Statement of Work
Visalia, California
SaaS Migration Services
1/9/2025
Version 1.2
Accela, Inc.
2633 Camino Ramon
Suite 120
San Ramon, CA 94583
Tel: 925-659-3200
TABLE OF CONTENTS
TABLE OF CONTENTS 2
DOCUMENT CONTROL 3
INTRODUCTION 4
Overview 4
SCOPE OF SERVICES 4
Work Description 4
OUT OF SCOPE 5
PROJECT ASSUMPTIONS 5
General Project Assumptions 5
Integration Assumptions 5
Project Timeline 6
Project Completion 6
Projects Put On Hold 6
PAYMENT TERMS 6
Payment Schedule 6
Expenses 6
Contract Sum 6
ADMINISTRATION 6
Change Oders 6
Expiration 7
Disclaimers 7
SIGNATURES 8
APPENDIX A: CHANGE ORDER FORM 9
Signature and Acceptance 9
DOCUMENT CONTROL
Date
Author
Version
Change Reference
12/11/2023
J. White
1.0 SOW Creation
12/12/2024
J. White
1.1 Updates to report scope, add doc extract interface, and pricing based on 12/12 meeting 1/9/2025
J. White
1.2 Add transition of SQL scripts for bulk loading parcels
INTRODUCTION
Overview
This Statement of Work (“SOW”) dated 12/12/2024 sets forth the scope and definition of the project-based professional services (collectively, the “Services”) to be provided by Accela, Inc., its affiliates and/or agents (“Accela”) to Visalia, California (“Agency” or “Customer”).
The products and services contained herein shall be governed by the Subscription Services Agreement located at www.accela.com/terms/.
This statement of work represents a Fixed Fee based engagement.
SCOPE OF SERVICES
Accela will provide services to the Agency for migrating the Accela on-premise Land Management instance to the Accela Cloud based on the materials provided by the Agency in the SaaS Migration Questