommends holding this training a few months after go-live. This allows users to get a full handson experience with the software which will allow them to better understand what they would assist them in the layout and design of the user experience. Once users know what they would like, this class could be done as a working class which would allow the trainees to use real live examples for many of the updates they will be learning.
EMSE Basics
This training is a 1-day class which includes an overview of the Event Manager and Script Engine (EMSE), triggers, functions, controls, variables, debugging and available documentation overview IKC also recommends holding this training a few months after go-live. This will allow the trainee to become well versed in the overall system configuration and user needs before they move into the more complex pieces of scripting.
Accela Citizen Access
This training is a 1-day in-depth training on Administering the Citizen Access (ACA) (customer portal) system. Attendees will learn how to develop online processes and make them available to constituents.
This is another training that could either occur within a couple months of go-live or after go-live. We recommend it after go-live simply to balance the amount of learning that will be required for administrators during the go-live process.
i) Testing Approach
Testing is a critical part of IKC implementation to ensure that systems function as effectively as possible, and data conversions flow as expected. IKC’s approach to testing is two part; the first is automated, the second is manual.
Automated Testing
During the automated testing, IKC will run scripts against the database to review configuration, consistency, and identify possible issues and/or concerns that need to be reviewed.
Manual Testing
Manual testing will be completed by the users, as a part of User Acceptance Testing. During the manual tests, staff will be working to validate that the configuration for each record is accurate (fields, workflow, fees, requirements, etc.), as well as evaluating that the records meet the functional requirements for the department/division.
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Section 6 – Ongoing Maintenance and Support (Optional)
a) Ongoing Managed Support Services
IK Consulting has a long history of continued relationships with agencies long after Go Live. From basic annual fee increases to implementing new modules and on-going training; each agencies needs vary and we are here to assist in whatever way is needed.
Post Go-Live service needs generally include:
x New Module Configuration
x New Record Configuration
x Existing Record Enhancement
x System Scripting
x Data Conversions
x Report Development (SSRS and Crystal Reports)
x Electronic Document Review Configuration
x Accela GIS Integration
x 3rd Party Integration Assistance
x Accela App Configuration
x Accela Citizen Access Configuration
x End User and Administrator Training
IK Consulting recommends a Managed Support Services contract after Go Live for a period of 1 to 3 years depending on your agency’s overall needs. Many agencies find that the first 3 years after a full implementation are the most active as users discover the full systems abilities and want to explore more options to make the system the most robust for themselves and their customers. Based on experience with other implementations of the size of Santa Ana’s, we recommend the following:
Year 1 – 250 Support Hours
Year 2 – 175 Support Hours
Year 3 – 120 Support Hours
Support hours can be purchased ahead of time as a lump sum for each year, or they can be used as Time and Materials so that you only pay each month for the hours used in the previous month – which ever method is preferred by your agency.
b) Upgrades, Patches and Other Maintenance
The primary support for upgrades, patches and other maintenance for the Civic Platform will be managed and supported, per your maintenance agreement with Accela, Inc, as part of their Cloud Subscription services. They have a regular schedule for upgrades which includes full version upgrades twice each year, along with monthly patches.
To support those efforts with agencies, IKC is available to provides assistance with testing of new versions in addition to issue resolution for items that staff may identify which would not be covered by contract with Accela.
Hours for this testing and issue resolution is generally covered under Managed Support Services and is included in our hour’s recommendation above for the first 3 years after Go Live.
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c) Change Management (Post Go-live)
Change management post go-live differs from before go-live in that the focus before is on managing the overall scope of the project to ensure it stays within budget, within project time frame and within desired outcomes for the full project. After go-live the focus shifts priorities to be more overall effectiveness of the full system, sustainability thru system standards and ongoing documentation of the path and decisions made along the systems lifetime.
Post go-live should still have documentation related to what the requested/desired change is, why it is deemed necessary and the impact on business processes and budget (just like pre go-live). IKC will support the City of Santa Ana in these efforts either by following any documentation processes the city has in place, or by assisting the city in setting up a procedure for creating one.
Section 7 – Pricing (Price Sheet Made Available as a Separate Document) Per the RFP requirements, a separate Microsoft Spreadsheet, Santa Ana - Price Sheet_IKC.xlsx has been completed and uploaded separately with this response.
Section 8 – Proactive Rental Enforcement Program (PREP) Billing (Optional) See Appendix D for details on the PREP Billing Response Section 9 – Sample Documents
Sample documents have been added as Exhibits and include:
Exhibit 1 – Change Order Document
Exhibit 2 – Design Document
Exhibit 3 – Test Script Examples
RFP Appendix A – Requirements
See Appendix A in this response for all required attachments, including:
Attachment A: Proposer’s Certification and Proposal Item Pricing Attachment B: References
Attachment C: Proposer’s Statement
Attachment D: Non-Collusion Affidavit
Attachment E: Non-Lobbying Certification
Attachment F: Non-Discrimination Certification
Attachment G: SAM.gov UEI Verification
Attachment H: Certificate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion City Council 13 – 64 10/1/2024
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RFP Appendix C – Price Sheet
Per the RFP requirements, a separate Microsoft Spreadsheet, Santa Ana – Price Sheet_IKC.xlsx has been completed and uploaded separately with this response.
RFP Appendix D – PREP Billing (Optional)
See this proposals Appendix D for details on the PREP Billing Response
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Appendix A – 23-087A Required Attachments
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36 City Council 13 – 76 10/1/2024
37 City Council 13 – 77 10/1/2024
Page | 38
Appendix B – Sample Contract
Acknowledgement
City Council 13 – 78 10/1/2024
Page | 39
Sample Contract Acknowledgement
IK Consulting has reviewed Santa Ana’s sample Consultant Agreement (RFP Appendix B) and accepts with the following exceptions related to the Insurance requirements. IK Consulting does not currently carry the Cyber Liability portion of the insurance specified. Given that we will not need access to Santa Ana’s network, nor will we store or control anything related to the Civic Platform database, we anticipate that our current insurance coverage will suffice for this project's requirements. IK Consulting does not own any automobiles, therefore we do not carry commercial auto; instead, we carry $1M in Hired/Non-Owned vehicle coverage, which we believe will still meet the requirements for Automobile Liability. IK Consulting has been with The Hartford from the beginning, and they are a highly rated company. They do not utilize the ISO forms; however, they have their own forms which are considered comparable to the ISO forms.
Because they are comparable, this has not been an issue in the past. If the City necessitates a new certificate with additional requirements for this project, we are open to negotiating this if selected as the successful bidder for this contract.
City Council 13 – 79 10/1/2024
Gray Quarter Inc.
8575 Morro Rd
Atascadero, CA 93422
P: 925.236.0070
F: 805.460.7059
July 17, 2024
To: The City of Santa Ana, CA
Gray Quarter is pleased to act as a subcontractor under the IKC prime contract. Gray Quarter has read IKC’s contract obligations and agree to abide by the them. We look forward to partnering with IKC in delivering superior implementation services on behalf of the City.
Sincerely,
John Schomp
CEO
Gray Quarter, Inc.
40 City Council 13 – 80 10/1/2024
Page | 41
Appendix C – Price Sheet
Per the RFP requirements, a separate Microsoft Spreadsheet, Santa Ana – Price Sheet_IKC.xlsx has been completed and uploaded separately with this response.
City Council 13 – 81 10/1/2024
Page | 42
Appendix D – PREP Billing (optional)
City Council 13 – 82 10/1/2024
Page | 43
PREP Billing Option
Due to the timeframe provided, we have determined that there was insufficient time to fully evaluate the requirements and formulate comprehensive questions to address this optional section of the RFP.
Consequently, we were unable to fully consider and respond to this portion.
We have however, reviewed the requirements that are outlined in this RFP and are confident that Accela Civic Platform can meet a significant portion of the requirements highly effectively. Other requirements appear to be less clear and we would need additional information to accurately determine the ability to fulfill them.
For the purposes of this proposal, we believe that Civic Platform Licensing and Case Management Module is an effective software platform for Licensing/Registration, Renewal and Review Checklist type processes.
Additionally, the Mobile App supports the functionality desired for field staff.
The integration requirements of the PREP Billing item align greatly with those of the remainder of this RFP, so we would anticipate being able to meet this requirement without exception for any software that has an API that would allow the integration with Accela.
It is important to point out that Accela’s Civic Platform is not a true Financial System software, so collections type processing can be more complex to implement and will require more in-depth analysis work with subject matter experts in order to ascertain any potential gaps between ability and need for this type of functionality.
Assuming that further in-depth analysis identifies Civic Platform as a good choice for this process we would Propose the following:
x A PREP Application Record with the following components o Custom Fields implementation to track jurisdiction specific data o Fee Schedule to manage PREP specific fees
o An Inspection/Checklist implementation to allow field staff to easily assess locations o Workflow implementation that allows for notifications where appropriate and renewal preparations
o Action (custom field change, workflow update, inspection result, etc) driven notifications to property owners, applicants and/or city staff as appropriate. x A PREP Renewal record that links to the application and tracks renewal status in real time.
Tentative level of effort on this implementation would be between 150 and 200 hours.
Tentative cost of $22,500 to $30,000.
City Council 13 – 83 10/1/2024
Page | 44
Appendix E – Key Personnel Resumes
City Council 13 – 84 10/1/2024
Constance C. Ingram
IK Consulting, LLC
PO Box 17661 Tucson AZ 85731
(520) 891-5319 (520) 721-8634 fax
[email protected]
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46 City Council 13 – 86 10/1/2024
MELISSA O. KERN
IK Consulting, LLC PO Box 17661 Tucson, AZ 85731 (520) 891-5376 [email protected] Summary Of Qualifications
& Over 25 years experience as an Information Systems professional. & Over 35 years experience working in the Building Industry. & Certified Novell NetWare Administrator, Certified Software Manager and Accela Certified Partner. & Proven effective management skills with involvement in departmental management decisions. & Exceptional focus and follow-through abilities. Innovative thinker, creative, and resourceful. & Strong troubleshooting and problem-solving skills.
& Detail-oriented, multi-tasker with strong organizational skills. & Outstanding dedication to customer service and client relations.
Professional Experience
IK CONSULTING, LLC, Tucson Arizona
Managing Partner May 2002 to Present
& Partner in consulting firm that provides business process analysis, configuration (including items such as workflow, inspections, form design, event, scripts, user defined data, fees, etc.), data conversion, reports, testing and training for various software systems, including the Accela Civic Platform. & Manage migration and conversion of data from Accela legacy platforms to the Civic Platform, as well as many legacy mainframe and other databases. Data review and cleanup of existing systems prior to migration to ensure data integrity and usability.
& Design and develop custom reports for documents, memos, letters, permits, workload, statistical/monthly counts, financial, and workflow data using Access, SSRS and/or Crystal Reports. & Work closely with other vendors to integrate additional solutions with the Accela Civic Platform, such as IVR, GIS, Mobile and Financial systems.
& Training courses offered for the Accela Civic Platform in the following areas: User/Utilization, Administration, Core Team, Database Schema and Reports, Accela Mobile Office, Accela Citizen Access Administrator and Customer Service.
CITY OF PEORIA, Peoria, Arizona
Contract Management Analysis February 2003 to December 2009 and
SYSTEMS TECHNOLOGY GROUP, INC., Phoenix, Arizona
Contract Staff for City of Peoria Information Technology January 2010 to December 2010 & Responsible for the Engineering Department Permits Plus record types, documents, and necessary programming for new processes as well as maintenance of existing process types for fee increases and/or new fee processing.
& Creation of all reports and forms necessary for daily business, management of workload, and financial comparisons.
& Key staff responsible for the analysis, configuration, process mapping and testing of the new processes created in Accela for the Engineering Department.
& Instrumental in the mapping process for migration from legacy platform to Accela for the Engineering Department, and assistance with three (3) other departments at critical times. & Creation of over 100 custom reports, letters, documents, and permits for utilization by staff and management utilizing Crystal Reports for multiple departments in the City. & Provide assistance with the scripting and testing, as necessary. & Creation of custom user documentation for training purposes. Conducted User/Utilization training. & Provide custom documentation and training for key staff for Reporting, Queries, and other features. 47 City Council 13 – 87 10/1/2024
PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT, Tucson Arizona Permitting Development Manager November 1998 to September 2001 Permitting Development Coordinator December 1995 to November 1998 Administrative Support Specialist I March 1994 to December 1995 and
TOWN OF ORO VALLEY, Oro Valley, Arizona
Permitting and Office Manager September 2001 to December 2003 & Manage the process analyses and mapping of, as well as the design and implementation of, manual processes into an automated process. Additionally, manage conversion of existing automated processes into the Permits Plus software.
& Research and develop reports of various permit data, perform statistical analysis, and manage all internal and public reporting requests using MS Access or SQL.
& Oversee and provide technical expert support for all applications used within the department including the Interactive Voice Response system, hardware, and network assistance. & Train, assign work load and supervise four (4) programming, systems analyst and processing support staff as well as the Help Desk staff at Pima County, AZ.
& Train, assign work load, and supervise four (4) Building and Administrative staff members as well as manage the Building Counter with the daily functions related to all Building and Permitting activities at the Town of Oro Valley, AZ.
& Responsible for all security design, implementation, and maintenance for Departmental software. & Create new documentation for processes and procedures, and supervise all training for 120+ users. & Instrumental in the original design, call flow, and implementation of the joint Pima County/City of Tucson Interactive Voice Response (IVR) system utilized to schedule/update building inspections. & Manage contracts and Intergovernmental Agreements utilized by Development Services. & Manage monthly report for revenues and comparison of income to provide budget projections.
Instrumental in yearly budget preparation for the Development Services Department.
Related Experience
PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT, Tucson Arizona Subdivision Coordinator March 1993 to March 1994
Assistant Subdivision Coordinator October 1988 to March 1993 Public Service Clerk August 1986 to October 1988
Clerk September 1984 to August 1986
& Manage and coordinate daily activities of all review processes required for subdivision plats and development plans review within the Subdivision Coordination Office. & Assisted in the system design, evaluation, and implementation of the computerized Subdivision Tracking System utilized by the Subdivision Coordination Office. & Work with the public to provide information regarding policies and procedures for compliance with land uses, zoning, and building codes requirements.
& Basic review and processing of plans submitted for building and zoning permits. & Process requests for inspections and update records to determine finalization of building projects. & Establish and coordinate a system to monitor expired permits and the non-compliance of Building Codes. & Act as problem solving liaison between the Board of Supervisor’s, County Departments, and constituents.
Education And Training
& BUSINESS ADMINISTRATION/COMPUTER PROGRAMMING, University of Arizona 1985 TO 1987 Successfully completed 24.50 credit hours.
& BUSINESS ADMINISTRATION/COMPUTER PROGRAMMING, Pima Community College 1986 TO 1988 Successfully completed 21.00 credit hours.
& SOFTWARE MANAGEMENT, Software Publishers Association NOVEMBER 1995 Obtained Software Manager Certification in December 1995. 48 City Council 13 – 88 10/1/2024
& NOVELL ADMINISTRATION 4X, University of Arizona MARCH 1996 Obtained CNA Certification for Novell 4X in January 1997. & SYSTEM ADMINISTRATION FOR MS SQL SERVER 7.0, DRA Software Training DECEMBER 2000 Successfully passed class examination.
& MASTERING VISUAL BASIC 6.0 FUNDAMENTALS, DRA Software Training JANUARY 2001 Successfully passed class examination.
& MASTERING VISUAL BASIC 6.0 DEVELOPMENT, DRA Software Training FEBRUARY 2001 Successfully passed class examination.
& CRYSTAL REPORTS 1, 2 AND PROGRAMMING, DRA Software Training MAY 2001 Successfully passed class examination.
& SSRS REPORTING, Clear Canyon Technologies, Inc. MARCH 2013 Successfully passed class examination.
& ACCELA CERTIFICATIONS, Accela Inc. / Accela, University Successfully passed all the following class examinations & BRONZE CERTIFIED IMPLEMENTATION PROFESSIONAL APRIL 2016 & ACCELA ASSET MANAGEMENT PROFESSIONAL SEPTEMBER 2017
& ACCELA EMSE SCRIPTING - LEVELS 1, 2 AND 3FEBRUARY, MARCH, APRIL 2021 & CIVIC PLATFORM FORM DESIGNER FOR ADMINS FEBRUARY 2021 & ACCELA CERTIFIED PARTNER LEVEL 1: ACCELA CITIZEN ACCESS MAY 2023 & ACCELA CERTIFIED PARTNER LEVEL 1: GIS MAY 2023
& ACCELA CERTIFIED PARTNER LEVEL 1: RECORDS AND MOBILE CONFIGURATION MAY 2023 & ACCELA CERTIFIED PARTNER LEVEL 1: USER EXPERIENCE CONFIGURATION MAY 2023 Accela Civic Platform Supplemental
& Effective and successful Project Manager of many Accela Land Management, Accela Asset Management and Accela Licensing and Case Management projects, ranging in all sizes from one to eight departments /modules, to assisting with only pieces of Accela managed projects (such as reports and/or training). & Complete business process analysis, leading multiple work teams from various departments across Enterprise wide agencies throughout the United States.
& Automate various functionality utilizing Event Scripting (both version 2 and version 3), Custom Functions, Batch Processes and/or Expression Builder.
& Establish user setup/security design and implementation for all areas of the software solution. & Creation/programming of many new process types for various divisions (building permit issuance, violation tracking, subdivision processing, address issuance, planning processes, business licenses, engineering processes, fire processes, gas well process, transportation processes, and others) for jurisdictions all across the United States.
& Successfully managed numerous conversions of existing history data into newly created process, as well as multiple migrations to the Civic Platform.
& Create custom new user and system manager documentation for processes and procedures, and manage System Administrator and User Training sessions.
& Assist Accela Education / Accela U department with teaching core Civic Platform classes, such as Core Team Training, Administrator Training, V360 Administrator Training, User Training, EMSE (both version 2 and version 3), Accela Mobile Office Training, Database Schema Training, Report Writing Training, Scripting, Data Mapping Tool Training and Accela Citizen Access Administration. & Design and implement calendaring system within various products to effectively manage multiple jurisdiction’s inspection needs. Additionally designed calendars to manage Subdivision, Planning, and other process meeting and process due date schedules.
& Manage and fulfill both internal and public reporting requests for data, using Access, Visual Basic, Crystal Reports, SSRS and SQL queries to access the data requested. & Define needs for additional functionality within the software, make necessary programming changes or work with Accela, Inc. to define necessary assistance, supervise testing prior to implementation, review/evaluate proper documentation and oversee implementation of new functionality. & Accela Gold Certified Partner.
49 City Council 13 – 89 10/1/2024
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IK Consulting, LLC ~ PO Box 17661, Tucson, AZ 85731
[email protected]
SUMMARY OF QUALIFICATIONS
I am a detail-oriented business analyst with strong troubleshooting and problem solving skills. I have twenty-five years’ experience in the public sector with a focus on work management including twenty years as an Information Technology professional performing process analysis and implementation of Enterprise Resource Planning (ERP) systems, Enterprise Asset Management (EAM), Work Management and Timekeeping systems. I am dedicated to outstanding customer service coupled with effective project management which has resulted in exceptional client relationships.
PROFESSIONAL EXPERIENCE
IK Consulting, LLC, Tucson, AZ
Senior Implementation Specialist August 2016 – Present
Leads sessions with system analysts, project managers and subject matter experts to collect data, current processes, associated documents and other information and creates configuration documents that describe how the system will be implemented. Responsible for configuring required functionality including EMSE scripting, expressions, user defined fields, workflow processes, inspections and user group security. Assess customers’ needs throughout the project and provide follow up with best practice strategies for full implementation and/or resolution.
Tucson Medical Center, Tucson, AZ
Senior Business Systems Analyst February 2014 – July 2016 Elicit functional requirements and design documents for proposed software systems, interfaces, customizations and reports. Perform analysis and evaluate business processes and user needs with the goal of implementing best practices. Perform fit gap analysis, workshops, site visits, process mapping (workflow), questionnaires, prototyping, use cases and brainstorming. Support quality assurance by reviewing system level testing of development activities including reports, interfaces, conversions, customizations and performing acceptance testing of the application against requirements including patches, upgrades, new software and hardware. Document creation and testing of implementation plans and technical review to comply with change control procedures. Design and deliver end user training and job aides including quick reference materials and step by step procedures.
Desert Diamond Casinos and Entertainment, Tucson, AZ
IT ERP Business Systems Analyst February 2012 – January 2014 Responsible for working with subject matter experts to define requirements for commercial off the shelf (COTS) applications as well as in-house customized applications and reports. Conduct Fit/Gap analysis, process mapping of As Is as well as To Be business processes and design test scripts for all phases of testing (unit, system and user acceptance). Facilitator of a five member core team tasked with implementing PeopleSoft Benefit Administration for 1200+ employees. Project was implemented successfully on time and significantly under budget. Design and maintain PeopleSoft Financial Requisition workflow for 130+ requesters and 100+ approvers.
50 City Council 13 – 90 10/1/2024
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Pima County, Tucson, AZ
Business Systems Analyst, Pima County Information Technology Department October 2009 – January 2012
As Team Leader and lead Business Analyst for Pima County’s Maximo Maintenance Management System team, coordinated with subject matter experts, implementation consultants and technical teams, defined the required functionality to support the business strategies, prioritized implementation requirements and performed system configuration of the Maximo application including Maximo Spatial and integration with the Advantage Financial Management System. Assistant System Administrator responsible for database configuration changes, application design modifications, security group set up and workflow configuration as well as troubleshooting system errors and preparing level of effort documentation for system enhancement requests.
EDP Project Supervisor, Pima County Department of Transportation September 2007 – October 2009 Business Analyst responsible for application development, maintenance and system administration of MS SQL, Oracle and Access databases including enterprise level applications such as Oracle Work and Asset Management, and commercial off the shelf (COTS) applications such as Accela Permits Plus, CarteGraph and CCG Faster. Sole responsibility for security design, implementation and maintenance for department software such as CarteGraph PAVEMENTview and PAVEMENTview Plus applications and CCG Faster Motor Pool application. Troubleshooting and resolution of complex application support issues using SQL programming. Creating new documentation for processes and procedures, and supervising end user training for over 300 customers.
IT System Analyst, Pima County Department of Transportation September 2002 – September 2007 Business Analyst and Trainer for the enterprise level Oracle SPL Asset Management System for nine Public Works departments. Identify and understand customer requirements and perform business systems analysis for Work Management and Inventory Management processes and systems. Performed and implemented process improvement through analysis and process mapping using the Business Enterprise Mapping (BEM) methodology. Supervise Information Systems Coordinator in the operational maintenance of automated systems. Team Leader of the 15 member Public Works Adjunct Faculty, supervising and performing training of the Customer Service, Team Building, Team Dynamics, Conflict of Interest and Quality Process Improvement training courses. (2007 to 2008) Business Systems Coordinator, Pima County Development Services February 1998 – September 2002 Facilitated work groups consisting of technical personnel and end-users to determine needs and requirements for proposed permitting system. Programmed new compositions for automated processes, and was lead programmer responsible for conversion of existing Development Review and Planning processes to the integrated solution software, PERMITS Plus. Researched and developed custom reports of various permit data, performed statistical analysis and managed all internal and public reporting requests through the use of SQL query development.
Engineering Plans Technician, Pima County Department of Transportation December 1996 – April 1999 Facilitated multiple work teams charged with evaluating system functionality and developing the implementation plan for the PERMITS DOS automated system. Created end user testing documentation, facilitated user acceptance testing and prepared end user manuals for the operational maintenance of the system. Managed the monthly report for revenues and comparison of income to provide budget projections. Reviewed utility plans for conformance to Arizona State Revised Statutes (ASRS), regulatory and departmental requirements for issuance of Right-of-Way Use permits. 51 City Council 13 – 91 10/1/2024
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EDUCATION AND TRAINING
Accela, Tucson, Arizona
Asset Management Certification, September 2017
Oracle University, TransAmerica Training Mgmt, Albuquerque, New Mexico PeopleSoft Benefits Administration Rel 9.1 Ed 1, December 2013 University of Arizona, Tucson, Arizona
Train the Trainer, June 2007
Southwest Leadership Program, September 2006
Crystal Reports 7.0, September 2000
Novell Netware 4.11 Administration, August 1999
Pima County, Tucson, Arizona
Tivoli’s Process Automation Engine Foundations (ILO) 8R710, provided by IBM, December 2011 IBM Maximo System Administration, provided by EMA, Inc., April - June 2011 CGI AMS Advantage Training, provided by CGI, May 2010
Synergen Power User Training, February 2005
Train the Trainer, May 2004
Customer Service Training, June 2003
Business Enterprise Mapping, Scottsdale, Arizona
Mastery of Process Mapping, May 2005
The Power of Process Mapping, October 2004
DRA Technical Training, Tucson, Arizona
A+ Certification, February 2002
System Administration for MS SQL Server 7.0, February 2001 Novell Netware 5.0 Administration, March 2001
New Horizon Technical Training, Tucson, Arizona
Crystal Reports XI, April 2006
Programming in Access, October 2002
FrontPage, December 2002
HTML 4, January 2003
Access 2000 Level 3, October 2002
Visio Professional 2002 Levels 1 & 2, November 2002
PowerPoint, February 2003
Executive Training Solutions, Phoenix, Arizona
Adobe Acrobat Professional 6.0, September 2004
Pima Community College, Tucson, Arizona
General Studies (56 Semester Credit Hours Completed), 1987 – 2002 52 City Council 13 – 92 10/1/2024
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Summary Of Qualifications
• Over 20 years experience as an Information Systems professional. • Over 30 years experience working in the Building Industry. • Very detail oriented.
• Effective management and communication skills to facilitate overall project success. • Ability to work with people as a team or independently.
Professional Experience
IK CONSULTING, LLC, Tucson Arizona
Senior Reports Specialist August 2010 to Present
• Manage, design and develop custom reports for documents, memos, letters, permits, workload, statistical/monthly counts, financial, and workflow data using Access, SSRS, Visual Studio, Report Builder and/or Crystal Reports, against several backend databases, with a specialty in Accela, Inc. products.
• Serve as project manager for wide variety of projects of various sizes from small modifications to full implementations of a new department/division. Facilitate weekly meetings and coordinate all project documentation and management.
• Manage conversion of data from other systems into Permits Plus and Accela Automation. • Data review and cleanup of existing systems prior to migration to ensure data integrity and usability. • Training for various Reporting Tools and Database Schema.
CITY OF TUCSON, TUCSON, Arizona
Customer Service Clerk May 1980 to January 1985
Clerical Supervisor January 1985 to August 1987
Systems Administrator August 1987 to December 2010
• Responsible for migration from a 3rd party system using Hewlett Packard to Permits DOS and then from Permits DOS to Permits Plus.
• Responsible for the Development Services Department Permits Plus record types, documents, and necessary programming for new processes as well as maintenance of existing process types for fee increases and/or new fee processing.
• Creation of all reports and forms necessary for daily business, management of workload, and financial comparisons using MS Access, SQL Server and Accela, Inc. product tools. • Creation of custom user documentation for training purposes. Responsible for training staff on systems - both user and administration training.
• Provide support for applications used within the department including the Interactive Voice Response system.
• Supervised various customer service and IT systems personnel. • Assist customers with permitting needs.
53 City Council 13 – 93 10/1/2024
Education And Training
• BUSINESS ADMINISTRATION/MIS, University of Arizona MAY 1988 Bachelor's degree
• NOVELL ADMINISTRATION 4X, University of Arizona MARCH 1996 Obtained CNA Certification for Novell 4X in January 1997 • SYSTEM ADMINISTRATION FOR MS SQL SERVER 7.0, DRA Software Training DECEMBER 2000 Successfully passed class examination
• SSRS REPORTING, Clear Canyon Technologies, Inc. MARCH 2013 Successfully passed class examination
54 City Council 13 – 94 10/1/2024
Page | 55
Exhibit 1 – Change Order Example Document
City Council 13 – 95 10/1/2024
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ŚĂŶŐĞKƌĚĞƌ&Žƌŵ
WƌŽƉŽƐĞĚŚĂŶŐĞ;ƐͿEZĞĂƐŽŶͬ:ƵƐƚŝĨŝĐĂƚŝŽŶĨŽƌŚĂŶŐĞ;/ŶĚŝĐĂƚĞhƌŐĞŶĐLJ>ĞǀĞůͿ hƌŐĞŶĐLJ>ĞǀĞů͗܆,ŝŐŚ܆DĞĚŝƵŵ܆<Žǁ
WƌŽũĞĐƚEĂŵĞ͗
ZĞƋƵĞƐƚŽƌ͗
KƌŐĂŶŝnjĂƚŝŽŶ͗
ĂƚĞŽĨZĞƋƵĞƐƚ͗
ĞƐĐƌŝƉƚŝŽŶŽĨŚĂŶŐĞ͗
/ŵƉĂĐƚŽĨŚĂŶŐĞ;ƐͿ͗
/ŵƉĂĐƚŽŶZĞƐŽƵƌĐĞƐ͗
/ŵƉĂĐƚŽŶ^ĐŚĞĚƵůĞ͗
/ŵƉĂĐƚŽŶZĞƋƵŝƌĞŵĞŶƚƐ͗
/ŵƉĂĐƚŽŶŽƐƚ͗
ƐƐƵŵƉƚŝŽŶƐͬZŝƐŬƐ͗
ůƚĞƌŶĂƚŝǀĞƐƚŽWƌŽƉŽƐĞĚŚĂŶŐĞ;ƐͿ;ŝĨĂŶLJͿ͗
^hDDZzŽĨdŽƚĂů/ŵƉĂĐƚŽĨŚĂŶŐĞ
ZĞƐŽƵƌĐĞƐ͗
^ĐŚĞĚƵůĞ͗
ZĞƋƵŝƌĞŵĞŶƚƐ͗
ŽƐƚ͗
EXHIBIT 1
56 City Council 13 – 96 10/1/2024
Page | 57
Exhibit 2 – Design Document Example
City Council 13 – 97 10/1/2024
EXHIBIT 2
58 City Council 13 – 98 10/1/2024
59 City Council 13 – 99 10/1/2024
60 City Council 13 – 100 10/1/2024
61 City Council 13 – 101 10/1/2024
62 City Council 13 – 102 10/1/2024
63 City Council 13 – 103 10/1/2024
64 City Council 13 – 104 10/1/2024
65 City Council 13 – 105 10/1/2024
66 City Council 13 – 106 10/1/2024
67 City Council 13 – 107 10/1/2024
68 City Council 13 – 108 10/1/2024
Page | 69
Exhibit 3 – Test Script Examples
City Council 13 – 109 10/1/2024
Exhibit 3
User Acceptance Testing
Test Scripts
Spreadsheet Formatted Sample – Some agencies prefer a spreadsheet format, with tabs for each of the possible areas to be tested. Below is an example of one of the tabs that are part of the spread sheet test script that Santa Ana’s project team will be provided at the Testing and Training step of implementation.
70 City Council 13 – 110 10/1/2024
Word Formatted Sample – Some agencies prefer a checklist in MS Word Format. Below is an example of the Ʊrst page of the Word formatted test script that Santa Ana’s project team will also be provided at the Testing and Training step of implementation City Council 71 13 – 111 10/1/2024
EXHIBIT C
CONSULTANT’S 5(63216(672REQUEST6
FOR CLARIFICATION
City Council 13 – 112 10/1/2024
P.O. Box 17661 Tucson, AZ 85731
Phone: (520) 891-5376 or (520) 891-5319
Fax: (520) 733-6282 [email protected]
ôŗŪôŜťϙċĺŘϙ
īÍŘĖƱèÍťĖĺIJŜϙċĺŘϙ>ϙbĺϟϙ͓͑-087A
èèôīÍϙ
ĖŽĖèϙŕŕīĖèÍťĖĺIJϙIıŕīôıôIJťÍťĖĺIJϙôŘŽĖèôŜ
IK Consulting (IKC) ŕŘĺŽĖîôŜϙťēôϙċĺīīĺſĖIJČϙèīÍŘĖƱèÍťĖĺIJϯŪŕîÍťôŜϠϙÍŜϙŘôŗŪôŜťôîϠϙŘôīÍťôîϙťĺϙťēôϙÍæĺŽôϙ referenced RFP.
1. ôŘϙ ťēôϙ èīÍŘĖƱèÍťĖĺIJϙ ŘôŗŪôŜťϠϙ the City will provide project coordinators and leads from each îĖŽĖŜĖĺIJϠϙťĺϙſĺŘħϙîĖŘôèťīƅϙſĖťēϙťēôϙŕŘĺŕĺŜôŘЍŜϙŜťÍƯϙċĺŘϙŜèēôîŪīĖIJČϙıôôťĖIJČŜϙÍIJîϙťÍŜħŜϟϙϙēôϙ Ėťƅ
ĖIJťôIJîŜϙ ťĺϙŕŘĺŽĖîôϙæĺťēϙ ÍϙŘĺĤôèťϙŕĺIJŜĺŘϙÍIJîϙťôôŘĖIJČϙ ĺııĖťťôôϙıôıæôŘŜϙ ťĺϙŕŘĺŽĖîôϙēĖČēīôŽôīϠϙÍťťôIJîϙťĺϙèĺIJťŘÍèťϙĖŜŜŪôŜϠϙÍIJîϙÍîîôŘϙÍIJƅϙĖťôıŜϙťēÍťϙèÍIJIJĺťϙæôϙŘôŜĺīŽôîϙſĖťēĖIJϙťēôϙŕŘĺĤôèť ťôÍıϟϙϙēôϙ
ĖťƅϙŕŘôċôŘŜϙťēôϙŕŘĺŕĺŜôŘЍŜϙŘĺĤôèťϙaÍIJČôŘϙťĺϙŜôŘŽĖèôϙÍŜϙťēôϙŜĺīôϙŘĺĤôèťϙaÍIJÍČôŘϙċĺŘ ťēôϙŕŘĺĤôèťϟϙϙŘĺŕĺŜôŘЍŜϙŘĺĤôèťϙaÍIJÍger also jointly serve ÍŜϙÍϙīôÍîϙæŪŜĖIJôŜŜϙÍIJÍīƅŜťϟ A. ēĖŜϙĖŜϙÍèèôŕťÍæīôϙťĺϙIX
ϟ We can also èĺIJƱŘıϙťēÍťϙIX
ϙŘĺĤôèťϙaÍIJÍČôŘŜϙÍŘôϙſĺŘħĖIJČϙŕŘĺĤôèť
ıÍIJÍČôŘŜϙÍIJîϙÍīſÍƅŜϙŜôŘŽôϙæĺťēϙŘĺĤôèťϙaÍIJÍČôŘϙÍIJîϙ[ôÍîϙŪŜĖIJôŜŜϙIJÍīƅŜťϙŘĺīôŜϙĺIJϙôŽôŘƅ ŕŘĺĤôèťϟϙϙēĖŜϙÍŕŕŘĺÍèēϙÍīīĺſŜϙŪŜϙťĺϙıÍĖIJťÍĖIJϙŜťŘôÍıīĖIJôîϙèĺııŪIJĖèÍťĖĺIJϠϙôIJēÍIJèôϙŕŘĺĤôèť ĺŽôŘŜĖČēťϠϙÍIJîϙôIJŜŪŘôϙťēÍťϙæĺťēϙŜťŘÍťôČĖèϙÍIJîϙÍIJÍīƅťĖèÍīϙIJôôîŜϙÍŘôϙÍîîŘôŜŜôîϙŜôÍıīôŜŜīƅϟ ϟ ŘĺŕĺŜôîϙťôÍıϙıôıæôŘŜϙċĺŘϙťēĖŜϙŕŘĺĤôèťϙĖIJèīŪîôϡ
aĖŜŜƅϙXôŘIJ – IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
ŘĺĤôèťϙaÍIJÍČôŘ – aÍIJÍČôϙŕŘĺĤôèťϙħôôŕĖIJČϙĖťϙĺIJϙťŘÍèħϙÍIJîϙôIJŜŪŘĖIJČϙÍIJťÍϙ IJÍϙŘôŗŪĖŘôıôIJťŜϙÍŘôϙÍèēĖôŽôîϙſēĖīôϙôIJŜŪŘĖIJČϙæôŜťϙŕŘÍèťĖèôϙĖŜϙ followed.
[ôÍîϙŪŜĖIJôŜŜϙIJÍīƅŜť – "ôƱIJôϙÍIJîϙĖıŕīôıôIJťϙŜŕŘĖIJťϙÍŕŕŘĺÍèēϙċĺŘϙ implementation.
ĺIJîŪèťϙÍIJÍīƅŜĖŜϙŜôŜŜĖĺIJŜϙſĖťēϙħôƅϙŜťÍƯϙťĺϙîôƱIJô
ČÍŕŜϙĖIJϙťēôϙ
ĖŽĖèϙŕŕŜϙŕŘĺŽĖîôîϙſĖťēϙ
ĖŽĖèϙīÍťċĺŘıϙÍIJîϙîôƱIJôϙ
additional jurisdiction record needs.
ĺIJƱČŪŘÍťĖĺIJϙŪŕŕĺŘť – ŘĺŽĖîôϙÍŜŜĖŜťÍIJèôϙťĺϙèĺIJƱČŪŘÍťĖĺIJϙÍIJîϙŜèŘĖŕťĖIJČϙ ŜťÍƯϙċĺŘϙèĺıŕīôƄϙèĺIJƱČŪŘÍťĖĺIJϙIJôôîŜϟ
ŘÍĖIJĖIJČϙ–
ĺŘôϙôÍıϠϙ(IJîϙŜôŘ ÍIJîϙîıĖIJĖŜťŘÍťĺŘϙŘÍĖIJĖIJČϟ
ĖıĖīÍŘϙ
ŘĺĤôèťŜ
Roles:
ēĖIJĺϠϙ
ôċôŘôIJèôϡϙChase Jones
[email protected]Ϡϙ (909) 334-3393
>ĺŘťϙ®ĺŘťēϠϙ³
Go-[ĖŽôϙ͑͏͐͒ϙ– ôċôŘôIJèôϙIJĺϙīĺIJČôŘϙôıŕīĺƅôîϙæƅϙĤŪŘĖŜîĖèťĖĺIJ City Council 13 – 113 10/1/2024
FŪIJťĖIJČťĺIJϙôÍèēϠϙCA
ôċôŘôIJèôϡϙJasmine Daley
jasmine.daley@surfcity-ēæϟĺŘČϠϙϼ͖͓͐Ͻϙ͖͔͒-͔͓͖͐
aĺIJťôŘôƅϙÍŘħϠϙ
ôċôŘôIJèôϡϙ[ĖŜÍϙ®ÍIJČ
[®ÍIJČЬaĺIJťôŘôƅÍŘħϟèÍϟČĺŽϠϙϼ͕͕͑Ͻϙ͒͏͖-1300
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
Go-[ĖŽôϙ͑͏͖͐ϙ– ôċôŘôIJèôϙIJĺϙīĺIJČôŘϙôıŕīĺƅôîϙæƅϙĤŪŘĖŜîĖèťĖĺIJ ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
ôċôŘôIJèôϡϙCarmela David
[email protected]Ϡϙ͑͗͘-͖͔͘-3069
ôôîƅϙ
ŘôôħϙIıŕŘĺŽôıôIJťϙ"ĖŜťŘĖèťϠϙ>[
ôċôŘôIJèôϡϙ(īīÍϙFĖèħôƅ
ôēĖèħôƅЬŘèĖîϟĺŘČϠϙ͓͏͖-͗͑͗-3096
ÍIJťÍϙĺŜÍϠϙ
ôċôŘôIJèôϡϙŘĖÍIJϙĖèħIJôŘ
æťĖèħIJôŘЬŜŘèĖťƅϟĺŘČϠϙϼ͖͏͖Ͻϙ͔͓͒-͓͖͒͏
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
ôċôŘôIJèôϡϙôèħƅϙ@ÍIJîôŘ
[email protected]Ϡϙϼ͓͑͏Ͻϙ͒͐͒-͓͕͕͑
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
ôċôŘôIJèôϡϙVJ Prasad
[email protected]Ϡϙ͔͏͒-͓͕͗-͖͗͑͏
®ēĖťťĖôŘϠϙ
ôċôŘôIJèôϡϙVŪīĖÍϙŪťťĺIJ
[email protected]Ϡϙϼ͔͕͑Ͻϙ͔͕͖-͖͗͘͘
´ĺŘæÍϙ[ĖIJîÍϠϙ
Go-[ĖŽôϙ͑͏͔͐ – ôċôŘôIJèôϙIJĺϙīĺIJČôŘϙôıŕīĺƅôîϙæƅϙĤŪŘĖŜîĖèťĖĺIJ
ĺIJIJĖôϙIIJČŘÍıϙ– IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
XôƅϙŘĺĤôèťϙŪŕŕĺŘť – ÍèħŪŕϙŜŪŕŕĺŘťϙċĺŘϙŘĺĤôèťϙaÍIJÍČôŘϙÍIJîϙ[ôÍîϙ ŪŜĖIJôŜŜϙIJÍīƅŜťϙſēôŘôϙIJôôîôîϙÍIJîϙÍŜŜĖŜťÍIJèôϙťĺϙèĺIJƱČŪŘÍťĖĺIJϙÍIJîϙ ŜèŘĖŕťĖIJČϙŜťÍƯϙċĺŘϙèĺıŕīôƄϙèĺIJƱČŪŘÍťĖĺIJϙIJôôîŜϟ
ŘÍĖIJĖIJČϙ– (IJîϙŜôŘϠϙîFĺèϙôŕĺŘťŜϙÍIJîϙîıĖIJĖŜťŘÍťĺŘϙŘÍĖIJĖIJČϟ ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
ēĖIJĺϠϙ
>ĺŘťϙ®ĺŘťēϠϙ³
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
aĺIJťôŘôƅϙÍŘħϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
Reedy
ŘôôħϙIıŕŘĺŽôıôIJťϙ"ĖŜťŘĖèťϠϙ>[
ÍIJťÍϙĺŜÍϠϙ
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ēĖťťĖôŘϠϙ
´ĺŘæÍϙ[ĖIJîÍϠϙ
City Council 13 – 114 10/1/2024
ôĖIJÍϙèēıĖîϙ– IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
ŪŜĖIJôŜŜϙŘĺèôŜŜϙIJÍīƅŜĖŜϙ– @ϙÍIJÍīƅŜĖŜϙċĺŘϙôƄĖŜťĖIJČϙ
ĖŽĖèϙŕŕŜϙÍŜϙſôīīϙÍŜϙ
ĤŪŘĖŜîĖèťĖĺIJϙŜŕôèĖƱèϙŕŘĺèôŜŜôŜϙŘôŗŪĖŘĖIJČϙċŪīīϙIJôôîŜϙÍIJÍīƅŜĖŜ ƅŜťôıϙ
ĺIJƱČŪŘÍťĖĺIJϙ– aĺîĖƱèÍťĖĺIJŜϙÍIJîϙŪŕîÍťôŜϙċĺŘϙôƄĖŜťĖIJČϙ
ĖŽĖèϙŕŕŜϙ
ÍŜϙſôīīϙÍŜϙċŪīīϙèĺIJƱČŪŘÍťĖĺIJϙċĺŘϙĤŪŘĖŜîĖèťĖĺIJϙŜŕôèĖƱèϙŕŘĺèôŜŜôŜϟ ŪťĺıÍťĖĺIJϙèŘĖŕťĖIJČϙ– VÍŽÍèŘĖŕťϙîôŽôīĺŕıôIJťϙťĺϙÍŪťĺıÍťôϙŕŘĺèôŜŜôŜϙċĺŘϙ ĤŪŘĖŜîĖèťĖĺIJŜϙŜŕôèĖƱèϙIJôôîŜϟ
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
èèôīÍϠϙIIJè
īīôČēôIJƅϙ
ĺϠϙPA
ēĖIJĺϠϙ
"ĺſIJôƅϠϙ
FôŘıĺŜÍϙôÍèēϠϙ
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
VŪŘŪŕÍϙ«ÍīīôƅϠϙ
aôIJĖċôôϠϙ
aĖŜŜĺŪīÍϠϙa
aĺIJťČĺıôŘƅϙ
ĺŪIJťƅϠϙiF
aĺIJťôŘôƅϙÍŘħϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
īÍIJťÍťĖĺIJϠϙ>[
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
ÍIJϙ"ĖıÍŜϠϙ
ÍIJťÍϙĺŜÍϠϙ
ĺIJĺıÍϙ
ĺŪIJťƅϠϙ
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ôŜťϙÍèŘÍıôIJťĺϠϙ
®ēĖťťĖôŘϠϙ
®ĺĺîĖIJŽĖīīôϠϙ®
ēôŘŘĖôϙ"ĖŜēŘĺĺIJϙ– IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Role:
Report Development – Development ĺċϙϙôŕĺŘťŜ.
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
ēĖIJĺϠϙ
"ĺſIJôƅϠϙ
FôŘıĺŜÍϙôÍèēϠϙ
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
VŪŘŪŕÍϙ«ÍīīôƅϠϙ
aôIJĖċôôϠϙ
aĖŜŜĺŪīÍϠϙa
aĺIJťČĺıôŘƅϙ
ĺŪIJťƅϠϙiF
aĺIJťôŘôƅϙÍŘħϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
īÍIJťÍťĖĺIJϠϙ>[
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
City Council 13 – 115 10/1/2024
ôôîƅϙ
ŘôôħϠϙ>[
ÍēŪÍŘĖťÍϠϙ¾
ÍIJϙ"ĖıÍŜϠϙ
ÍIJťÍϙĺŜÍϠϙ
ĺIJĺıÍϙ
ĺŪIJťƅϠϙ
ôıŕôϠϙ¾
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ôŜťϙÍèŘÍıôIJťĺϠϙ
®ēĖťťĖôŘϠϙ
®ĺĺîĖIJŽĖīīôϠϙ®
īĖIJťϙaĖīīŜ – IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Role:
ŪťĺıÍťĖĺIJϙèŘĖŕťĖIJČϙ– VÍŽÍèŘĖŕťϙîôŽôīĺŕıôIJťϙťĺϙÍŪťĺıÍťôϙŕŘĺèôŜŜôŜϙċĺŘϙ ĤŪŘĖŜîĖèťĖĺIJŜϙŜŕôèĖƱèϙIJôôîŜϟ
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
īīôČēôIJƅϙ
ĺϠϙPA
ēĖIJĺϠϙ
"ĺſIJôƅϠϙ
FôŘıĺŜÍϙôÍèēϠϙ
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
VŪŘŪŕÍϙ«ÍīīôƅϠϙ
aôIJĖċôôϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
ÍIJťÍϙĺŜÍϠϙ
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ôŜťϙÍèŘÍıôIJťĺϠϙ
®ēĖťťĖôŘϠϙ
XŘĖŜϙIIJČŘÍı – IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
ƅŜťôıϙ
ĺIJƱČŪŘÍťĖĺIJϙ– aĺîĖƱèÍťĖĺIJŜϙÍIJîϙŪŕîÍťôŜϙċĺŘϙôƄĖŜťĖIJČϙ
ĖŽĖèϙŕŕŜϙ
ÍŜϙſôīīϙÍŜϙċŪīīϙèĺIJƱČŪŘÍťĖĺIJϙċĺŘϙĤŪŘĖŜîĖèťĖĺIJϙŜŕôèĖƱèϙŕŘĺèôŜŜôŜϟ ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
FôŘıĺŜÍϙôÍèēϠϙ
VŪŘŪŕÍϙ«ÍīīôƅϠϙ
aôIJĖċôôϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
ÍIJϙ"ĖıÍŜϠϙ
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ēĖťťĖôŘϠϙ
®ĺĺîĖIJŽĖīīôϠϙ®
´ĺŘæÍϙ[ĖIJîÍϠϙ
City Council 13 – 116 10/1/2024
ĖƯÍIJƅϙXôŘIJ – IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
ƅŜťôıϙ
ĺIJƱČŪŘÍťĖĺIJϙ– aĺîĖƱèÍťĖĺIJŜϙÍIJîϙŪŕîÍťôŜϙċĺŘϙôƄĖŜťĖIJČϙ
ĖŽĖèϙŕŕŜϙ
ÍŜϙſôīīϙÍŜϙċŪīīϙèĺIJƱČŪŘÍťĖĺIJϙċĺŘϙĤŪŘĖŜîĖèťĖĺIJϙŜŕôèĖƱèϙprocesses. ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
ēĖIJĺϠϙ
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
aĺIJťôŘôƅϙÍŘħϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
ÍIJťÍϙĺŜÍϠϙ
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ôŜťϙÍèŘÍıôIJťĺϠϙ
®ēĖťťĖôŘϠϙ
´ĺŘæÍϙ[ĖIJîÍϠϙ
ıæôŘϙIJîôŘŜĺIJ – IX
ĺIJťŘÍèťϙťÍƯ
ÍIJťÍϙIJÍϙ
ŘĺĤôèt
Roles:
ƅŜťôıϙ
ĺIJƱČŪŘÍťĖĺIJϙ– aĺîĖƱèÍťĖĺIJŜϙÍIJîϙŪŕîÍťôŜϙċĺŘϙôƄĖŜťĖIJČϙ
ĖŽĖèϙŕŕŜϙ
ÍŜϙſôīīϙÍŜϙċŪīīϙèĺIJƱČŪŘÍťĖĺIJϙċĺŘϙĤŪŘĖŜîĖèťĖĺIJϙŜŕôèĖƱèϙŕŘĺèôŜŜôŜϟ ŪťĺıÍťĖĺIJϙèŘĖŕťĖIJČϙ– VÍŽÍèŘĖŕťϙîôŽôīĺŕıôIJťϙťĺϙÍŪťĺıÍťôϙŕŘĺèôŜŜôŜϙċĺŘϙ ĤŪŘĖŜîĖèťĖĺIJŜϙŜŕôèĖƱèϙIJôôîŜϟ
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles ſĖťēϙ
IX
:
ēĖIJĺϠϙ
"ĺſIJôƅϠϙ
FôŘıĺŜÍϙôÍèēϠϙ
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
VŪŘŪŕÍϙ«ÍīīôƅϠϙ
aôIJĖċôôϠϙ
aĺIJťôŘôƅϙÍŘħϠϙ
ÍŘÍîĖŜôϙ«ÍīīôƅϠϙ¾
īÍIJťÍťĖĺIJϠϙ>[
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
ÍIJϙ"ĖıÍŜϠϙ
ÍIJťÍϙĺŜÍϠϙ
ĺIJĺıÍϙ
ĺŪIJťƅϠϙ
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
®ôŜťϙÍèŘÍıôIJťĺϠϙ
®ēĖťťĖôŘϠϙ
®ĺĺîĖIJŽĖīīôϠϙ®
´ĺŘæÍϙ[ĖIJîÍϠϙ
City Council 13 – 117 10/1/2024
ÍŪīϙĺŜô – IXϙ
ĺIJťŘÍèťϙťÍƯ
ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
èèôīÍϙ@Iϙ
ĺIJƱČŪŘÍťĖĺIJϙ–
ĺIJƱČŪŘÍťĖĺIJϙĺċϙťēôϙĖIJťôČŘÍťĖĺIJϙæôťſôôIJϙÍIJťÍϙ
IJÍЍŜϙ@IϙŜƅŜťôıϙÍIJîϙ
ĖŽĖèϙīÍťċĺŘıϟ
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles
Accela Inc. *
ēĖIJĺϠϙ
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
VŪŘŪŕÍϙ«ÍīīôƅϠϙ
ŘôŜèĺťťϙ«ÍīīôƅϠϙ¾
ÍIJťÍϙĺŜÍϠϙ
ôıŕôϠϙ¾
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙa"
®ÍŜēĖIJČťĺIJϙ
ĺŪIJťƅϠϙi
West ÍèŘÍıôIJťĺϠϙ
ϪbĺťôϡϙÍŪīϙēÍŜϙƅôÍŘŜϙĺċϙôƄŕôŘĖôIJèôϙſĺŘħĖIJČϙſĖťēϙıŪīťĖŕīôϙĤŪŘĖŜîĖèťĖĺIJŜϙas ÍIJϙèèôīÍϙôıŕīĺƅôôϙċĺŘϙæĺťēϙċŪīīϙèĺIJƱČŪŘÍťĖĺIJϙÍIJîϙťŘÍĖIJĖIJČϙĺIJϙťēôϙ@Iϙ tool.
Gray Quarter
ŕôèĖƱèϙťÍƯϙôŜĺŪŘèôŜϙēÍŽôϙIJĺťϙæôôIJϙassigned ÍťϙťēĖŜϙťĖıôϙæŪťϙſĺŪīîϙæôϙĺIJôϙĺċϙťēôϙ ċĺīīĺſĖIJČϡ XôīīƅϙVÍŘÍıĖīīĺϠϙÍīϙ@ŪôŘŘôŘĺϠϙîÍıϙèĺťťϠϙŘÍIJîĺIJϙÍŜĖīϠϙ[ƅIJIJϙŪČŪť ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
Data Conversion –
ĺIJŽôŘŜĖĺIJϙĺċϙîÍťÍϙċŘĺıϙôƄĖŜťĖIJČϙÍIJťÍϙIJÍϙŘĺŕôŘťƅϙ
IIJċĺŘıÍťĖĺIJϙbôťſĺŘħϙŜƅŜťôıϙťĺϙèèôīÍЍŜϙ
ĖŽĖèϙīÍťċĺŘıϙŜƅŜťôı
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
īÍŘħϙ
ĺŪIJťƅϠϙb«
>ÍĖŘċÍƄϙ
ĺŪIJťƅϠϙ«
ŪƯĺīħϙ
ĺŪIJťƅϠϙb´
FŪIJťĖIJČťĺIJϙôÍèēϠϙ
Gray Quarter
ŕôèĖƱèϙťÍƯϙôŜĺŪŘèôŜϙēÍŽôϙIJĺťϙæôôIJϙassigned ÍťϙťēĖŜϙťĖıôϙæŪťϙſĺŪīîϙæôϙĺIJôϙĺċϙťēôϙ ċĺīīĺſĖIJČϡϙXôīīƅϙVÍŘÍıĖīīĺϠϙÍīϙ@ŪôŘŘôŘĺϠϙîÍıϙèĺťťϠϙŘÍIJîĺIJϙÍŜĖīϠϙ[ƅIJIJϙŪČŪť ÍIJťÍϙIJÍϙ
ŘĺĤôèťϙ
Roles:
Integrations – iNovah CashiôŘĖIJČϠϙIIJċĺŘϙ>ĖIJÍIJèĖÍīŜϠϙŪŜĖIJôŜŜϙÍƄϙƅŜťôıϠϙ (ϙϼ[ÍſŜĺIJϽϠϙ[ÍŜôŘƱèēôϠϙÍIJîϙ
[ϙIntegrations.
ĖıĖīÍŘϙ
ŘĺĤôèť
Roles:
IJÍēôĖıϠϙ
aĺŘôIJĺϙ«ÍīīôƅϠϙ
(ÍŜťŽÍīôϠϙ
ÍIJťÍϙÍŘæÍŘÍϙ
ĺŪIJťƅϠϙ
ÍIJťÍϙ
īÍŘĖťÍϠϙ
City Council 13 – 118 10/1/2024
͑ϟ ôŘϙťēôϙèīÍŘĖƱèÍťĖĺIJϙŘôŗŪôŜťϠϙťēôϙ
ĖťƅϙĖŜϙŜôôħĖIJČϙŘĺŕĺŜôŘŜϙſĖťēϙŜŕôèĖƱèϙôƄŕôŘĖôIJèôϙſĖťēϙŜĖıĖīÍŘϙ ĖıŕīôıôIJťÍťĖĺIJŜϙÍŜϙſôīīϙÍŜϙôƄŕôŘĖôIJèôϙſĖťēϙsimilar ŜĖƏôîϙ ÍīĖċĺŘIJĖÍϙÍČôIJèĖôŜϠϙŕÍŘťĖèŪīÍŘīƅϙťēĺŜôϙ
ĖIJϙiŘÍIJČôϙ
ĺŪIJťƅϟ
A. IKC èĺIJƱŘıŜϙťēÍťϙſôϙēÍŽôϙťēôϙÍæĖīĖťƅϙťĺϙÍèèôŜŜϙÍϙèĺIJƱČŪŘôîϙôIJŽĖŘĺIJıôIJťϙċŘĺıϙÍϙŜĖıĖīÍŘϙ California Accela Civic Platform ĖıŕīôıôIJťÍťĖĺIJϙťēÍťϙēÍŜϙÍīīϙŕŘĺèôŜŜôŜϙÍŽÍĖīÍæīôϙĺIJϙīĖIJôϟϙϙ ϟ We have ŘôŗŪôŜťôîϙÍIJîϙŘôèôĖŽôîϙŕôŘıĖŜŜĖĺIJϙċŘĺıϙæĺťēϙFŪIJťĖIJČťĺIJϙôÍèēϠϙ ϙÍIJîϙ
ēĖIJĺϠϙ
CA to demonstrate their ŕŘĺèôŜŜôŜϟϙϙFŪIJťĖIJČťĺIJϙôÍèēϠϙ
ϙĖŜϙſĖťēĖIJϙťēôϙiŘÍIJČôϙ
ĺŪIJťƅϙ
ÍŘôÍϠϙ ſēĖīôϙ
ēĖIJĺϠϙ
ϙ ĖŜϙ ĖIJϙ ťēôϙ ÍIJϙ ôŘIJÍŘîĖIJĺϙ
ĺŪIJťƅϙ ÍŘôÍϟϙ ϙ ®ôϙ ēÍŽôϙ ŜôŽôŘÍīϙ ĺťēôŘϙ
jurisdictions that have given us permission in the past to demonstrate their implementations and we could providôϙťēôıϙĖċϙŘôŗŪôŜťôîϟϙϙFŪIJťĖIJČťĺIJϙôÍèēϙÍIJîϙ ēĖIJĺϙ
ēÍŽôϙ îôŕÍŘťıôIJťϙ ŜťŘŪèťŪŘôŜϙ ŜĖıĖīÍŘϙ ťĺϙ ťēĺŜôϙ ĖîôIJťĖƱôîϙ ĖIJϙ ťēôϙ ÍIJťÍϙ IJÍϙ >Ϡϙ ſĖťēϙ èĺıŕÍŘÍæīôϙŘôèĺŘîϙťƅŕôŜϟϙîîĖťĖĺIJÍīīƅϠϙæĺťēϙèĖťĖes maintain jurisdiction-ŜŕôèĖƱèϙŘôèĺŘîϙ ťƅŕôŜϙťÍĖīĺŘôîϙťĺϙťēôĖŘϙŪIJĖŗŪôϙIJôôîŜϟ
3. ôŘϙ ťēôϙ èīÍŘĖƱèÍťĖĺIJϙ ŘôŗŪôŜťϠϙ ťēôϙ
Ėťƅϙ îôŜĖŘôŜϙ Íϙ ıĺŘôϙ ÍČĖīôϯĖťôŘÍťĖŽôϙ ÍŕŕŘĺÍèēϙ ťĺϙ ÍIJÍīƅŜĖŜϠϙ èĺIJƱČŪŘÍťĖĺIJϙÍIJîϙťôŜťĖIJČϙÍŜϙĺŕŕĺŜôîϙťĺϙÍϙſÍťôŘċÍīīϙıôťēĺîĺīĺČƅϟ A. Following an agile approachϠ IKC ŕŘĺŕĺŜôŜϙťēôϙċĺīīĺſĖIJČϙŪŕîÍťôîϙŘĺĤôèťϙīÍIJϟϙϙēĖŜϙŕīÍIJϙ incorporates ŜôŽôIJϙϼ͖ϽϙsŕŘĖIJťŜϙ ċĺŘϙ ťēôϙŕŘĺĤôèťϟϙϙēôϙŘĺĤôèťϙaÍIJÍČôŘϙſĖīīϙſĺŘħϙſĖťēϙŜťÍƯϙ îŪŘĖIJČϙŕŘĺĤôèťϙħĖèħĺƯϙťĺϙîôťôŘıĖIJôϙťēôϙıĺŜťϙôƯôèťĖŽôϙæŘôÍħîĺſIJϙĺċϙŕŘĺèôŜŜôŜϙſĖťēĖIJϙťēôϙ sprints. ēôŜôϙŜŕŘĖIJťϙŜťÍŘťŜϙÍŘôϙŜťÍČČôŘôîϠϙÍIJîϙſĖīīϙŘŪIJϙĖIJϙŕÍŘÍīīôīϙťĺϙŘôîŪèôϙŕŘĺĤôèťϙîôīÍƅŜϟ ϟ IX
ϙēÍŜϙèŘôÍťôîϙÍϙċŪīīϙŕŘĺĤôèťϙŕīÍIJϙŪťĖīĖƏĖIJČϙťēôϙÍČĖīôϙÍŕŕŘĺÍèēϠϙŜôôϙŕŕôIJîĖƄϙϟ C. ēĖŜϙÍŕŕŘĺÍèēϙĖŜϙÍèèôŕťÍæīôϙťĺϙIX
ϟ
D. ŕîÍťôîϙŕŘĺĤôèťϙŕīÍIJϙĖťôıŜ
i. ôŜťϙèŘĖŕťŜϙ– IKC will develop test script èēôèħīĖŜťŜϙċĺŘϙôÍèēϙŕŘĺèôŜŜϙſēĖèēϙſĖīīϙ include ŽÍŘĖÍťĖĺIJŜϙĺċϙÍīīϙŜŕôèĖƱèϙÍŪťĺıÍťĖĺIJŜϙĖIJèĺŘŕĺŘÍťôîϙċĺŘϙôÍèēϙŕŘĺèôŜŜϙÍIJîϙ ſĖīīϙıÍťèēϙťēôϙĺŽôŘÍīīϙèĺIJƱČŪŘÍťĖĺIJϙîĺèŪıôIJťÍťĖĺIJϟϙϙŕôèĖƱèϙŪŜôϙèÍŜôϙŜèôIJÍŘĖĺŜϙ ſĖīīϙæôϙĖIJèĺŘŕĺŘÍťôîϠϙſĖťēϙĖIJŕŪťϙċŘĺıϙŜťÍƯϙîŪŘĖIJČϙťēôϙÍIJÍīƅŜĖŜϙŕŘĺèôŜŜϠϙťĺϙôIJŜŪŘôϙ well rounded testing prior to go-live.
ii. iIJ-Ėťôϙ ŘôŜôIJèô – ēôϙ ťŘÍŽôīϙ æŪîČôťϙ ēÍŜϙ æôôIJϙ ŪŕîÍťôîϙ ťĺϙ ĖIJèĺŘŕĺŘÍťôϙ ĺIJŜĖťôϙ ŘôŜĺŪŘèôŜϙċĺŘϙÍīīϙÍIJÍīƅŜĖŜϙŜôŜŜĖĺIJŜϠϙèĺIJƱČŪŘÍťĖĺIJϙŘôŽĖôſŜϠϙťôŜťĖIJČϙŘôŽĖôſŜϙċĺŘϙôÍèēϙ ŜŕŘĖIJťϙ ÍIJîϙ ťôŜťϙ îĺèŪıôIJťÍťĖĺIJϟϙ ϙ ôôϙ the included ÍIJťÍϙ IJÍϙ – Price ēôôť϶IX
϶ôŽĖŜôîϙŜŕŘôÍîŜēôôť ċĺŘϙŪŕîÍťôîϙťŘÍŽôīϙæŪîČôťϟ
iii. aŪīťĖ-Phased Approach – IKC will ensure that the project is carefully structured to ÍīĖČIJϙſĖťēϙťēôϙťſĺϙŜŕôèĖƱèϙŕēÍŜôŜϙÍŜϙŘôŗŪôŜťôîϙæƅϙťēôϙ
ĖťƅϠϙÍīīĺſĖIJČϙċĺŘϙÍϙèīôÍŘϙ
and organized progression at each phase.
x ēÍŜôϙ͐ϙîôťÍĖīôîϙŕŘĺĤôèťϙŕīÍIJϙĖŜϙÍťťÍèēôîϙÍŜϙŕŕôIJîĖƄϙϟ x ēÍŜôϙ ͑ϙ ŘôèĺııôIJîÍťĖĺIJŜϙ èÍIJϙ æôϙ ċĺŪIJîϙ ĺIJϙ ťēôϙ ÍIJťÍϙ IJÍϙ – Price ēôôť϶IX
϶ôŽĖŜôîϙŜŕŘôÍîŜēôôťϟ
City Council 13 – 119 10/1/2024
iv. IX
ϙèĺIJƱŘıŜϙ ťēÍťϙſôϙèÍIJϙŕŘĺŽĖîôϙall identiƱôîϙŕŘĺĤôèťϙŕīÍIJϙèēÍIJČôŜϙĖIJèīŪîĖIJČϡϙ ôŜťϙèŘĖŕťŜϠϙîîĖťĖĺIJÍīϙiIJŜĖťôϙŘôŜôIJèôϠϙēÍŜôϙ͐ϙĖIJĖťĖÍīϙgo-live rôŗŪĖŘôıôIJťŜϙÍIJîϙ ēÍŜôϙ͑ϙpost go-īĖŽôϙŘôŗŪĖŘôıôIJťŜϙas part of any awarded contract.
IXϙ
ĺIJŜŪīťĖIJČϙ ŜťÍƯϙ æŘĖIJČs ĺŽôŘϙ ͔͑ϙ ƅôÍŘŜϙ ĺċϙ ôƄŕôŘĖôIJèôϙ ĖIJϙ ĖıŕīôıôIJťĖIJČϙ ÍIJîϙ managing Accela systems across various jurisdictions. Implementation services ĖIJèīŪîôϡϙŕŘĺĤôèťϙıÍIJÍČôıôIJťϠϙæŪŜĖIJôŜŜϙŕŘĺèôŜŜϙÍIJÍīƅŜĖŜϠϙŜƅŜťôıϙîôŽôīĺŕıôIJťϠϙ ıĖČŘÍťĖĺIJϠϙťŘÍĖIJĖIJČϠϙŘôŕĺŘťϙſŘĖťĖIJČϠϙÍIJîϙÍîıĖIJĖŜťŘÍťĖĺIJϙĺċϙīÍIJîϙîôŽôīĺŕıôIJťϠϙÍŜŜôťϙ management and licensing software.
ĖIJèôϙĺŪŘϙċĺŪIJîĖIJČϠϙIXϙ
ĺIJŜŪīťĖIJČϠϙ[[
ϙēÍŜϙŜŪŕŕĺŘťôîϙÍŘĺŪIJîϙ͔͏ϙĤŪŘĖŜîĖèťĖĺIJŜϙĺIJϙ
īôČÍèƅϙŕŘĺîŪèťŜϟϙĖIJèôϙ͑͏͐0ϠϙſôϙēÍŽôϙŜŪèèôŜŜċŪīīƅϙıĖČŘÍťôîϙĺŘϙĖıŕīôıôIJťôîϙťēôϙ Accela Civic Platform in numerous ĤŪŘĖŜîĖèťĖĺIJŜϟϙîîĖťĖĺIJÍīīƅϠϙſôϙēÍŽôϙŕÍŘťIJôŘôîϙ ſĖťēϙèèôīÍϠϙIIJèϟϙťĺϙŕŘĺŽĖîôϙÍŪČıôIJťÍťĖĺIJϙŜôŘŽĖèôŜϙÍIJîϙēÍŽôϙîĖŘôèťīƅϙèĺIJťŘÍèťôîϙ ſĖťēϙ IJôÍŘīƅϙ ͑͏͏ϙ ĤŪŘĖŜîĖèťĖĺIJŜϙ ťĺϙ îôīĖŽôŘϙ èĺıŕŘôēôIJŜĖŽôϙ ŜŪŕŕĺŘťϠϙ ĖIJèīŪîĖIJČϙ ŘôŕĺŘťĖIJČϠϙèĺIJƱČŪŘÍťĖĺIJϠϙŜèŘĖŕťĖIJČϠϙÍIJîϙťŘÍĖIJĖIJČ.
ēôϙîôťÍĖīôîϙŕŘĺĤôèťϙŕīÍIJϙċĺŘϙēÍŜôϙ͐ϙĖŜϙÍťťÍèēôîϙÍŜϙŕŕôIJîĖƄϙϙÍIJîϙťēôϙŘôŽĖŜôîϙ èĺŜťϙ ŕŘĺŕĺŜÍīϙ ĖŜϙ ÍīŜĺϙ ĖIJèīŪîôŜϙ ÍŜϙ ťēôϙ ÍIJťÍϙ IJÍϙ – ŘĖèôϙ ēôôť϶IX ϶ôŽĖŜôîϙ
spreadsheet.
4. ôŘϙ ťēôϙ èīÍŘĖƱèÍťĖĺIJϙ ŘôŗŪôŜťϠϙ ťēôϙ
Ėťƅϙ ŘôŗŪôŜťŜϙ ťēô ŘĺŕĺŜôŘϙ ťĺϙ îôŜèŘĖæôϙ ťēôĖŘϙ ťŘÍĖIJĖIJČϙ ŕīÍIJϙ ťĺϙ ensure the City is prepared to operation the system prior to go-live.
A. IKC ĺƯôŘŜϙŜôŽôŘÍīϙťŘÍĖIJĖIJČϙèīÍŜŜôŜϙċĺŘϙîıĖIJĖŜťŘÍťĺŘŜϠϙôŕĺŘťϙ®ŘĖťôŘŜϙÍIJîϙ(IJîϙŜôŘŜϟϙϙ>ĺŘϙ the implementation of Civic PlatformϠ we recommend all of the following training classes ťĺϙēôīŕϙťēôϙĤŪŘĖŜîĖèťĖĺIJϙťôÍıŜϙîôŽôīĺŕϙťēôϙIJôèôŜŜÍŘƅϙħIJĺſīôîČôϠϙŜħĖīīŜϙÍIJîϙèĺıŕôťôIJèĖôŜϙ to utilize and manage the Civic Platform. [ôÍŘIJĖIJČϙĺæĤôèťĖŽôŜϙÍIJîϙ ťÍŘČôťϙŜťÍƯϙ ċĺŘϙeach èīÍŜŜϙæôīĺſ èÍIJϙæôϙċĺŪIJîϙĖIJϙťēôϙÍťťÍèēôîϙŕŕôIJîĖƄϙ.
"aIbIiϙIbIb@
Class Duration aÍƄϙ
īÍŜŜϙĖƏô
ĺŘôϙôÍı ͑ϙ"ÍƅŜ ͐͑
Civic Platform Administrator 3 Days ͐͑
ĖŽĖèϙīÍťċĺŘıϙŜôŘϙ(ƄŕôŘĖôIJèô ͑ϙ"ÍƅŜ ͐͑
(a(ϙÍŜĖèŜ 1 Day 6
Citizen Access Administrator 1 Day ͐͑
@IϙîıĖIJ ½ Day ͐͑
(iϙ®I(ϙIbIb@
Class Duration aÍƄϙ
īÍŜŜϙĖƏô
ôŕĺŘťϙŘÍĖIJĖIJČϙ®ĺŘħŜēĺŕ 4 Days 6
(b"ϙ(ϙIbIb@
Class Duration aÍƄϙ
īÍŜŜϙĖƏô
ĺŘôϙôÍıϙŘÍĖIJĖIJČ ͑ϙ"ÍƅŜ ͐͑
(IJîϙŜôŘϙŘÍĖIJĖIJČ (10 classes) ͐ϟ͔ϙ"ÍƅŜ 1͔
City Council 13 – 120 10/1/2024
ϟ Accela Free Courses to consider
èèôīÍϙĺƯôŘŜϙŜôŽôŘÍīϙċŘôôϙĺIJīĖIJôϙèĺŪŘŜôŜϙċĺŘϙæĺťēϙ(nd sers and Administrators. For this ĖIJĖťĖÍīϙ ĖıŕīôıôIJťÍťĖĺIJϙ ſôϙ æôīĖôŽôϙ ťēôϙ ıĺŜťϙ ôƯôèťĖŽôϙ ťŘÍĖIJĖIJČϙ ĺŕťĖĺIJŜϙ ſĖīīϙ æôϙ ŽĖÍϙ ťēôϙ ťŘÍĖIJĖIJČϙŜèēôîŪīôϙÍæĺŽôϙſēĖèēϙĖŜϙċĺèŪŜôîϙĺIJϙƅĺŪŘϙĤŪŘĖŜîĖèťĖĺIJЍŜϙŜŕôèĖƱèϙèĺIJƱČŪŘÍťĖĺIJϟϙϙ Post go-īĖŽôϙ ťēôŜôϙ ċŘôôϙèèôīÍϙ èĺŪŘŜôŜϙſĖīīϙ æôϙ ÍϙČŘôÍťϙ ťĺĺīϙ ċĺŘϙ æŘĖIJČĖIJČϙ IJôſϙŜťÍƯϙ Ūŕϙ ťĺϙ speed. Key courseŜϙťēÍťϙIX
ϙſĺŪīîϙŘôèĺııôIJîϙċĺŘϙIJôſϙƅŜťôıϙîıĖIJĖŜťŘÍťĺŘŜϙÍŘôϡ
iƄƅČôIJϙŜôŘϙIIJťôŘċÍèôϙ(IJî-ŪŜôŘϙŘÍĖIJĖIJČ
ĖŽĖèϙīÍťċĺŘıϙÍŜĖèŜ
Civic īÍťċĺŘıϡϙ®ĺŘħĖIJČϙſĖťēϙôèĺŘîŜ
ēôϙiƄƅČôIJϙŜôŘϙIIJťôŘċÍèôϠϙIJϙîıĖIJŜϙôŘŜŕôèťĖŽô
èèôīÍϙbôſϙôīôÍŜôϙŘÍĖIJĖIJČ
Key courses ťēÍťϙIX
ϙſĺŪīîϙŘôèĺııôIJîϙċĺŘϙIJôſϙ(IJîϙŜôŘŜϙÍŘôϡ
iƄƅČôIJϙŜôŘϙIIJťôŘċÍèôϙ(IJî-ŪŜôŘϙŘÍĖIJĖIJČ
ĖŽĖèϙīÍťċĺŘıϙÍŜĖèŜ
ĖŽĖèϙīÍťċĺŘıϡϙ®ĺŘħĖIJČϙſĖťēϙôèĺŘîŜ
C. èèôīÍϙϙÍĖîϙ
ĺŪŘŜôŜϙťĺϙèĺIJŜĖîôŘ
Accela provides a wide range of highly ôƯôèťĖŽôϙŕÍĖîϙèĺŪŘŜôŜϙŽĖÍϙèèôīÍϙϠϙıÍIJƅϙĺċϙſēĖèē ÍŘôϙÍīŜĺϙÍŽÍĖīÍæīôϙťēŘĺŪČē IKC. We recommend considering the following two coursesϡ Ad Hoc Reports – IîôÍīϙ ċĺŘϙæĺťēϙ(nd sers and AîıĖIJĖŜťŘÍťĺŘŜϠϙ ťēĖŜϙ èĺŪŘŜôϙ ôıŕĺſôŘŜϙ ŕÍŘťĖèĖŕÍIJťŜϙ ťĺϙ èŘôÍťôϙ ŘôŕĺŘťŜϙ ŗŪĖèħīƅϙ ÍIJîϙ ôƯĖèĖôIJťīƅϙ ſĖťēĺŪťϙ IJôôîĖIJČϙ [ϙ ŗŪôŘƅϙ ôƄŕôŘĖôIJèô.
Accela Insights Administration – Designed for AdministratorsϠ ťēĖŜϙèĺŪŘŜôϙĺƯôŘŜϙ ÍIJϙĖIJîôŕťēϙ ŪIJîôŘŜťÍIJîĖIJČϙ ĺċϙ ťēôϙ èĺIJƱČŪŘÍťĖĺIJϙ ÍIJîϙ ıÍIJÍČôıôIJťϙ ĺċϙ ťēôϙ èèôīÍϙ IIJŜĖČēťŜϙ reporting tool.
IX
ϙÍČÍĖIJϙÍŕŕŘôèĖÍťôŜϙťēôϙĺŕŕĺŘťŪIJĖťƅϙťĺϙæôϙèĺIJŜĖîôŘôîϙċĺŘϙÍIJťÍϙIJÍЍŜϙôŗŪôŜťϙċĺŘϙŘĺŕĺŜÍīϟϙϙIċϙſôϙ èÍIJϙæôϙĺċϙÍIJƅϙċŪŘťēôŘϙÍŜŜĖŜťÍIJèôϠϙĺŘϙĖċϙƅĺŪϙēÍŽôϙÍIJƅϙÍîîĖťĖĺIJÍīϙŗŪôŜťĖĺIJŜϠϙŕīôÍŜôϙîĺϙIJĺťϙēôŜĖťÍťôϙťĺϙ reach out.
ĖIJèôŘôīƅϠ
aôīĖŜŜÍϙXôŘIJ
aÍIJÍČĖIJČϙÍŘťIJôŘ
IXϙ
ĺIJŜŪīťĖIJČϠϙ[[
City Council 13 – 121 10/1/2024
ID Task Name On Site Duration Start Finish
1 Santa Ana Implementation 417 days Mon 09/30/24 Fri 05/01/26 2 Project Initialization 25 days Mon 09/30/24 Fri 11/01/24 3 Core Team Definition & Schedule 10 days Mon 09/30/24 Fri 10/11/24 4 Kick Off Presentation Yes 1 day Mon 10/14/24 Mon 10/14/24 5 Provision Environment / Activate Modules 10 days Mon 10/21/24 Fri 11/01/24 6 To-Be Analysis 116 days Thu 10/17/24 Thu 03/27/25
7 Analysis Layout Yes 2 days Thu 10/17/24 Fri 10/18/24
8 Analysis Session - Sprint 1 Yes 4 days Mon 11/04/24 Thu 11/07/24 9 Analysis Session - Sprint 2 Yes 4 days Mon 12/02/24 Thu 12/05/24 10 Analysis Session - Sprint 3 Yes 4 days Mon 12/16/24 Thu 12/19/24 11 Analysis Session - Sprint 4 Yes 4 days Mon 01/06/25 Thu 01/09/25 12 Analysis Session - Sprint 5 Yes 4 days Mon 01/27/25 Thu 01/30/25 13 Analysis Session - Sprint 6 Yes 4 days Mon 02/24/25 Thu 02/27/25 14 Analysis Session - Sprint 7 Yes 4 days Mon 03/24/25 Thu 03/27/25 15 Configuration / GAP Documention 121 days Fri 11/08/24 Fri 04/25/25 16 Finalization - Sprint 1 16 days Fri 11/08/24 Fri 11/29/24 17 Acceptance - Sprint 1 (25 Processes) 5 days Mon 12/02/24 Fri 12/06/24 18 Finalization - Sprint 2 16 days Fri 12/06/24 Fri 12/27/24 19 Acceptance - Sprint 2 (25 Processes) 5 days Mon 12/30/24 Fri 01/03/25 20 Finalization - Sprint 3 16 days Fri 12/20/24 Fri 01/10/25 21 Acceptance - Sprint 3 (25 Processes) 5 days Mon 01/13/25 Fri 01/17/25 22 Finalization - Sprint 4 16 days Fri 01/10/25 Fri 01/31/25 23 Acceptance - Sprint 4 (25 Processes) 5 days Mon 02/03/25 Fri 02/07/25 24 Finalization - Sprint 5 16 days Fri 01/31/25 Fri 02/21/25 25 Acceptance - Sprint 5 (25 Processes) 5 days Mon 02/24/25 Fri 02/28/25 26 Finalization - Sprint 6 16 days Fri 02/28/25 Fri 03/21/25 27 Acceptance - Sprint 6 (25 Processes) 5 days Mon 03/24/25 Fri 03/28/25 28 Finalization - Sprint 7 16 days Fri 03/28/25 Fri 04/18/25 29 Acceptance - Sprint 7 (25 Processes) 5 days Mon 04/21/25 Fri 04/25/25 30 Civic Application Updates / New Record Build 125 days Mon 12/09/24 Fri 05/30/25 31 Sprint 1 25 days Mon 12/09/24 Fri 01/10/25
32 Record Updates / Development 15 days Mon 12/09/24 Fri 12/27/24 33 Configuration Testing Yes 4 days Mon 12/30/24 Thu 01/02/25 34 Acceptance 6 days Fri 01/03/25 Fri 01/10/25
35 Sprint 2 25 days Mon 01/06/25 Fri 02/07/25
36 Record Updates / Development 15 days Mon 01/06/25 Fri 01/24/25 37 Configuration Testing Yes 4 days Mon 01/27/25 Thu 01/30/25 38 Acceptance 6 days Fri 01/31/25 Fri 02/07/25
39 Sprint 3 25 days Mon 01/20/25 Fri 02/21/25
40 Record Updates / Development 15 days Mon 01/20/25 Fri 02/07/25 41 Configuration Testing Yes 4 days Mon 02/10/25 Thu 02/13/25 42 Acceptance 6 days Fri 02/14/25 Fri 02/21/25
Task
Split
Milestone
Summary
Project Summary
External Tasks
External Milestone
Inactive Task
Progress
Deadline
Project: Project2
Date: Sun 08/18/24
Appendix A
City Council 13 – 122 10/1/2024
ID Task Name On Site Duration Start Finish
43 Sprint 4 25 days Mon 02/10/25 Fri 03/14/25
44 Record Updates / Development 15 days Mon 02/10/25 Fri 02/28/25 45 Configuration Testing Yes 4 days Mon 03/03/25 Thu 03/06/25 46 Acceptance 6 days Fri 03/07/25 Fri 03/14/25
47 Sprint 5 25 days Mon 03/03/25 Fri 04/04/25
48 Record Updates / Development 15 days Mon 03/03/25 Fri 03/21/25 49 Configuration Testing Yes 4 days Mon 03/24/25 Thu 03/27/25 50 Acceptance 6 days Fri 03/28/25 Fri 04/04/25
51 Sprint 6 25 days Mon 03/31/25 Fri 05/02/25
52 Record Updates / Development 15 days Mon 03/31/25 Fri 04/18/25 53 Configuration Testing Yes 4 days Mon 04/21/25 Thu 04/24/25 54 Acceptance 6 days Fri 04/25/25 Fri 05/02/25
55 Sprint 7 24 days Mon 04/28/25 Thu 05/29/25
56 Record Updates / Development 15 days Mon 04/28/25 Fri 05/16/25 57 Configuration Testing Yes 4 days Mon 05/19/25 Thu 05/22/25 58 Acceptance 5 days Fri 05/23/25 Thu 05/29/25
59 Configuration Acceptance 1 day Fri 05/30/25 Fri 05/30/25 60 Build / Conversions / Interfaces 255 days Mon 12/02/24 Fri 11/21/25 61 APO Data Conversion / XAPO 60 days Mon 12/09/24 Fri 02/28/25 62 Development 50 days Mon 12/16/24 Fri 02/21/25
63 Analysis 20 days Mon 12/16/24 Fri 01/10/25
64 Conversion / Configuration 20 days Mon 01/13/25 Fri 02/07/25 65 Conversion Testing 10 days Mon 02/10/25 Fri 02/21/25 66 Conversion Acceptance 5 days Mon 02/24/25 Fri 02/28/25 67 Licensed Professional Conversion / CSLB 55 days Mon 12/09/24 Fri 02/21/25 68 Development 50 days Mon 12/09/24 Fri 02/14/25
69 Analysis 20 days Mon 12/09/24 Fri 01/03/25
70 Conversion / Integration 20 days Mon 01/06/25 Fri 01/31/25 71 Conversion Testing 10 days Mon 02/03/25 Fri 02/14/25 72 Conversion Acceptance 5 days Mon 02/17/25 Fri 02/21/25 73 Legacy Data Conversion 85 days Mon 06/02/25 Fri 09/26/25 74 Data Mapping 30 days Mon 06/02/25 Fri 07/11/25
75 First Pass 20 days Mon 07/14/25 Fri 08/08/25
76 Mapping Review / Script Modification 5 days Mon 07/14/25 Fri 07/18/25 77 Conversion Testing 15 days Mon 07/21/25 Fri 08/08/25 78 Second Pass (as needed) 15 days Mon 08/11/25 Fri 08/29/25 79 Mapping Review / Script Modification 5 days Mon 08/11/25 Fri 08/15/25 80 Conversion Testing 10 days Mon 08/18/25 Fri 08/29/25 81 Third Pass (as needed) 15 days Mon 09/01/25 Fri 09/19/25 82 Mapping Review / Script Modification 5 days Mon 09/01/25 Fri 09/05/25 83 Conversion Testing 10 days Mon 09/08/25 Fri 09/19/25 84 Conversion Acceptance 5 days Mon 09/22/25 Fri 09/26/25 Task
Split
Milestone
Summary
Project Summary
External Tasks
External Milestone
Inactive Task
Progress
Deadline
Project: Project2
Date: Sun 08/18/24
City Council 13 – 123 10/1/2024
ID Task Name On Site Duration Start Finish
85 EMSE 85 days Mon 03/31/25 Fri 07/25/25
86 Analysis 25 days Mon 03/31/25 Fri 05/02/25
87 Development 45 days Mon 05/05/25 Fri 07/04/25
88 Acceptance 15 days Mon 07/07/25 Fri 07/25/25
89 Report Development 130 days Mon 02/03/25 Fri 08/01/25 90 Analysis 40 days Mon 02/03/25 Fri 03/28/25
91 Development 75 days Mon 03/31/25 Fri 07/11/25
92 Acceptance 15 days Mon 07/14/25 Fri 08/01/25
93 GIS Configuration 40 days Mon 12/02/24 Fri 01/24/25
94 Configuration 30 days Mon 12/02/24 Fri 01/10/25
95 Acceptance 10 days Mon 01/13/25 Fri 01/24/25
96 Citizen Access Development 125 days Mon 06/02/25 Fri 11/21/25 97 Configuration 115 days Mon 06/02/25 Fri 11/07/25
98 Acceptance 10 days Mon 11/10/25 Fri 11/21/25
99 Interface Development 150 days Mon 02/03/25 Fri 08/29/25 100 Analysis 40 days Mon 02/03/25 Fri 03/28/25
101 Configuration / Script Development 90 days Mon 03/31/25 Fri 08/01/25 102 Acceptance 20 days Mon 08/04/25 Fri 08/29/25
103 Readiness 390 days Tue 10/15/24 Thu 04/09/26
104 Training 390 days Tue 10/15/24 Thu 04/09/26
105 End User Training 354 days Tue 10/15/24 Fri 02/20/26 106 Core Team Training - 2 Day Yes 2 days Tue 10/15/24 Wed 10/16/24 107 Daily User Training - 1.5 Days (10 Classes) Yes 15 days Mon 02/02/26 Fri 02/20/26 108 Admin Training 316 days Mon 01/27/25 Thu 04/09/26
109 Administrator Training - 3 Days Yes 3 days Mon 06/16/25 Wed 06/18/25 110 EMSE Training - 1 Day Yes 1 day Thu 04/09/26 Thu 04/09/26 111 Reports Workshop - 4 Days Yes 4 days Mon 05/12/25 Thu 05/15/25 112 GIS Administration Training - 1/2 Day TBD 1 day Mon 01/27/25 Mon 01/27/25 113 ACA Administration Training - 1 Day Yes 1 day Wed 04/08/26 Wed 04/08/26 114 User Experience Administration Training - 2 Days Yes 2 days Mon 04/06/26 Tue 04/07/26 115 User Acceptance Testing 129 days Mon 09/08/25 Thu 03/05/26 116 User Acceptance Test Plan 15 days Mon 09/08/25 Fri 09/26/25 117 User Acceptance Testing - Sprint 1 Yes 4 days Mon 09/29/25 Thu 10/02/25 118 User Acceptance Testing - Sprint 2 Yes 4 days Mon 10/20/25 Thu 10/23/25 119 User Acceptance Testing - Sprint 3 Yes 4 days Mon 11/10/25 Thu 11/13/25 120 User Acceptance Testing - Sprint 4 Yes 4 days Mon 12/01/25 Thu 12/04/25 121 User Acceptance Testing - Sprint 5 Yes 4 days Mon 12/15/25 Thu 12/18/25 122 User Acceptance Testing - Sprint 6 Yes 4 days Mon 01/05/26 Thu 01/08/26 123 User Acceptance Testing - Sprint 7 Yes 4 days Mon 01/26/26 Thu 01/29/26 124 Off-Site Support/UAT 110 days Fri 10/03/25 Thu 03/05/26 125 Go Live 47 days Mon 02/23/26 Fri 04/24/26
126 Configuration Push to PROD 5 days Mon 02/23/26 Fri 02/27/26 Task
Split
Milestone
Summary
Project Summary
External Tasks
External Milestone
Inactive Task
Progress
Deadline
Project: Project2
Date: Sun 08/18/24
City Council 13 – 124 10/1/2024
ID Task Name On Site Duration Start Finish
127 Final Conversion of Legacy Data 2 days Sat 03/21/26 Sun 03/22/26 128 On-Site Support Yes 5 days Mon 03/23/26 Fri 03/27/26 129 Off-Site Support 20 days Mon 03/30/26 Fri 04/24/26
130 Customer Resource Handover 5 days Mon 04/27/26 Fri 05/01/26 131 Final Acceptance 4 days Mon 04/27/26 Thu 04/30/26
132 Project Close - Start Ongoing Maintenance 1 day Fri 05/01/26 Fri 05/01/26 Task
Split
Milestone
Summary
Project Summary
External Tasks
External Milestone
Inactive Task
Progress
Deadline
Project: Project2
Date: Sun 08/18/24
City Council 13 – 125 10/1/2024
Appendix B
Training Target Staff Duration Max. Class Size
Project Core Team 2 days 12
System Administrators 3 days 12System Administrators 2 days 12System Administrators 1 6 System Administrators 1/2 day 12System Administrators 1 12 Civic Platform User ExperienceAGIS Admin
This is training on system administration as it related to user experience and security. Attendees will learn how to utilize the form layout editors, configure consoles, implement additional security controls, setup calendars, templates and more.This training includes an overview of the Event Manager and Script Engine (EMSE), triggers, functions, controls, variables, debugging and available documentation overviewThis training is on the AGIS Admin Integration software. Attendees will learn how to navigate AGIS Admin for troubleshooting, refreshing services and adding new services and/or layers to Civic Platform. This training will also cover some basics of an external Address/Parcel/Owner setup (aka XAPO) for agencies who choose this option during system configuration and setup.This training is on Administering the Citizen Access (ACA) (customer portal) system. Attendees will learn how to develop online processes and make them available to constituents.
EMSE BasicsCitizen Access
ADMINISTRATOR TRAINING
This training is specifically designed for new Civic Platform implementations. It includes 1 day of End User Overview and 1 day of Administrator Overview. The purpose of the training is to provide a knowledge of the overall system functionality that will assist Core Team members with decision making throughout the implementation process.
Core Team Training
This class is an in-depth training on Administering the overall Civic Platform system using Administrator and corresponding pages. Attendees will learn how to develop new processes within the system as well as manage processes across the implementation.
Civic Platform Administrator
City Council 13 – 126 10/1/2024
Appendix B
Training Target Staff Duration Max. Class Size
System Report Writters 4 days 6
Training Target Staff Duration Max. Class Size
Project Core Team 2 days 12
Staff responsible for processes implemented in Civic Platform 1 1/2 days 15 End User Training This training is on the End User functionality of the Civic Platform system as it relates to Land Management and/or Licensing and Case Management. Attendees will be taught the ins and outs of the use of the system to allow them to effectively manage and track their processes within the system.
END USER TRAINING
Core Team Training
This training is specifically designed for new Civic Platform implementations. It includes 1 day of End User Overview and 1 day of Administrator Overview. The purpose of the training is to provide a knowledge of the overall system functionality that will assist Core Team members with decision making throughout the implementation process.
REPORT WRITTER TRAINING
This training includes Reports Schema Training and SSRS Reports Training as well as 2 days of actual hands-on Report development focused on actual jurisdictional report needs. The additional 2 days allows attendees to utilize the knowledge gained from the 2-day Reports Training with actual reporting needs of the jurisdiction.
Reports Training Workshop
City Council 13 – 127 10/1/2024
EXHIBIT D
CONSULTANT’S FINAL COST ESTIMATE
(including hourly rates if applicable)
City Council 13 – 128 10/1/2024
ƵŐƵƐƚϮϲ͕ϮϬϮϰ
WƌŽƉŽƐĞƌEĂŵĞ͗/<ŽŶƐƵůƚŝŶŐ͕>> ^ŽůƵƚŝŽŶEĂŵĞ͗ĐĐĞůĂŝǀŝĐƉƉƐ ^ĞƌǀŝĐĞ ƌŝĞĨĞƐĐƌŝƉƚŝŽŶ ϭηŽĨ,ŽƵƌƐ ϭZĂƚĞͬ,ŽƵƌ KŶĞdŝŵĞŽƐƚ ϮEŽƚĞη ZĞƋƵŝƌĞŵĞŶƚͬĞƐŝŐŶ WƌŽũĞĐƚ/ŶŝƚŝĂƚŝŽŶ͕/ŶĐůƵĚŝŶŐ<ŝĐŬŽĨĨĂŶĚ/ŶŝƚŝĂůDĞĞƚŝŶŐƐ ϱϬ ΨϭϱϬ Ψϳ͕ϱϬϬ ϭ ZĞƋƵŝƌĞŵĞŶƚͬĞƐŝŐŶ ŽŶĨŝŐƵƌĂƚŝŽŶŶĂůLJƐŝƐ ϱϳϬ ΨϭϱϬ Ψϴϱ͕ϱϬϬ ϮZĞƋƵŝƌĞŵĞŶƚͬĞƐŝŐŶ &ŽƌŵĂŶĚŽŶƐŽůĞĞƐŝŐŶ ϯϬ ΨϭϱϬ Ψϰ͕ϱϬϬ ϯ ŽŶĨŝŐƵƌĂƚŝŽŶ ^LJƐƚĞŵͬZĞĐŽƌĚŽŶĨŝŐƵƌĂƚŝŽŶĨŽƌϭϳϱZĞĐŽƌĚƐ ϳϬϬ ΨϭϱϬ ΨϭϬϱ͕ϬϬϬ ϰ
ŽŶĨŝŐƵƌĂƚŝŽŶ ^ĐƌŝƉƚŝŶŐĨŽƌƵƉƚŽϰDŽĚƵůĞƐͬϭϳϱZĞĐŽƌĚƐDĂdž ϮϱϬ ΨϭϱϬ Ψϯϳ͕ϱϬϬ ϱŽŶǀĞƌƐŝŽŶ ĂƚĂůĞĂŶƐŝŶŐ ϳϬ ΨϭϱϬ ΨϭϬ͕ϱϬϬ ϲŽŶǀĞƌƐŝŽŶ ŽŶǀĞƌƐŝŽŶ&ƌŽŵŝƚLJΖƐ^W/E^LJƐƚĞŵ ϱϯϬ Ψϭϲϱ Ψϴϳ͕ϰϱϬ ϳŽŶǀĞƌƐŝŽŶ ĚĚƌĞƐƐͬWĂƌĐĞůͬKǁŶĞƌZĞĨĞƌĞŶĐĞĂƚĂŽŶǀĞƌƐŝŽŶ ϲϬ ΨϭϱϬ Ψϵ͕ϬϬϬ ϴŽŶǀĞƌƐŝŽŶ >ŝĐĞŶƐĞĚWƌŽĨĞƐƐŝŽŶĂůĂƚĂŽŶǀĞƌƐŝŽŶ ϮϬ ΨϭϱϬ Ψϯ͕ϬϬϬ ϵZĞƉŽƌƚĞǀĞůŽƉŵĞŶƚ ĞǀĞůŽƉŵĞŶƚŽĨƵƉƚŽϴϱZĞƉŽƌƚƐ ϴϭϬ ΨϭϱϬ ΨϭϮϭ͕ϱϬϬ ϭϬdĞƐƚŝŶŐ hƐĞƌĐĐĞƉƚĂŶĐĞdĞƐƚŝŶŐ^ƵƉƉŽƌƚ ϮϬϬ ΨϭϱϬ ΨϯϬ͕ϬϬϬ ϭϭKƚŚĞƌ 'Ž>ŝǀĞͲϮ^ƚĂĨĨ͕KŶƐŝƚĞĨŽƌϭtĞĞŬĂŶĚ&ŝŶĂůĂƚĂŽŶǀĞƌƐŝŽŶ ϭϮϱ ΨϭϱϬ Ψϭϴ͕ϳϱϬ ϭϮWŽƐƚͲ/ŵƉůĞŵĞŶƚĂƚŝŽŶ^ƵƉƉŽƌƚ ϯϬĂLJƐWŽƐƚ'Ž>ŝǀĞKĨĨƐŝƚĞ^ƵƉƉŽƌƚ ϲϬ ΨϭϱϬ Ψϵ͕ϬϬϬ ϭϯ/ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ '/^^ĞƚƵƉĂŶĚŽŶĨŝŐƵƌĂƚŝŽŶ ϲϬ ΨϭϱϬ Ψϵ͕ϬϬϬ ϭϰ /ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ ĂƐŚŝĞƌŝŶŐ/ŶƚĞƌĨĂĐĞ;ŝEŽǀĂŚŽƌŽƚŚĞƌͿ ϭϱϬ Ψϭϲϱ ΨϮϰ͕ϳϱϬ ϭϱ/ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ /ŶĨŽƌ&ŝŶĂŶĐŝĂůƐ/ŶƚĞƌĨĂĐĞ;ZĞŵŽǀĞƵƉůŝĐĂƚĞͿ Ϭ Ψϭϲϱ ΨͲ ϭϲ/ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ ƵƐŝŶĞƐƐdĂdž^LJƐƚĞŵ/ŶƚĞƌĨĂĐĞ ϭϱϬ Ψϭϲϱ ΨϮϰ͕ϳϱϬ ϭϳ/ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ ZW/ŶƚĞƌĨĂĐĞ;/ŶĨŽƌͬ>ĂǁƐŽŶŽƌŽƚŚĞƌͿ ϭϱϬ Ψϭϲϱ ΨϮϰ͕ϳϱϬ ϭϴ/ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ ĂůŝĨŽƌŶŝĂ^ƚĂƚĞ>ŝĐĞŶƐŝŶŐŽĂƌĚ;^>Ϳ/ŶƚĞƌĨĂĐĞ ϮϬ Ψϭϲϱ Ψϯ͕ϯϬϬ ϭϵ/ŶƚĞƌĨĂĐĞĞǀĞůŽƉŵĞŶƚ >ĂƐĞƌĨŝĐŚĞ/ŶƚĞƌĨĂĐĞ^ƵďƐĐƌŝƉƚŝŽŶͲzĞĂƌůLJŽƐƚ ϭ ΨϭϬ͕ϬϬϬ ΨϭϬ͕ϬϬϬ ϮϬ ^ĞƌǀŝĐĞƐŽƐƚƐ
&/E>K^d
^d/Dd
WĂŐĞϭ
ZW^ƚĂŶĚĂƌĚWƌŝĐĞ^ŚĞĞƚdĞŵƉůĂƚĞ
City Council 13 – 129 10/1/2024
WƌŽƉŽƐĞƌEĂŵĞ͗/<ŽŶƐƵůƚŝŶŐ͕>> ^ŽůƵƚŝŽŶEĂŵĞ͗ĐĐĞůĂŝǀŝĐƉƉƐ ^ĞƌǀŝĐĞ ƌŝĞĨĞƐĐƌŝƉƚŝŽŶ ϭηŽĨ,ŽƵƌƐ ϭZĂƚĞͬ,ŽƵƌ KŶĞdŝŵĞŽƐƚ ϮEŽƚĞη ^ĞƌǀŝĐĞƐŽƐƚƐ
KƚŚĞƌ WůĂŶŚĞĐŬ/ŶƚĞƌĨĂĐĞƐƐŝƐƚĂŶĐĞ;WƌŽũĞĐƚŽdžŽƌŽƚŚĞƌͿ ϭϲϬ ΨϭϱϬ ΨϮϰ͕ϬϬϬ ϮϭKƚŚĞƌ ^ĞůĞĐƚƌŽŶ/ŶƚĞƌĨĂĐĞƐƐŝƐƚĂŶĐĞ ϭϱ ΨϭϱϬ ΨϮ͕ϮϱϬ ϮϮ ŽŶĨŝŐƵƌĂƚŝŽŶ ĐĐĞůĂŝƚŝnjĞŶĐĐĞƐƐŽŶĨŝŐƵƌĂƚŝŽŶ ϭϱϬ ΨϭϱϬ ΨϮϮ͕ϱϬϬ Ϯϯ dƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ĂŝůLJ
ŶĚhƐĞƌdƌĂŝŶŝŶŐͲϭϬdǁĞůǀĞ,ŽƵƌůĂƐƐĞƐ ϭϮϬ ΨϮϮϱ ΨϮϳ͕ϬϬϬ Ϯϰ dƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ŽƌĞdĞĂŵdƌĂŝŶŝŶŐͲϭdǁŽĂLJůĂƐƐ ϭϲ ΨϮϮϱ Ψϯ͕ϲϬϬ ϮϱdƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ŝǀŝĐWůĂƚĨŽƌŵĚŵŝŶŝƐƚƌĂƚŽƌdƌĂŝŶŝŶŐͲϭdŚƌĞĞĂLJůĂƐƐ Ϯϰ ΨϮϮϱ Ψϱ͕ϰϬϬ ϮϲdƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ŝǀŝĐWůĂƚĨŽƌŵhƐĞƌ džƉĞƌŝĞŶĐĞdƌĂŝŶŝŶŐͲϭdǁŽĂLJůĂƐƐ ϭϲ ΨϮϮϱ Ψϯ͕ϲϬϬ Ϯϳ dƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ^^Z^ZĞƉŽƌƚƐdƌĂŝŶŝŶŐͲϭ&ŽƵƌĂLJdƌĂŝŶŝŶŐtŽƌŬƐŚŽƉ ϯϮ ΨϮϮϱ Ψϳ͕ϮϬϬ ϮϴdƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ D^
ĂƐŝĐ^ĐƌŝƉƚŝŶŐdƌĂŝŶŝŶŐͲϭKŶĞĂLJůĂƐƐ ϴ ΨϮϮϱ Ψϭ͕ϴϬϬ Ϯϵ dƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ĐĐĞůĂ'/^ĚŵŝŶdƌĂŝŶŝŶŐͲϭ,ĂůĨĂLJůĂƐƐ ϰ ΨϮϮϱ ΨϵϬϬ ϯϬ dƌĂŝŶŝŶŐĂŶĚŽĐƵŵĞŶƚĂƚŝŽŶ ĐĐĞůĂŝƚŝnjĞŶĐĐĞƐƐĚŵŝŶdƌĂŝŶŝŶŐͲϭKŶĞĂLJůĂƐƐ ϴ ΨϮϮϱ Ψϭ͕ϴϬϬ ϯϭ WƌŽũĞĐƚDĂŶĂŐĞŵĞŶƚ ϮϳDŽŶƚŚƐŽĨWƌŽũĞĐƚDĂŶĂŐĞŵĞŶƚĂƚϭϮ,ŽƵƌƐƉĞƌDŽŶƚŚ ϯϮϰ ΨϭϱϬ Ψϰϴ͕ϲϬϬ ϯϮZĞƋƵŝƌĞŵĞŶƚͬĞƐŝŐŶ ĚĚŝƚŝŽŶĂůKŶƐŝƚĞ,ŽƵƌƐ&ŽƌŶĂůLJƐŝƐ͕ŽŶĨŝŐƵƌĂƚŝŽŶĂŶĚhddĞƐƚŝŶŐ ϯϴϰ ΨϭϱϬ Ψϱϳ͕ϲϬϬ ϯϯ KƚŚĞƌ WŚĂƐĞϮŶĂůLJƐŝƐ͕ŽŶĨŝŐƵƌĂƚŝŽŶ͕dĞƐƚŝŶŐƚŚƌŽƵŐŚϭϮͬϮϬϮϲ ϭϬϬϬ ΨϭϱϬ ΨϭϱϬ͕ϬϬϬ ϯϰ KƚŚĞƌ WŽƐƚ'ŽͲ>ŝǀĞDĂŶĂŐĞĚ^ĞƌǀŝĐĞƐƚŚƌŽƵŐŚϭϮͬϮϬϮϲ ϮϱϬ ΨϭϱϬ Ψϯϳ͕ϱϬϬ ϯϱKƚŚĞƌ dƌĂǀĞůͲdƌŝƉƐ ϰϭ ΨϮ͕ϭϰϱ Ψϴϳ͕ϵϰϱ ϯϲ ΨͲ ϯϳΨͲ ϯϴΨͲ ϯϵΨͲ ϰϬ dŽƚĂů^ĞƌǀŝĐĞƐŽƐƚƐ ϲ͕ϱϱϴ Ψϭ͕ϭϬϳ͕ϰϰϱ ŚĞĐŬƚŽ^ƵŵŵĂƌLJdĂďͲх K<
'ƌŽƵƉďLJ^ĞƌǀŝĐĞϭͲ/Ĩ&ůĂƚZĂƚĞĨŽƌƐĞƌǀŝĐĞ͕ĞŶƚĞƌΗ&ůĂƚΗŝŶΗηŽĨ,ŽƵƌƐΗĂŶĚĞŶƚĞƌƚŽƚĂůĐŽƐƚŝŶΗZĂƚĞͬ,ŽƵƌΗϮͲEŽƚĞƐĂŶĚƐƐƵŵƉƚŝŽŶƐ;ƵƐĞEŽƚĞηƚŽĐŽƌƌĞƐƉŽŶĚƚŽƚĂďůĞĂďŽǀĞͿ ηϰͲ ƐƐƵŵĞƐ ƚŚĞƵƐĞŽĨƚŚĞĐĐĞůĂŝǀŝĐƉƉƐǁŚĞƌĞĂǀĂŝůĂďůĞ͘ηϲͲ ƐƐƵŵĞƐǁŽƌŬŝŶŐĐůŽƐĞůLJǁŝƚŚŝƚLJƐƚĂĨĨƚŽĨƵůůLJĚĞĨŝŶĞŶĞĞĚƐĂŶĚĂƐƐƵďũĞĐƚŵĂƚƚĞƌĞdžƉĞƌƚƚŽĂƐƐŝƐƚǁŝƚŚĚĞĨŝŶŝŶŐĚĂƚĂƌĞƐƵůƚƐ ηϳͲ ƐƐƵŵĞƐĐƵƐƚŽŵĞƌǁŝůůƉƌŽǀŝĚĞĚĂƚĂĨƌŽŵƚŚĞĞdžŝƐƚŝŶŐ^W/EƐLJƐƚĞŵŝŶ^Y>^ĞƌǀĞƌ͕KƌĂĐůĞŽƌĐĐĞƐƐ&ŽƌŵĂƚ͖ ƵƐƚŽŵĞƌǁŝůůƉƌŽǀŝĚĞĂƐƵďũĞĐƚŵĂƚƚĞƌĞdžƉĞƌƚŽŶƚŚĞĞdžŝƐƚŝŶŐĚĂƚĂƐŽƵƌĐĞ͖ WĂŐĞϮ
ZW^ƚĂŶĚĂƌĚWƌŝĐĞ^ŚĞĞƚdĞŵƉůĂƚĞ
City Council 13 – 130 10/1/2024
WƌŽƉŽƐĞƌEĂŵĞ͗/<ŽŶƐƵůƚŝŶŐ͕>> ^ŽůƵƚŝŽŶEĂŵĞ͗ĐĐĞůĂŝǀŝĐƉƉƐ ^ĞƌǀŝĐĞ ƌŝĞĨĞƐĐƌŝƉƚŝŽŶ ϭηŽĨ,ŽƵƌƐ ϭZĂƚĞͬ,ŽƵƌ KŶĞdŝŵĞŽƐƚ ϮEŽƚĞη ^ĞƌǀŝĐĞƐŽƐƚƐ
/ĨLJŽƵŚĂǀĞĂŶLJƋƵĞƐƚŝŽŶƐ͕ƉůĞĂƐĞĨĞĞůĨƌĞĞƚŽĐŽŶƚĂĐƚŵĞĂƚϱϮϬͲϴϵϭͲϱϯϳϲ͘tĞůŽŽŬĨŽƌǁĂƌĚƚŽǁŽƌŬŝŶŐǁŝƚŚLJŽƵ͘ ŽŶƚĂĐƚƐǁŝůůďĞůŽĂĚĞĚĂƐƚƌĂŶƐĂĐƚŝŽŶƐ;ƌĞĐŽƌĚͿĚĂƚĂĂŶĚŶŽƚƌĞĨĞƌĞŶĐĞ;ƐLJƐƚĞŵͿĚĂƚĂ͖WůĂŶƐĂƌĞƐŝŶŐůĞŽĐƵŵĞŶƚƐ;W&ΖƐ͕ džĐĞů͕tŽƌĚͿ͖DdŝƐƚŽďĞĐŽŶǀĞƌƚĞĚĂƐĂƌĞĐŽƌĚƚLJƉĞƚŚĂƚŝƐďĂƐŝĐŝŶĐŽŶĨŝŐƵƌĂƚŝŽŶƌĞƋƵŝƌĞŵĞŶƚƐ͖ĂŶĚĚĚƌĞƐƐĞƐĂŶĚWƌŽƉĞƌƚŝĞƐǁŝůůďĞůŽĂĚĞĚĂƐƚƌĂŶƐĂĐƚŝŽŶĂů;ƌĞĐŽƌĚͿĂŶĚŶŽƚƌĞĨĞƌĞŶĐĞĚ;ƐLJƐƚĞŵͿĚĂƚĂ͘ ηϴͲ ƐƐƵŵĞƐĚĚƌĞƐƐ͕WĂƌĐĞůĂŶĚKǁŶĞƌĚĂƚĂǁŝůůďĞƉƌŽǀŝĚĞĚďLJƚŚĞĐƵƐƚŽŵĞƌŝŶ^Y>^ĞƌǀĞƌ͕D^ĐĐĞƐƐ͕Žƌ^sĨŽƌŵĂƚǁŝƚŚĐŽŽƌĚŝŶĂƚŝŶŐĨŝĞůĚĚĞĨŝŶŝƚŝŽŶƐ͘ ηϵͲ ƐƐƵŵĞƐ>ŝĐĞŶƐĞĚWƌŽĨĞƐƐŝŽŶĂůĚĂƚĂǁŝůůďĞƉƌŽǀŝĚĞĚďLJƚŚĞĐƵƐƚŽŵĞƌŝŶ^Y>^ĞƌǀĞƌ͕D^ĐĐĞƐƐ͕Žƌ^sĨŽƌŵĂƚǁŝƚŚĐŽŽƌĚŝŶĂƚŝŶŐĨŝĞůĚĚĞĨŝŶŝƚŝŽŶƐ͘ EŽƚĞ͗ĂŶĂĚĚŝƚŝŽŶĂůůŽĂĚŽĨ>ŝĐĞŶƐĞĚWƌŽĨĞƐƐŝŽŶĂůĚĂƚĂǁŝůůĂƐƐŝƐƚǁŝƚŚƚŚĞŵŽƐƚĞĨĨĞĐƚŝǀĞ^>ŝŶƚĞŐƌĂƚŝŽŶĂƚŐŽͲůŝǀĞ͘ ηϭϭͲ EŽƚĞ͗ŚŽƵƌƐŝŶĐůƵĚĞĚĂƌĞĨŽƌƐƵƉƉŽƌƚŝŶƌĞƐŽůǀŝŶŐĂŶLJŝƐƐƵĞƐĂŶĚͬŽƌŵŝƐƐŝŶŐƌĞƋƵŝƌĞŵĞŶƚƐĨŽƵŶĚĚƵƌŝŶŐĐƵƐƚŽŵĞƌƚĞƐƚŝŶŐ͘ηϭϱͲ ĂƐŚŝĞƌŝŶŐ ƐLJƐƚĞŵŵƵƐƚƉƌŽǀŝĚĞĂŶW/ƚŚĂƚĂůůŽǁƐĨŽƌƚǁŽͲǁĂLJĐŽŵŵƵŶŝĐĂƚŝŽŶďĞƚǁĞĞŶĂƐŚŝĞƌŝŶŐƐLJƐƚĞŵĂŶĚĐĐĞůĂηϭϳͲ d^ƐLJƐƚĞŵŵƵƐƚƉƌŽǀŝĚĞĂŶW/ƚŚĂƚĂůůŽǁƐĨŽƌƚǁŽͲǁĂLJĐŽŵŵƵŶŝĐĂƚŝŽŶďĞƚǁĞĞŶd^ĂŶĚĐĐĞůĂηϮϬͲ WƌŽƉŽƐŝŶŐĂLJĞĂƌůLJŝŶƚĞƌĨĂĐĞƐƵďƐĐƌŝƉƚŝŽŶǁŝƚŚ'ƌĂLJYƵĂƌƚĞƌ ĨŽƌƚŚĞ>ĂƐĞƌĨŝĐŚĞŝŶƚĞŐƌĂƚŝŽŶ͘dŚŝƐŝƐĂĨůĂƚƌĂƚĞƐƵďƐĐƌŝƉƚŝŽŶĐŽƐƚĂŶĚŶŽƚĂŶŚŽƵƌůLJƌĂƚĞ͘ ηϮϭͲ EŽƚĞ͗ǀŽůǀĞŵĂŶĂŐĞƐƚŚĞĂĐƚƵĂůŝŶƚĞŐƌĂƚŝŽŶĨŽƌƚŚĞŝƌƐŽĨƚǁĂƌĞ͘DŝŶŝŵĂůŚŽƵƌƐĂƌĞŶĞĐĞƐƐĂƌLJŝĨƚŚĞƐŽůƵƚŝŽŶƐĞůĞĐƚĞĚǁŽƵůĚďĞǀŽůǀĞΖƐWƌŽũĞĐƚŽdž͕ĂŶĚ ǁŽƵůĚĐŽŶƐŝƐƚŽĨŽŶůLJĂƐƐŝƐƚĂŶĐĞ͕ŝĨŶĞĞĚĞĚĚƵƌŝŶŐƚŚĞŝƌĚĞǀĞůŽƉŵĞŶƚ͘ƵƐƚŽŵĞƌǁŽƵůĚďĞƌĞƐƉŽŶƐŝďůĞĨŽƌǁŽƌŬŝŶŐǁŝƚŚ ǀŽůǀĞĨŽƌƚŚĞĂĐƚƵĂůŝŶƚĞŐƌĂƚŝŽŶ͘/ĨĂůƵĞďĞĂŵŝŶƚĞŐƌĂƚŝŽŶŝƐƐĞůĞĐƚĞĚ͕ŚŽƵƌƐǁŽƵůĚďĞĨŽƌŝŶƚĞŐƌĂƚŝŽŶŽĨƵƉƚŽϰŵŽĚƵůĞƐĨŽƌƉůĂŶƌĞǀŝĞǁĂŶĚďĂƐŝĐŶŽƚŝĨŝĐĂƚŝŽŶƐ͘/ĨĞWůĂŶ^ŽĨƚŽƌĞWĞƌŵŝƚ,ƵďŝƐƐĞůĞĐƚĞĚ͕ŝŶƚĞŐƌĂƚŝŽŶŚŽƵƌƐĐĂŶďĞƵƐĞĚƚŽǁĂƌĚƐŝŵƉůĞŵĞŶƚĂƚŝŽŶ͕ďƵƚĨƵůůŚŽƵƌƐǁŽƵůĚŶĞĞĚƚŽďĞƌĞĨůĞĐƚĞĚŝŶƚŚĞWůĂŶZĞǀŝĞǁƐŽĨƚǁĂƌĞĐŽŶƚƌĂĐƚ͘&ŽƌĂůůWůĂŶZĞǀŝĞǁƐŽĨƚǁĂƌĞ͕ƐĞƉĂƌĂƚĞĐŽŶƚƌĂĐƚƐǁŽƵůĚďĞƌĞƋƵŝƌĞĚĨŽƌƚŚĞWůĂŶZĞǀŝĞǁƐŽĨƚǁĂƌĞĂŶĚͬŽƌ/ŶƚĞŐƌĂƚŝŽŶƐŽĨƚǁĂƌĞ͘ ηϮϮͲ EŽƚĞ͗^ĞůĞĐƚƌŽŶŵĂŶĂŐĞƐƚŚĞĂĐƚƵĂůŝŶƚĞŐƌĂƚŝŽŶĨŽƌƚŚĞŝƌƐŽĨƚǁĂƌĞ͘,ŽƵƌƐƋƵŽƚĞĚŚĞƌĞĂƌĞĨŽƌĂƐƐŝƐƚĂŶĐĞŝĨƚŚĞLJŶĞĞĚŝƚĚƵƌŝŶŐƚŚĞŝƌĚĞǀĞůŽƉŵĞŶƚ͘ ƵƐƚŽŵĞƌŝƐƌĞƐƉŽŶƐŝďůĞĨŽƌǁŽƌŬŝŶŐǁŝƚŚ^ĞůĞĐƚŽŶĨŽƌƚŚĞĂĐƚƵĂůŝŶƚĞŐƌĂƚŝŽŶ͘ ηϮϯͲ ƐƐƵŵĞƐĂŵŝŶŝŵƵŵŽĨϳϬйƐŚĂƌĞĚ WĂŐĞ&ůŽǁƐĂĐƌŽƐƐ ϰDŽĚƵůĞƐ͘ηϮϰͲ ηϯϭͲ dƌĂŝŶŝŶŐƌĂƚĞĐŽŶƐŝĚĞƌƐƉƌĞƉƚŝŵĞƚŚĂƚŝƐŝŶĐůƵĚĞĚ͘ WĂŐĞϯ
ZW^ƚĂŶĚĂƌĚWƌŝĐĞ^ŚĞĞƚdĞŵƉůĂƚĞ
City Council 13 – 131 10/1/2024
WƌŽƉŽƐĞƌEĂŵĞ͗/<ŽŶƐƵůƚŝŶŐ͕>> ^ŽůƵƚŝŽŶEĂŵĞ͗ĐĐĞůĂŝǀŝĐƉƉƐ ^ĞƌǀŝĐĞ ƌŝĞĨĞƐĐƌŝƉƚŝŽŶ ϭηŽĨ,ŽƵƌƐ ϭZĂƚĞͬ,ŽƵƌ KŶĞdŝŵĞŽƐƚ ϮEŽƚĞη ^ĞƌǀŝĐĞƐŽƐƚƐ
WĂŐĞϰ
ZW^ƚĂŶĚĂƌĚWƌŝĐĞ^ŚĞĞƚdĞŵƉůĂƚĞ
City Council 13 – 132 10/1/2024
EXHIBIT E
FEDERAL CONTRACT PROVISIONS
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EXHIBIT I,,
FEDERAL REGULATIONS
a. Federal Regulations – Recipient must comply with the government cost principles, uniform administrative requirements and audit requirements for federal grant program housed within Title 2, Part 200 of the Code of Federal Regulations. b. Debarment and Suspension – As required by Executive Orders 12549 and 12689, and 2 CFR §200.212 and codified in 2 CFR Part 200, Recipient must provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government.
c. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by CITY, the grant agency and/or their duly authorized representatives for a period of three (3) years from the date of submission of the final expenditure report by the City of Santa Ana. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Recipient shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Recipient shall make said documents, papers and records available to City and the agency from which City received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Recipient, upon request during usual working hours.
d. Reports - Recipient shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. e. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Recipient agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors.
f. Americans with Disabilities Act of 1990 - (ADA) Recipient must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. g. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act".
h. No Lobbying - Recipient will comply with all applicable lobbying prohibitions and laws, including those found in the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352, et seq.), and agrees that none of the funds provided under this award may be expended by the Recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of $33(1',;(
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Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement.
i. Non-Discrimination and Equal Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Recipient makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Recipient will forward a copy of the findings to CITY which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. If applicable, recipient will comply with the equal opportunity clause in 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375.
j. Equal Employment Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable.
k. Public Contracts Code - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable.
l. Copeland Anti-Kickback Act - Recipient will comply, and all its contractors and subcontractors (or subrecipients) shall comply, with all requirements of the Copeland “Anti-Kickback” Act (30 U.S.C. 3145) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable.
(1) Contractor – Contractors shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract.
(2) Subcontracts – Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses.
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϱϱ
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(3) Breach – A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12.
m. Davis-Bacon Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Davis-Bacon Act (40 U.S.C. 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable.
Contractors are required to pay wages to laborers and mechanics at a rate no less than the prevailing wages specified in a wage determination made by the Secretary of Labor.
Additionally, contractors are required to pay wages not less than once a week. n. Work Hours and Safety - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3702 and 3704) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. o. Clean Air Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all applicable standards, orders or requirements issued under the Clean Air Act (42 U.S.C. 7401-7671q), and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as applicable.
p. Energy and Conservation - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Energy Policy and Conservation Act (42 U.S.C. 6201), as applicable.
q. Waste Disposal - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable.
r. Patent Rights - Recipient agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401 and any other implementing regulations, as applicable. s. Copyright - Recipient may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and/or City purpose:
(1) the copyright in any work developed through this Agreement; and City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϱϲ
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(2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government’s, SAA’s and City’s rights identified above must be conveyed to the publisher and the language of the publisher’s release form must ensure the preservation of these rights. t. Telecommunications (2 CFR 200.216) - Recipient will comply with FEMA Policy 405-143-1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunication Equipment or Services (Interim), which prohibits grant recipients and subrecipients from obligating or expending loan or grant funds to procure or obtain, extend or renew a contract to procure or obtain, or to enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.
As described in Public Law 115-232, section 889, covered telecommunications equipment is:
(1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).
(3) Telecommunications or video surveillance services provided by such entities or using such equipment.
(4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. u. Domestic preferences for procurements (2 CFR 200.322) - Recipient agrees that as appropriate and to the extent consistent with law, it will, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). This requirement must be included in all subawards including all contracts and purchase orders for work or products under this award. For purposes of this provision:
“produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; and “manufactured products” means items and construction materials City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϱϳ
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composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.
v. Equal Employment in Construction Contracts - Pursuant to Equal Employment Opportunity requirements of 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375, as to any construction contract thereunder, if applicable, during the performance of this contract, the contractor agrees as follows:
(1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
(3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information.
(4) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϱϴ
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understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
(5) The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
(6) The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
(7) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(8) The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance.
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EXHIBIT ,,,%
FEDERAL CONTRACT PROVISIONS
During the performance of this Agreement, Consultant shall comply with all applicable federal laws and regulations including, but not limited to, the federal contract provisions in this Exhibit C.
1. REQUIRED CONTRACT PROVISIONS IN ACCORDANCE WITH APPENDIX II TO PART 200 – CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS (2 C.F.R. § 200.327)
(a) Appendix II to Part 200 (A); Appendix II to Part 200 (B): Remedies for Breach; Termination for Cause/Convenience. The Contract Documents include remedies for breach and termination for cause and convenience.
(b) Appendix II to Part 200 (C) – Equal Employment Opportunity: If this Agreement meets the definition of a “federal assisted construction contract” in 41 CFR § 60-1.3, Consultant agrees as follows during the performance of this Agreement:
(i) The Consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Consultant will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
(ii) The Consultant will, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
(iii) The Consultant will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Consultant's legal duty to furnish information. (iv) The Consultant will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϬ City Council 13 – 140 10/1/2024
(v) The Consultant will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. (vi) The Consultant will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
(vii) In the event of the Consultant's noncompliance with the nondiscrimination clauses of this Agreement or with any of the said rules, regulations, or orders, this Agreement may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(viii) The Consultant will include the portion of the sentence immediately preceding paragraph (i) and the provisions of paragraphs (i) through (vii) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Consultant will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance:
Provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Consultant may request the United States to enter into such litigation to protect the interests of the United States.
The City further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work:
Provided, That if the City so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the Agreement.
The City agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of the Consultant and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency in the discharge of the agency's primary responsibility for securing compliance.
The City further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϭ
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violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the City agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole or in part the grant (contract, loan, insurance, guarantee) for this project; refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings.
(c) Appendix II to Part 200 (D) – Davis-Bacon Act: Not applicable to this Agreement since it is funded by CSLFRF.
(d) Appendix II to Part 200 (D) – Copeland “Antti-Kickback” Act: Not applicable to this Agreement since it is funded by CSLFRF.
(e) Appendix II to Part 200 (E) – Contract Work Hours and Safety Standards Act:
(i) Overtime Requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (ii) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (ii) of this section the Consultant and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages.
Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (ii) of this section, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (ii) of this section. (iii) Withholding for unpaid wages and liquidated damages. The City shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the Consultant or subcontractor under any such contract or any other Federal contract with the Consultant, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the Consultant, such sums as may be determined to be necessary to satisfy any liabilities of Consultant or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (iii) of this section. (iv) Subcontracts. The Consultant or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (ii) through (v) of this Section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The Consultant City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϮ City Council 13 – 142 10/1/2024
shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (ii) through (v) of this Section. (f) Appendix II to Part 200 (F) – Rights to Inventions Made Under a Contract or Agreement: If the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the Consultant wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the Consultant must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.. (g) Appendix II to Part 200 (G) – Clean Air Act and Federal Water Pollution Control Act:
(i) Pursuant to the Clean Air Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq., (2) Consultant agrees to report each violation to the City and understands and agrees that the City will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and (3) Consultant agrees to include these requirements in each subcontract exceeding $150,000. (ii) Pursuant to the Federal Water Pollution Control Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq., (2) Consultant agrees to report each violation to the City and understands and agrees that the City will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and (3) Consultant agrees to include these requirements in each subcontract exceeding $150,000.
(h) Appendix II to Part 200 (H) – Debarment and Suspension:
(i) This Agreement is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such Consultant is required to verify that none of the Consultant, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935). (ii) Consultant must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.
(iii) This certification is a material representation of fact relied upon by City. If it is later determined that Consultant did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the City, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (iv) Consultant warrants that it is not debarred, suspended, or otherwise excluded from or ineligible for participation in any federal programs. Consultant also agrees to verify that all subcontractors performing work under this Agreement are not debarred, disqualified, or otherwise prohibited from participation in accordance with the requirements above. Consultant City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϯ
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further agrees to notify the City in writing immediately if Consultant or its subcontractors are not in compliance during the term of this Agreement.
(i) Appendix II to Part 200 (I) – Byrd Anti-Lobbying Act: Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the awarding agency. (j) Appendix II to Part 200 (J) – §200.323 Procurement of Recovered Materials:
(i) Consultant shall comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement. (ii) In the performance of this Agreement, the Consultant shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired: competitively within a timeframe providing for compliance with the contract performance schedule; meeting contract performance requirements; or at a reasonable price. (iii) Information about this requirement, along with the list of EPA-designate items, is available at EPA’s Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program. (iv) The Consultant also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act.”
(k) Appendix II to Part 200 (K) – §200.216 Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment:
(i) Consultant shall not contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system funded under this Agreement. As described in Public Law 115–232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (1) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).
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(2) Telecommunications or video surveillance services provided by such entities or using such equipment.
(3) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.
(ii) See Public Law 115-232, section 889 for additional information. (l) Appendix II to Part 200 (L) – §200.322 Domestic Preferences for Procurement:
(i) Consultant shall, to the greatest extent practicable, purchase, acquire, or use goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subcontracts.
(ii) For purposes of this section:
(1) “Produced in the United States’’ means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.
(2) ‘‘Manufactured products’’ means items and construction materials composed in whole or in part of nonferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.
2. CONTRACTING WITH SMALL AND MINORITY FIRMS, WOMEN’S
BUSINESS ENTERPRISE AND LABOR SURPLUS AREA FIRMS (2 C.F.R. § 200.321) (a) Consultant shall be subject to 2 C.F.R. § 200.321 and will take affirmative steps to assure that minority firms, women’s business enterprises, and labor surplus area firms are used when possible and will not be discriminated against on the grounds of race, color, religious creed, sex, or national origin in consideration for an award.
(b) Affirmative steps shall include:
(i) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
(ii) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (iii) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;
(iv) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; and City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϱ City Council 13 – 145 10/1/2024
(v) Using the services/assistance of the Small Business Administration (SBA), and the Minority Business Development Agency (MBDA) of the Department of Commerce. (c) Consultant shall submit evidence of compliance with the foregoing affirmative steps when requested by the City.
3. COMPLIANCE WITH U.S. DEPARTMENT OF THE TREASURY
CORONAVIRUS LOCAL FISCAL RECOVERY FUND AWARD TERMS AND
CONDITIONS
(a) Maintenance of and Access to Records. Consultant shall maintain records and financial documents sufficient to evidence compliance with section 603(c) of the Act, Treasury’s regulations implementing that section, and guidance issued by Treasury regarding the foregoing.
Consultant agrees to provide the City, Treasury Office of Inspector General and the Government Accountability Office, or any of their authorized representatives access to any books, documents, papers, and records (electronic an otherwise) of the Consultant which are directly pertinent to this Agreement for the purposes of conducting audits or other investigations. Records shall be maintained by Consultant for a period of five (5) years after completion of the Project. (b) Compliance with Federal Regulations. Consultant agrees to comply with the requirements of section 603 of the Act, regulations adopted by Treasury pursuant to section 603(f) of the Act, and guidance issued by Treasury regarding the foregoing. Consultant also agrees to comply with all other applicable federal statutes, regulations, and executive orders, including, without limitation, the following:
(i) Universal Identifier and System for Award Management (SAM), 2 C.F.R.
Part 25, pursuant to which the award term set forth in Appendix A to 2 C.F.R. Part 25 is hereby incorporated by reference.
(ii) Reporting Subaward and Executive Compensation Information, 2 C.F.R.
Part 170, pursuant to which the award term set forth in Appendix A to 2 C.F.R. Part 170 is hereby incorporated by reference.
(iii) OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement), 2 C.F.R. Part 180, including the requirement to include a term or condition in all lower tier covered transactions (contracts and subcontracts described in 2 C.F.R.
Part 180, subpart B) that the award is subject to 2 C.F.R. Part 180 and Treasury’s implementing regulation at 31 C.F.R. Part 19.
(iv) Recipient Integrity and Performance Matters, pursuant to which the award term set forth in 2 C.F.R. Part 200, Appendix XII to Part 200 is hereby incorporated by reference. (v) Governmentwide Requirements for Drug-Free Workplace, 31 C.F.R. Part
20. (vi) New Restrictions on Lobbying, 31 C.F.R. Part 21. (vii) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. §§ 4601-4655) and implementing regulations.
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϲ City Council 13 – 146 10/1/2024
(c) Compliance with Federal Statutes and Regulations Prohibiting Discrimination.
Consultant agrees to comply with statutes and regulations prohibiting discrimination applicable to the CSLFRF program including, without limitation, the following:
(i) Title VI of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d et seq.) and Treasury’s implementing regulations at 31 C.F.R. Part 22, which prohibit discrimination on the basis of race, color, or national origin under programs or activities receiving federal financial assistance.
(ii) The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601 et seq.), which prohibits discrimination in housing on the basis of race, color, religion, national origin, sex, familial status, or disability.
(iii) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of disability under any program or activity receiving federal financial assistance.
(iv) The Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101 et seq.), and Treasury’s implementing regulations at 31 C.F.R. Part 23, which prohibit discrimination on the basis of age in programs or activities receiving federal financial assistance. (v) Title II of the Americans with Disabilities Act of 1990, as amended (42 U.S.C. §§ 12101 et seq.), which prohibits discrimination on the basis of disability under programs, activities, and services provided or made available by state and local governments or instrumentalities or agencies thereto.
(d) False Statements. Consultant understands that making false statements or claims in connection with the CSLFRF program is a violation of federal law and may result in criminal, civil, or administrative sanctions, including fines, imprisonment, civil damages and penalties, debarment from participating in federal awards or contracts, and/or any other remedy available by law.
(e) Protections for Whistleblowers.
(i) In accordance with 41 U.S.C. § 4712, Consultant may not discharge, demote, or otherwise discriminate against an employee in reprisal for disclosing to any of the list of persons or entities provided below, information that the employee reasonably believes is evidence of gross mismanagement of a federal contract or grant, a gross waste of federal funds, an abuse of authority relating to a federal contract or grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation of a contract) or grant. (ii) The list of persons and entities referenced in the paragraph above includes the following:
(1) A member of Congress or a representative of a committee of Congress;
(2) An Inspector General;
(3) The Government Accountability Office;
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϳ City Council 13 – 147 10/1/2024
(4) A Treasury employee responsible for contract or grant oversight or management;
(5) An authorized official of the Department of Justice or other law enforcement agency;
(6) A court or grand jury; or
(7) A management official or other employee of Consultant, or a subcontractor who has the responsibility to investigate, discover, or address misconduct. (f) Increasing Seat Belt Use in the United States. Pursuant to Executive Order 13043, 62 FR 19217 (Apr. 18, 1997), Consultant is encouraged to adopt and enforce on-the-job seat belt policies and programs for their employees when operating company-owned, rented or personally owned vehicles, and encourage its subcontractors to do the same (g) Reducing Text Messaging While Driving. Pursuant to Executive Order 13513, 74 FR 51225 (Oct. 6, 2009), Consultant should encourage its employees and subcontractors to adopt and enforce policies that ban text messaging while driving, and Consultant should establish workplace safety policies to decrease accidents caused by distracted drivers. (h) Assurances of Compliance with Civil Rights Requirements. The Civil Rights Restoration Act of 1987 provides that the provisions of this assurance apply to the Project, including, but not limited to, the following:
(i) Consultant ensures its current and future compliance with Title VI of the Civil Rights Act of 1964, as amended, which prohibits exclusion from participation, denial of the benefits of, or subjection to discrimination under programs and activities receiving federal funds, of any person in the United States on the ground of race, color, or national origin (42 U.S.C. § 2000d et seq.), as implemented by the Department of the Treasury Title VI regulations at 31 CFR Part 22 and other pertinent executive orders such as Executive Order 13166; directives; circulars; policies; memoranda and/or guidance documents.
(ii) Consultant acknowledges that Executive Order 13166, “Improving Access to Services for Persons with Limited English Proficiency (LEP),” seeks to improve access to federally assisted programs and activities for individuals who, because of national origin, are limited in their English proficiency. Consultant understands that the denial of access to persons to its programs, services and activities because of their limited proficiency in English is a form of national origin discrimination prohibited under Title VI of the Civil Rights Act of 1964.
Accordingly, Consultant shall initiate reasonable steps, or comply with Treasury’s directives, to ensure meaningful access to its programs, services and activities to LEP persons. Consultant understands and agrees that meaningful access may entail providing language assistance services, including oral interpretation and written translation where necessary to ensure effective communication in the Project.
(iii) Consultant agrees to consider the need for language services for LEP persons during development of applicable budgets and when conducting programs, services and activities. As a resource, the Department of the Treasury has published its LEP guidance at 70 FR 6067. For more information on LEP, please visit http://www.lep.gov.
City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Page | ϲϴ City Council 13 – 148 10/1/2024
(iv) Consultant acknowledges and agrees that compliance with this assurance constitutes a condition of continued receipt of federal financial assistance and is binding upon Consultant and Consultant’s successors, transferees and assignees for the period in which such assistance is provided.
(v) Consultant agrees to incorporate the following language in every contract or agreement subject to Title VI and its regulations between the Consultant and the Consultant’s subcontractors, successors, transferees and assignees:
The subcontractor, successor, transferee and assignee shall comply with Title VI of the Civil Rights Act of 1964, which prohibits recipients of federal financial assistance from excluding from a program or activity, denying benefits of, or otherwise discriminating against a person on the basis of race, color, or national origin (42 U.S.C. § 2000d et seq.), as implemented by Department of the Treasury Title VI regulations, 31 CFR Part 22, which are herein incorporated by reference and made a part of this contract (or agreement). Title VI also extends protection to persons with “Limited English proficiency” in any program or activity receiving federal financial assistance, 42 U.S.C. § 2000d et seq., as implemented by Department of the Treasury Title VI regulations, 31 CFR Part 22, which are herein incorporated by reference and made a part of this contract (or agreement).
(vi) Consultant understands and agrees that if any real property or structure is provided or improved with the aid of federal financial assistance by the Department of the Treasury, this assurance obligates the Consultant, or in the case of a subsequent transfer, the transferee, for the period during which the real property or structure is used for a purpose for which the federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. If any personal property is provided, this assurance obligates the Consultant for the period during which it retains ownership or possession of the property. (vii) Consultant shall cooperate in any enforcement or compliance review activities by the Department of the Treasury of the aforementioned obligations. Enforcement may include investigation, arbitration, mediation, litigation, and monitoring of any settlement agreements that may result from these actions. Consultant shall comply with information requests, on-site compliance reviews, and reporting requirements. (viii) Consultant shall maintain a complaint log and inform the Department of the Treasury of any accusations of discrimination on the grounds of race, color, or national origin, and limited English proficiency covered by Title VI of the Civil Rights Act of 1964 and implementing regulations and provide, upon request, a list of all such reviews or proceedings based on the complaint, pending or completed, including outcome. Consultant must also inform the Department of the Treasury if Consultant has received no complaints under Title VI. (ix) Consultant must provide documentation of an administrative agency’s or court’s findings of non-compliance of Title VI and efforts to address the non-compliance, including any voluntary compliance or other agreements between the Consultant and the administrative agency that made the finding. If the Consultant settles a case or matter alleging such discrimination, Consultant must provide documentation of the settlement. If Consultant has not been the subject of any court or administrative agency finding of discrimination, please so state.
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(x) If Consultant makes sub-awards to other agencies or other entities, Consultant is responsible for assuring that sub-recipients also comply with Title VI and all of the applicable authorities covered in this assurance.
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CITY OF SANTA ANA
FINANCE & MANAGEMENT SERVICES
AGENCY
PURCHASE ORDER
CONTRACT XXXX
SHOW NUMBER ON ALL PACKAGES,
INVOICES AND RELATED DOCUMENTS
52607 DESTINATION 10/01/2024
CITY OF SANTA ANA
FINANCE & MANAGEMENT SERVICES
AGENCY
PURCHASING DIVISION
09/30/2025 Source of
Quotation
SPEC NO. #24-087A
Vendor Estimated FOB Effective Date
Delivery Date
Blanket
End Date
Terms NET 45
V
E
N
D
O
R
MAIL INVOICES TO: CITY OF SANTA ANA
EMAIL INVOICES TO: [email protected]
DESCRIPTION TOTAL
Buyer
(REQUIRED IF OVER $6,000)
VENDOR’S COPY
VENDOR BILLING INSTRUCTIONS:
1. Invoice the City of Santa Ana and mail to: CITY OF
SANTA ANA ACCOUNTS PAYABLE M-91. 20 CIVIC
CENTER PLAZA RM 326, SANTA ANA, CA 92701
2. Invoices must reference the purchase order number
showing quantities, description, units and unit price.
3. Freight charges, when authorized, shall be prepaid and added to the invoice as a separate item.
4. OUT OF STATE VENDOR: California seller's permit or
Certificate of Registration - Use Tax, is required to
collect tax, otherwise the city will pay direct.
Purchasing
Manager:
GENERAL TERMS AND
CONDITIONS ON THE
REVERSE SIDE ARE INCORPORATED HEREIN.
BLANKET ORDER CONTRACT FOR FURNISHING AND DELIVERING CLOUD SOLUTIONS TO THE CITY OF SANTA ANA ON AN ASNEEDED BASIS IN ACCORDANCE WITH THE PRICING, TERMS, AND CONDITIONS SET FORTH IN NASPO CONTRACT 7017-70-40-05 (AR2472).
CONTRACT TERM: ONE (1) YEAR TERM, 10/01/2024 - 9/30/2025 WITH FOUR (4) AUTOMATIC, ONE-YEAR (1) RENEWALS UNLESS CANCELED IN WRITING WITHIN 60-
DAYS OF RENEWAL DATE EACH YEAR
CITY CONTACT: JACK CIULLA, CHIEF TECHNOLOGY INNOVATIONS OFFICER PHONE: (714) 647-5381 OR EMAIL: [email protected]
PRICING STRUCTURE:
ITEM QTY PRICE EXTENDED
Multi-Solutions SaaS – Accela
12 Months
Accela Building, Planning and
Business Licensing – SaaS –
Phase 1
25 $3,007.83 $75,195.75
TOTAL YEAR 1 $75,195.75
Accela Enhanced Reporting Database (ERD) will be made available at no charge for year 1 and will be invoiced for the remaining years based on the table, below.
ERD Pricing table
Term Year Cost
10/1/2024 – 9/30/2025 (1) Free for year 1
10/1/2025 – 9/30/2026 (2) $38,185.15
10/1/2026 – 9/30/2027 (3) $40,094.33
10/1/2027 – 9/30/2028 (4) $42,099.35
10/1/2028 – 9/30/2029 (5) $44,203.95
Pricing continued on next page.
PER AGREEMENT
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD
RESTON, VA 20190
PHONE: (571) 662-3147
EMAIL: [email protected]
ACCOUNTS PAYABLE M-91
20 CIVIC CENTER PLAZA, RM 326
SANTA ANA, CA 92701
JACQUES LAM
(714) 647-5467
City Council 13 – 151 10/1/2024
CITY OF SANTA ANA
FINANCE & MANAGEMENT SERVICES
AGENCY
PURCHASE ORDER
CONTRACT XXXX
SHOW NUMBER ON ALL PACKAGES,
INVOICES AND RELATED DOCUMENTS
52607 DESTINATION 10/01/2024
CITY OF SANTA ANA
FINANCE & MANAGEMENT SERVICES
AGENCY
PURCHASING DIVISION
09/30/2025 Source of
Quotation
SPEC NO. #24-087A
Vendor Estimated FOB Effective Date
Delivery Date
Agreement
End Date
Terms NET 45
V
E
N
D
O
R
MAIL INVOICES TO: CITY OF SANTA ANA
EMAIL INVOICES TO: [email protected]
DESCRIPTION TOTAL
Buyer
(REQUIRED IF OVER $6,000)
VENDOR’S COPY
VENDOR BILLING INSTRUCTIONS:
1. Invoice the City of Santa Ana and mail to: CITY OF
SANTA ANA ACCOUNTS PAYABLE M-91. 20 CIVIC
CENTER PLAZA RM 326, SANTA ANA, CA 92701
2. Invoices must reference the purchase order number
showing quantities, description, units and unit price.
3. Freight charges, when authorized, shall be prepaid and added to the invoice as a separate item.
4. OUT OF STATE VENDOR: California seller's permit or
Certificate of Registration - Use Tax, is required to
collect tax, otherwise the city will pay direct.
Purchasing
Manager:
GENERAL TERMS AND
CONDITIONS ON THE
REVERSE SIDE ARE INCORPORATED HEREIN.
AMOUNT NTE
$1,800,000
Pricing Delivery Details:
Additional licenses ordered mid-year will be based on the pricing table, below, and will be prorated to coterm with existing licenses. Renewal rates will be based on the aggregate number of licenses ordered by the City.
Pricing table for Multi-Solution SaaS 12-month license.
Term Year Total User Licenses Price per user
10/1/2024 – 9/30/2025 (1) 0 – 150 $3,007.83
150+ N/A
10/1/2025 – 9/30/2026 (2) 0 – 150 $3,158.22
150+ $1,718.22
10/1/2026 – 9/30/2027 (3) 0 – 150 N/A
150+ $2,056.14
10/1/2027 – 9/30/2028 (4) 0 – 150 N/A
150+ $2,158.95
10/1/2028 – 9/30/2029 (5) 0 – 150 N/A
150+ $2,266.89
APPROVED AS TO FORM:
_____________________
ASST. CITY ATTORNEY
APPROVED BY CITY COUNCIL MONTH DD, YYYY, ITEM XX, SPEC NO. XX-XXX.
CONTRACT AWARDED TO ONE VENDOR FOR AN ANNUAL AMOUNT NTE $360,000
PER AGREEMENT
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD
RESTON, VA 20190
PHONE: (571) 662-3147
EMAIL: [email protected]
ACCOUNTS PAYABLE M-91
20 CIVIC CENTER PLAZA, RM 326
SANTA ANA, CA 92701
JACQUES LAM
(714) 647-5467
City Council 13 – 152 10/1/2024
Library
www.santa-ana.org/library
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 1, 2024
TOPIC: Furniture for Main Library Renovation Project
AGENDA TITLE
Agreements with New Tangram, LLC dba Tangram Interiors, Goforth & Marti dba G/M Business Interiors, and J.K. Miklin, Inc. dba Yamada Enterprises for Public and Office Furniture and Installation Services for the Main Library Renovation Project (No. 24- 080A) (General Fund) (Revive Santa Ana)
RECOMMENDED ACTION
1. Authorize the City Manager to execute an agreement with New Tangram, LLC dba Tangram Interiors to provide and install public-facing and office furniture at the Main Library, in an amount of $674,658 plus a 15% contingency amount of $101,198, for a total amount not to exceed $775,856, for a term expiring December 31, 2026, with provision for one, one-year renewal option (Agreement No. A-2024-XXX).
2. Authorize the City Manager to execute an agreement with Goforth & Marti dba G/M Business Interiors to provide and install public-facing furniture at the Main Library, in an amount of $307,999 plus a 15% contingency amount of $46,200, for a total not-to-exceed amount of $354,199, for a term expiring December 31, 2026, with provision for one, one-year renewal option (Agreement No. A-2024- XXX).
3. Authorize the City Manager to execute an agreement with J.K. Miklin, Inc. dba Yamada Enterprises to provide and install library-specific furniture at the Main Library, in an amount of $411,964 plus a 15% contingency amount of $61,795 for a total not-to-exceed amount of $473,759, for a term expiring December 31, 2026, with provision for one, one-year renewal option (Agreement No. A-2024- XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Public library furniture and design plays a significant role in determining how the community interacts with their library and the importance they ascribe to its existence. If City Council 14 – 1 10/1/2024
Furniture for Main Library Renovation Project
October 1, 2024
Santa Ana residents believe they are being offered a high-quality public space, they are much more likely to return and utilize this important community resource in a positive and constructive manner.
To ensure the community’s needs will be met, a request for Proposals (RFP) No. 24- 080A for library furtniture was issued on June 6, 2024 on the City’s online bid management and publication system. The RFP split library public-facing furniture and office furniture across four packages to increase competition and ensure the best pricing possible for the Main Library Renovation Project. Furniture packages included public-facing furniture (i.e., TeenSpace seating, outdoor patio furniture, etc.), libraryspecific furniture (i.e., reader tables, circulation desk, service desk, etc.), and office furniture for staff use. A summary of vendor participation and results is as follows:
• 148 Vendors notified
• 4 Santa Ana vendors notified
• 41 Vendors downloaded the RFP packet
• 4 Proposals received
• 0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on July 17, 2024, and evaluated. Four proposals were submitted by the RFP deadline and three were determined to be responsive to the specifications and met the City’s requirements. The proposal submitted by The OfficeFurniture Solutions, Inc. was deemed non-responsive as it did not include the approved specifications of the RFP. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.
Staff recommends awarding agreements to the highest-ranked firms in each furniture package as follows:
Package & Description Vendor Location Exhibit
A - Public-Facing Furniture Goforth & Marti Irvine, CA Exhibit 1 B - Public-Facing Furniture New Tangram, LLC Newport Beach, CA Exhibit 2 C - Library-Specific Furniture J.K. Miklin, Inc. Huntington Beach, CA Exhibit 3 D - Office Furniture New Tangram, LLC Newport Beach, CA Exhibit 2 Each of the above-listed proposers demonstrated a firm understanding of the project’s aesthetic and needs; provided the best, most responsive furniture selections; understood the project goals and delivery timelines contingent upon construction completion; described ample experience working with libraries; and provided the most reasonable and competitive pricing for their respective categories.
Since Revive Santa Ana (American Rescue Plan Act) funds will be used for the furniture purchases, the agreements must be executed prior to the federal funding obligation deadline of December 31, 2024. However, construction completion for the Main Library Renovation Project is not anticipated until March 2026. To avoid storage fees and City Council 14 – 2 10/1/2024
Furniture for Main Library Renovation Project
October 1, 2024
ensure the furniture is installed at the appropriate time, the Library will postpone submitting furniture orders until approximately September 2025. A 15% contingency per agreement will help to offset any furniture selections that may be discontinued or cost increases that may be incurred prior to the furniture officially being ordered.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available in the following accounts, and will be presented to the City Council for approval of carryforward to FY 2024-25 as part of the citywide carryforward process. Additional proposed carryovers of unspent funds to future fiscal years will be presented to the City Council for approval as needed depending on the Main Library Renovation Project construction timeline.
The following table summarizes the funds budgeted for expenditure for furniture services:
Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account No.
Description
Amount
Existing Budget To Carryforward To FY 24-25
2024-25 18111013-66200
(22-1380)
American
Rescue Plan
Act (ARPA)
ARPA LIBRARY –
Buildings & Building
Improvements
$1,351,466
2024-25 01111017-66200
(22-1380) General Fund
Library Service
Enhancement –
Buildings & Building
Improvements
$252,346
Total $1,603,812
EXHIBIT(S)
1. Agreement with New Tangram, LLC dba Tangram Interiors
2. Agreement with Goforth & Marti dba G/M Business Interiors
3. Agreement with J.K. Miklin, Inc. dba Yamada Enterprises Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Alvaro Nuñez, City Manager
City Council 14 – 3 10/1/2024
CITY OF SANTA ANA
AGREEMENT WITH NEW TANGRAM, LLC, DBA TANGRAM INTERIORS TO
PROVIDE PUBLIC AND OFFICE FURNITURE AND INSTALLATION SERVICES
FOR THE MAIN LIBRARY RENOVATION PROJECT
THIS AGREEMENT is made and entered into this 1st day of October 2024 by and between New Tangram, LLC, a Michigan limited liability company dba Tangram Interiors (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).
RECITALS
A. On June 6, 2024, the City issued Request for Proposals (“RFP”) No. 24-080A, by which it sought a qualified contractor to provide library public furniture and modular officer furniture services.
B. Contractor submitted a responsive proposal that was selected by the City.
Contractor represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 24-080A.
C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional contracting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform the services described in the Scope of Work from RFP No. 24- 080A, attached hereto as Exhibit A and incorporated in full, and as further described in Contractor’s Proposal, attached hereto as Exhibit B and incorporated in full.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Contractor’s Fee Schedule, which is attached as Exhibit C and incorporated in full. The total sum to be expended under the term of this Agreement, including any extension periods, shall not exceed Seven Hundred Seventy-Five Thousand, Eight Hundred Fifty-Six and 00/100 Dollars ($775,856). The sum is comprised of (1) the base amount of $674,658 and (2) a fifteen percent (15%) contingency in the amount of $101,198 for additional services at the City’s sole discretion. b. Payment by City shall be made within forty-five (45) days following receipt of City Council 14 – 4 10/1/2024
proper invoice evidencing work performed, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers.
Contractor agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor’s account(s) with financial institutions.
c. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals and Scope of Work, which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above and terminate on December 31, 2026, unless terminated earlier in accordance with Section 17, below. The term of this Agreement may be extended for up to one (1) one-year period upon a writing executed by the City Manager and City Attorney.
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.
City Council 14 – 5 10/1/2024
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”).
Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.
7. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Contractor. a. Minimum Scope and Limit of Insurance
(1) Commercial General Liability (CGL). Insurance Services Office (“ISO”) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Require policy limits can be met with primary and umbrella/excess insurance policies.
(2) Automobile Liability (AL). ISO Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000.
(3) Workers’ Compensation. As required by the State of California, with statutory limits, and employer’s liability insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease.
This requirement can be waived if Contractor has no employees (4) Broader Coverage. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
City Council 14 – 6 10/1/2024
b. Other Insurance Provisions
The above required insurance policies are to contain or be endorsed to contain the following provisions:
(1) Additional Insured Status. The City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds on the CGL and AL policies with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. (2) Waiver of Subrogation. Contractor shall require its insurance company(ies) to waive all rights of subrogation against City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from performed by Contractor for City. (3) Primary Coverage. For any claims related to this contract, the Contractor’s insurance coverage shall be primary and any insurance or self-insurance maintained by City, its City Council, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
(4) Severability. A severability of interest provision must apply for all the additional insured, ensuring that Contractor’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
(5) Notice of Cancellation. Insurance policy(ies) herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.
(6) Certificate Holder. The Certificate Holder on each Evidence of the Insurance certificate shall be: City of Santa Ana, Attn: (name of department staff responsible for Agreement), 20 Civic Center Plaza M-XX (responsible staff’s department mail box), Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate.
c. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. City may require Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
City Council 14 – 7 10/1/2024
d. Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
e. Verification of Coverage. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them.
The City reserves the right to require complete, certified copies of all required insurance policies,including endorsements required by these specifications, at any time.
f. Claims Made Policies. If any of the required policies provide coverage on a claims-made basis:
(1) The retroactive date must be shown and must be before the date of the Agreement or the beginning of work.
(2) Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work.
(3) If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Contractor must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.
g. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor or its subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement.
This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, City Council 14 – 8 10/1/2024
by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney’s fees, for infringement of any United States’ letters patent, trademark, or copyright contained in the work product or documents provided by Contractor to the City pursuant to this Agreement.
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of City Council 14 – 9 10/1/2024
law; or (e) is independently developed by the Contractor without reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.
13. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:
To City: City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Executive Director
Library Services Agency
City of Santa Ana
20 Civic Center Plaza (M-75)
P.O. Box 1988
Santa Ana, CA 92702
To Contractor: New Tangram, LLC, dba Tangram Interiors
Attn: Nick Greenko, CFO
1375 Dove St., #300
Newport Beach, CA 92660
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and City Council 14 – 10 10/1/2024
Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City’s prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital City Council 14 – 11 10/1/2024
status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.
19. JURISDICTION-VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.
20. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
21. FUNDING-RELATED PROVISIONS
Funds from the Coronavirus State Fiscal Recovery Fund and/or the Coronavirus Local Fiscal Recovery Fund, together known as the Coronavirus State and Local Fiscal Recovery Funds (“CSLFRF”) program, will be used to fund all or a portion of this Agreement. As applicable, Contractor shall comply with all federal requirements including, but not limited to, the following, all of which are expressly incorporated herein by reference:
a. Sections 602 and 603 of the Social Security Act as added by Section 9901 of the American Rescue Plan Act of 2021 (the “Act”);
b. U.S. Department of the Treasury (“Treasury”) Final Rule for the Act, available at https://www.govinfo.gov/content/pkg/FR-2022-01-27/pdf/2022-00292.pdf; c. Treasury Compliance and Reporting Guidance for the Act, available at https://home.treasury.gov/system/files/136/SLFRF-Compliance-and-Reporting-Guidance.pdf; d. 2 C.F.R. Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, other than such provisions as the U.S. Department of the Treasury may determine are inapplicable to the CSLFRF program and subject to such exceptions as may be otherwise provided by the U.S. Department of the Treasury; City Council 14 – 12 10/1/2024
e. Treasury Coronavirus Local Fiscal Recovery Fund Award Terms and Conditions; and
f. Federal contract provisions attached hereto as Exhibit D and incorporated herein by reference.
Subcontracts, if any, shall contain a provision making them subject to all of the provisions stipulated in this Agreement. With respect to any conflict between such federal requirements and the terms of this Agreement and/or the provisions of state law and except as otherwise required under federal law or regulation, the more stringent requirement shall control.
22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signature page follows]
City Council 14 – 13 10/1/2024
SIGNATURE PAGE FOR
AGREEMENT WITH NEW TANGRAM, LLC, DBA TANGRAM INTERIORS TO
PROVIDE PUBLIC AND OFFICE FURNITURE AND INSTALLATION SERVICES
FOR THE MAIN LIBRARY RENOVATION PROJECT
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.
ATTEST: CITY OF SANTA ANA
________________________ _________________________
Jennifer L. Hall Alvaro Nuñez
City Clerk City Manager
APPROVED AS TO FORM CONTRACTOR
SONIA R. CARVALHO
City Attorney
By: _____________________ ____________________________
Brandon Salvatierra Nick Greenko
Deputy City Attorney Chief Financial Officer
RECOMMENDED FOR APPROVAL
____________________________
Brian Sternberg.
Executive Director
Library Services Agency
Nick Greenko (Sep 16, 2024 12:02 CDT)
City Council 14 – 14 10/1/2024
EXHIBIT A
City Council 14 – 15 10/1/2024
CITY OF SANTA ANA
Contractor shall perform services as set forth below and per Exhibit VI Furniture Specifications.
1. Contractor shall provide a dedicated local representative.
2. Contractor shall review drawing for completeness, accuracy, and proper application of product prior to installation.
3. Defective/Damaged Products/Missing Parts: Contractor shall notify City of defective /damaged / missing part products prior to delivery and place such products on re-order.
Contractor shall notify City of lead time on re-ordered products.
4. Partial Shipments: Partial shipments will not be accepted by the City unless authorized by the City.
5. Manufacturer/Factory Delays: Contractor shall notify City of any manufacturer/factory delays. City reserves the right to cancel orders due to manufacturer/factory delays, if it is in the best interest of the City. The City may elect to cancel order and seek equivalent product from another course.
The Contractor shall be held liable for price difference and the City may seek damages.
6. Missing Parts: At City’s request, Contractor shall provide usable and good quality loaner furniture for City’s use until missing parts are received and successfully installed to the satisfaction of the City.
7. Warehousing: Contractor(s) shall have the capacity to provide storage for office furniture ordered by the City when a project delay occurs. The Contractor(s) must provide warehousing at no cost to the City for a minimum of thirty (30) days. Please provide a monthly fee (to include any associated labor) for storage costs following the 30 days on Attachment J – Furniture Bid Form.
8. Any damage to City property incurred by Contractor will be repaired at the Contractor’s expense and any repairs will not be accepted unless approved by City.
9. Contractor shall pre-inspect furniture for quality, damages and/or completeness or order prior to scheduling delivery.
10. Contractor is responsible for the disposal of all packaging materials from products ordered by the City off and on City site. All trash and debris must be removed and disposed each day of installation in an appropriate manner.
11. Uncrating at location of delivery will not allowed unless authorized by City.
12. Furniture shall be delivered blanket wrapped, unwrapped, assembled, set in place, wiped clean of all fingerprints and function demonstrated to City.
13. Contractor shall ensure delivery site is left in a clean and orderly manner after installation is complete.
EXHIBIT I
SCOPE OF SERVICES
City of Santa Ana
City Council
RFP 24-080A
14 – 16 10/1/2024
EXHIBIT B
City Council 14 – 17 10/1/2024
CITY OF SANTA ANA
REQUEST FOR PROPOSALS NO. 24-080A
POINT OF CONTACT
Library Public Furniture and Modular Office Furniture Services Kimberly Barnow, Account Executive
[email protected] | 949.204.7231 City Council 14 – 18 10/1/2024 Table of Contents
01 04
07 08
02 05
03 06
Proposal Forms
Cover Letter
Proposed Work Plan
Service Provided
Agreement Statement
Cost Proposal
Design Renderings
Firm & Team Experience
Tangram Interiors | City of Santa Ana 2 City Council 14 – 19 10/1/2024 Tangram Interiors | City of Santa Ana 3
COVER LETTER
01 City Council 14 – 20 10/1/2024
Kimberly Barnow, Sales Executive
Maria Castro, Senior Management Analyst,
City of Santa Ana – Library Services Agency
26 Civic Center Plaza
Santa Ana, CA 92701
On behalf of me and the Tangram and Steelcase teams, I would like to thank you for the opportunity to respond to the City of Santa Ana Library Renovation project. As your Sales Executive, I will be your primary point of contact, supported by a fantastic team of cross-functional experts. Collectively our team has over 50+ years of project and industry experience. We are committed to providing the support and service needed for a successful and rewarding facility and I have no doubt that we will succeed in providing a satisfying customer experience.
There’s a chance we may not be your lowest bid. Tangram’s reputation in the industry, our ability to be a single resource for multiple applications, and the desire to be our client’s business partner vs. a furniture dealer come with deliverables that go far beyond the price of furniture, equipment, and construction.
I would like to highlight just some of the value services that differentiate Tangram from our competitors.
• Value Engineering – We realize there’s often a need for a value engineered approach. We would be happy to be a collaborative partner for any value engineering needs should they arise. Our vendor relationships and strong presence in the market allow us leverage as it relates to pricing, lead times, and any warranty/service issues which may arise. • Pricing – For a significant portion of the Steelcase package we were able to negotiate additional discounting above and beyond the national Sourcewell contract resulting in additional savings.
• Project Team Experience – You will see your team’s organizational chart in the attached submittal. Collectively we have over 50 years of experience working on education, healthcare, government, and commercial projects.
• Installation Issue Managements – Punch list items are addressed in real-time throughout the installation and are communicated between the installation and operations teams. • Daily Progress Reports – You will be provided a daily progress report, including photos, describing the work completed and what you can anticipate for the following day. This will take place for the duration of the project installation and until punch list items have been resolved.
Thank you very much for this opportunity and we look forward to your feedback. If you have any questions or clarification needed on our proposal, don’t hesitate to reach out.
Sincerely,
Tangram Interiors | City of Santa Ana 4 City Council 14 – 21 10/1/2024 Tangram Interiors | City of Santa Ana 5
PROPOSAL FORMS
02 City Council 14 – 22 10/1/2024
CITY OF SANTA ANA
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER’S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions.
__________________________________________________________________________________
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
__________________________________________________________________________________
BUSINESS ADDRESS
__________________________________________________________________________________
PRINTED NAME OF AUTHORIZED AGENT TITLE
__________________________________________________________________________________
SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
__________________________________________________________________________________
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE)
__________________________________________________________________________________
CITY OF SANTA ANA BUSINESS LICENSE NUMBER
(PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT A
PROPOSER’S CERTIFICATION, PROPOSAL PRICING
City of Santa Ana RFP 24-080A Page 33 of 42
New Tangram, LLC dba Tangram Interiors
1375 Dove St #300, Newport Beach, CA 92660
Kimberly Barnow
37-1428740
349195 (See Next Page)
835539
Account Executive
[email protected]
(562) 365-5000
Tangram Interiors | City of Santa Ana 6 City Council 14 – 23 10/1/2024 Tangram Interiors | City of Santa Ana 7 City Council 14 – 24 10/1/2024
CITY OF SANTA ANA
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
__________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
__________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT B
REFERENCES
City of Santa Ana RFP 24-080A Page 34 of 42
Davie Gonzalez
Ms. Griselda Lara
Kyle Cason
City of West Hollywood
City of Chino
City of Whittier
8300 Santa Monica Blvd.
13220 Central Avenue
13230 Penn St
West Hollywood, CA 90069
Chino CA 91710
Whittier, CA 90602
323.848.6857
909.334.3481
562.567.9500
[email protected]
[email protected]
[email protected]
$600,000
$1.5M
$1.2M
Steelcase, ancillary and outdoor products for the WEHO Aquatic Park Steelcase, ancillary and outdoor products for the WEHO Aquatic Park Design, procure and install workstations, private offices & ancillary product if multiple departments throughout City Hall
2022
February 2023 – Present and Ongoing
February 2023 – Present and Ongoing
CITY OF SANTA ANA
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
__________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
__________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT B
REFERENCES
City of Santa Ana RFP 24-080A Page 34 of 42
Tangram Interiors | City of Santa Ana 8 City Council 14 – 25 10/1/2024
CITY OF SANTA ANA
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or proposer’s bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer’s bond substituted in lieu thereof shall be returned to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP.
Firm________________________________________________________________________________ Signed and Printed Name: ______________________________________________________________ Title ________________________________________________________________________________ Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT C
PROPOSER’S STATEMENT
City of Santa Ana RFP 24-080A Page 35 of 42
New Tangram, LLC dba Tangram Interiors
7/17/24
Chief Financial Officer
Nick Greenko
Tangram Interiors | City of Santa Ana 9 City Council 14 – 26 10/1/2024 Tangram Interiors | City of Santa Ana 10 City Council 14 – 27 10/1/2024
CITY OF SANTA ANA
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.
Signed:
Title:
Firm:
Date:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT E
NON-LOBBYING CERTIFICATION
City of Santa Ana RFP 24-080A Page 37 of 42
New Tangram, LLC dba Tangram Interiors
Chief Financial Officer
7/17/24
Tangram Interiors | City of Santa Ana 11 City Council 14 – 28 10/1/2024
CITY OF SANTA ANA
The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows:
1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders.
1. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law.
2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract
ATTACHMENT F
NON-DISCRIMINATION CERTIFICATION
City of Santa Ana RFP 24-080A Page 38 of 42
Tangram Interiors | City of Santa Ana 12 City Council 14 – 29 10/1/2024
CITY OF SANTA ANA
or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title:
Firm:
Date:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City of Santa Ana RFP 24-080A Page 39 of 42
New Tangram, LLC dba Tangram Interiors
Chief Financial Officer
7/17/24
Tangram Interiors | City of Santa Ana 13 City Council 14 – 30 10/1/2024
CITY OF SANTA ANA
On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities.
Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov.
They no longer have to go to a third-party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government.
This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity’s registration from SAM.gov, including UEI and active registration status.
Proposer’s UEI:_______________________________________________ SAM.gov Registration Expiration Date:_____________________________ THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT G
SAM.GOV UEI VERIFICATION
City of Santa Ana RFP 24-080A Page 40 of 42
SD87V9A7YPP2
2024
Tangram Interiors | City of Santa Ana 14 City Council 14 – 31 10/1/2024 Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part VII of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification)
1. Pursuant to 2 CFR 180.335, the prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals:
a. Are not presently excluded or disqualified;
b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) or had a civil judgment rendered against them for one of those offenses within that time period.
c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses listed in 2 CFR 180.800(a); and
d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years for cause or default.
2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
Consultant
Name and Title of Official Authorized to Certify
On Behalf of the Consultant
_______________________________________
Date
ATTACHMENT H ATTACHMENT H
CERTIFICATION REGARDING DEBARMENT, INELIGIBILITY AND VOLUNTARY EXCLUSION City of Santa Ana RFP 24-080A Page 41 of 42
Nick Greenko, Chief Financial Officer
7/17/24
Tangram Interiors | City of Santa Ana 15 City Council 14 – 32 10/1/2024
INSTRUCTION FOR CERTIFICATION
1. By signing and submitting this proposal, the prospective recipient of Federal assistance funds is providing the certification as set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) may pursue available remedies, including suspension and/or debarment.
3. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous whom submitted or has become erroneous by reason of changed circumstances.
4. The terms “covered transaction”, “debarment”, “suspension”, “disqualified,” “ineligible”, “lower tier covered transaction”, “participant”, “person”, “primary covered transaction”, “principal”, “proposal”, and “voluntarily excluded”, as used in this cause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective recipient of Federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, disqualified, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the DOL.
6. The prospective recipient of Federal assistance funds agrees by submitting this proposal, that it will include the clause title “Certification Regarding Debarment, Suspension, Ineligible, or voluntarily excluded from the covered transaction” unless it knows that the certification is erroneous.
7. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
8. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment.
ATTACHMENT H
CERTIFICATION REGARDING DEBARMENT, INELIGIBILITY AND VOLUNTARY EXCLUSION ATTACHMENT H (continued)
CERTIFICATION REGARDING DEBARMENT, INELIGIBILITY AND VOLUNTARY EXCLUSION City of Santa Ana RFP 24-080A Page 42 of 42
Tangram Interiors | City of Santa Ana 16 City Council 14 – 33 10/1/2024 Tangram Interiors | City of Santa Ana 17
SERVICES PROVIDED
03 City Council 14 – 34 10/1/2024
Agreement Statement
A description of proposed services to be
provided and how they meet the needs of the
City as described in EXHIBIT I – Scope of
Services and EXHIBIT VI – Furniture
Specifications.
Tangram Shall perform services as set forth
by the City of Santa Ana according to Exhibit
I below and comply with Exhibit VI – Furniture
Specifications. CITY OF SANTA ANA
Contractor shall perform services as set forth below and per Exhibit VI Furniture Specifications.
1. Contractor shall provide a dedicated local representative.
2. Contractor shall review drawing for completeness, accuracy, and proper application of product prior to installation.
3. Defective/Damaged Products/Missing Parts: Contractor shall notify City of defective /damaged / missing part products prior to delivery and place such products on re-order.
Contractor shall notify City of lead time on re-ordered products.
4. Partial Shipments: Partial shipments will not be accepted by the City unless authorized by the City.
5. Manufacturer/Factory Delays: Contractor shall notify City of any manufacturer/factory delays. City reserves the right to cancel orders due to manufacturer/factory delays, if it is in the best interest of the City. The City may elect to cancel order and seek equivalent product from another course.
The Contractor shall be held liable for price difference and the City may seek damages.
6. Missing Parts: At City’s request, Contractor shall provide usable and good quality loaner furniture for City’s use until missing parts are received and successfully installed to the satisfaction of the City.
7. Warehousing: Contractor(s) shall have the capacity to provide storage for office furniture ordered by the City when a project delay occurs. The Contractor(s) must provide warehousing at no cost to the City for a minimum of thirty (30) days. Please provide a monthly fee (to include any associated labor) for storage costs following the 30 days on Attachment J – Furniture Bid Form.
8. Any damage to City property incurred by Contractor will be repaired at the Contractor’s expense and any repairs will not be accepted unless approved by City.
9. Contractor shall pre-inspect furniture for quality, damages and/or completeness or order prior to scheduling delivery.
10. Contractor is responsible for the disposal of all packaging materials from products ordered by the City off and on City site. All trash and debris must be removed and disposed each day of installation in an appropriate manner.
11. Uncrating at location of delivery will not allowed unless authorized by City.
12. Furniture shall be delivered blanket wrapped, unwrapped, assembled, set in place, wiped clean of all fingerprints and function demonstrated to City.
13. Contractor shall ensure delivery site is left in a clean and orderly manner after installation is complete.
EXHIBIT I
SCOPE OF SERVICES
Tangram Interiors | City of Santa Ana 18 City Council 14 – 35 10/1/2024 Tangram Services
Tangram Interiors partners with 300+ furniture makers
to help you create stylish and functional spaces for
offices, schools, and healthcare settings. We work
closely with you to match your design preferences,
budget, and timeline. By collaborating with a wide
range of manufacturers, we can provide high-quality
furniture at competitive prices for projects of any size or complexity.
Our partner, Studio Other, designs custom furniture to
express your brand in beautifully crafted workplaces.
We aim to make your vision a reality, redefining
how you work with a unique design experience.
Collaborating with creative architects, designers, and
brands that embrace uniqueness, we engage clients
who are hands-on, risk-takers, and seeking partners to
bring their concepts to life.
Our experts revive old furniture by renewing different
materials like wood, laminate, and metal. They’re also
skilled in refurbishing and reupholstering. We offer
cleaning services for furniture, wall coverings, flooring, and seating to eliminate years of wear and tear and
bring back the original look and feel.
Our Tech team knows how technology boosts
communication, aids mobility, improves collaboration,
and drives business success. Whether it’s HD
telepresence boardrooms, surround sound theaters,
enterprise-wide streaming, or managing your tech and
building systems, we have it all covered.
Our Ancillary Specialists are a bit like furniture
matchmakers. Sourcing the comfy and stylish pieces
you see in office lounges, meeting rooms, and other
casual areas—spaces that aren’t your main work areas
but still matter. We’re talking lounge chairs, sofas, and trendy tables. They know a lot about furniture and use
their connections to find what you need. They focus on
what you want, how it looks, the cost, and when you
need it.
Whether you’re relocating within your facility or
undergoing a large-scale move, Tangram provides
expert Move Management Services. Our on-site project
manager oversees the planning and execution of the
entire process. With more than 210,000 square feet of
company-owned warehouse space, we have complete
control over all aspects ensuring a seamless experience for our clients.
Architectural walls are flexible walls that can be easily taken apart and reused, allowing you to customize
your office layout as needed. These demountable wall
systems offer great versatility, enhancing the visual
appeal of your space while providing benefits like a
superior fit and finish and effective sound privacy. Unlike traditional stick-built construction, these systems can’t be matched in terms of speed and cost-effectiveness.
Tangram Construction Trades aims to make
subcontracting easier with clear communication,
precise installations, and hard work. Acting as a unified subcontractor with in-house resources, we handle
various tasks, ensuring a hassle-free process for clients and partners. Our commitment is to deliver every
project on time and within budget.
CONTRACT FURNITURE
CUSTOM FURNITURE
FURNITURE REFURBISHMENT
AUDIO/VISUAL INTEGRATION
ANCILLARY SPECIALISTS
MOVE + ASSET MANAGEMENT
ARCHITECTURAL WALLS + FALKBUILT
CONSTRUCTION TRADES
Tangram Interiors | City of Santa Ana 19 City Council 14 – 36 10/1/2024 Tangram Interiors | City of Santa Ana 20
AGREEMENT STATEMENT
04 City Council 14 – 37 10/1/2024
Agreement Statement
Proposal shall include a statement outlining
your concurrence or concerns with any and all
provisions as contained in EXHIBIT II – Sample
Agreement and EXHIBIT IIIB
Federal Contract Provisions of this RFP (if any).
Tangram Agrees and has no concerns with any
provisions.
Tangram Interiors | City of Santa Ana 21 City Council 14 – 38 10/1/2024 Tangram Interiors | City of Santa Ana 22
FIRM AND TEAM EXPERIENCE
05 City Council 14 – 39 10/1/2024
NEWPORT BEACH
1375 Dove Street, #300
Newport Beach, CA 92660
SANTA FE SPRINGS, CA (HQ)
9200 Sorensen Avenue
Santa Fe Springs, CA 90670
DALLAS - FORT WORTH
REGIONAL HEADQUARTERS
300 South Pearl Expressway, #200
Dallas, TX 75201
DOWNTOWN LA
527 West 7th Street, #1201
Los Angeles, CA 90014
BAKERSFIELD
7415 Meany Avenue
Bakersfield, CA 93308
FRESNO
7700 N. Palm Ave, Suite 110,
Fresno, CA 93711
Intro to Tangram
Tangram was founded in 1963. Today, we are the
leading interiors solutions provider in Southern
California with over 400 employees across offices in
Downtown Los Angeles, Newport Beach, Santa Fe
Springs, Fresno and Bakersfield. In 2023, Tangram
opened a new showroom and regional headquarters
in Dallas, Texas.
Over the years we have nurtured a collaborative and
people-focused culture because we believe people
fuel innovation. That culture has led to the organic
growth of five business units which complement our
core furniture offering: flooring, fabrication, custom
furniture, move + asset management and audiovideo design and integration.
Tangram is currently a flagship dealership for
Steelcase, Inc. In the past four years, Tangram’s
annual sales volume has been top five for all North
American Steelcase dealerships serving thousands
of small, medium and large accounts. Annual Sales
reached a record high $263M in 2023.
Tangram is a proud WBENC-Certified Women’s
Business Enterprise (WBE).
Tangram Interiors | City of Santa Ana 23 City Council 14 – 40 10/1/2024 Project Team
POINT OF CONTACT
Kimberly Barnow
Michelle Gibbs
Kellie Reed
Traci Briggs
Jennifer King
Cassidy Briggs
Sales Executive
Designer
Vice President of OC
Sales + Healthcare
Client Support Specialist
Steelcase, Client
Business Manager
Project Manager
[email protected]
949.204.7231
[email protected]
562.900.5319
[email protected]
559.281.2699
[email protected]
949.955.6764
[email protected]
678.674.5363
[email protected]
949.486.510
Tangram Interiors | City of Santa Ana 24 City Council 14 – 41 10/1/2024 Tangram Interiors | City of Santa Ana 25
PROPOSED WORK PLAN
06 City Council 14 – 42 10/1/2024
Scope of Service Statement
Proposal shall include a statement demonstrating
the firm’s understanding of the Scope of Services.
Tangram Shall perform services as set forth by the
City of Santa Ana according to Exhibit I below and
comply with Exhibit VI – Furniture Specifications
Tangram Interiors | City of Santa Ana 26 City Council 14 – 43 10/1/2024 Design & Implementation
Our most essential self-imposed requirement is to
provide a creative, out-of-the box client experience as we find, profile, and select the hundreds of different
products that will constitute the Furniture Package.
By nature, we are not prescriptive in our approach
to envisioning our clients’ environments, or the
products that follow. Our ideal scenario is to work
shoulder-to-shoulder in formulating the solution set
with the integrated team, utilizing our human and
digital resources to their highest potentials. Due to
our wide range of experience and knowledge as
it relates to vendor and material providers, we can
iterate quickly and tailor solutions to a client’s budget, functionality demands, and aesthetic aspirations.
Our experience tells us that clients quickly recognize
the difference between cost and value. Therefore,
instead of chasing a low cost, we leverage our creative team to create and propose several options for
consideration, spanning the range of cost, function,
and aesthetic. Once you’ve focused on a narrower
group of selections for each item, we then create a
competitive environment between manufacturers,
leveraging for their best discounted cost.
Our team operates best when we are involved upstream
in the Design Development process. A furniture
design package has four defining values: functionality, aesthetic, cost and desired user experience. Because
we are the experts as it relates to our products, their purpose, and the wide range of solutions in the
marketplace, our expertise is best leveraged early in
the process, when real progress in all four defining
values can be made through a communicative process.
We seamlessly integrate our internal team into the
larger project team in order to foresee changes
to the schedule and plan accordingly. Should the
schedule become compressed (which happens quite
often) we increase manpower to accommodate the
requirements of the schedule. In the event that we
are being asked to work multiple shifts and incur
overtime, we create the applicable cost-scenarios
within 48 hours of receiving schedule notification.
Cost and schedule are further managed by our
infrastructure, as well as that of our partners.
Steelcase’s SAP-driven back-end system allows us
a great deal of flexibility with regards to scheduling
our direct shipments of furniture for installation. By
using direct shipments, we avoid costly and timeconsuming warehousing and double-handling.
As one of the largest provider of contract furniture
dealers in Southern California, we receive the best
pricing from our installation subcontractors, which
is passed onto you in the form of lower install
costs and/or higher degrees of service, as well
as follow-up during installation. We also use our
position as a Top 5 Steelcase dealer nationwide
to leverage for best pricing with our top partners.
This gives us the control and flexibility to tailor our costs to the budgetary demands of our clients.
USER COMFORT ADJUSTMENTS
A RANGE OF COSTS, FUNCTIONS
+ AESTHETICS
EARLY INVOLVEMENT
SCHEDULE CONTROL
ACHIEVING THE BEST PRICING
Tangram Interiors | City of Santa Ana 27 City Council 14 – 44 10/1/2024 Project Schedule
ID Task Name Duration Start Finish
1 Furniture schedule 452 days Thu 6/20/24 Fri 3/13/26
2 Pre-Proposal Meeting 1 day Thu 6/20/24 Thu 6/20/24
3 RFP Response 1 day Thu 7/11/24 Thu 7/11/24
4 Project Award 1 day Fri 8/9/24 Fri 8/9/24
5 Design Meetings 270 days Mon 8/12/24 Fri 8/22/25
6 Final specification / layout approval 1 day Fri 8/29/25 Fri 8/29/25 7 Internal audit of specification 15 days Mon 9/1/25 Fri 9/19/25 8 Quote issued 1 day Fri 9/26/25 Fri 9/26/25
9 PO Received / Order Entry 1 day Fri 10/17/25 Fri 10/17/25 10 Order, production, & shipping 90 days Mon 10/20/25 Fri 2/20/26 11 Project Execution 10 days Mon 2/23/26 Fri 3/6/26
12 Punch and project approval complete 5 days Mon 3/9/26 Fri 3/13/26 Pre Proposal Meeting
RFP Response
Project Award
Design Meetings
Final specification layout approval
Internal audit of specification
Quote issued
PO Received Order Entry
Order, production, & shipping
Project Execution
Punch and project approval complete
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar 2nd Half 1st Half 2nd Half 1st Half
Task
Split
Milestone
Summary
Project Summary
Inactive Task
Inactive Milestone
Inactive Summary
Manual Task
Duration-only
Manual Summary Rollup
Manual Summary
Start-only
Finish-only
External Tasks
External Milestone
Deadline
Progress
Manual Progress
City of Santa Ana
26 Civic Center Plaza
Santa Ana, CA 92701
Preliminary Furniture Schedule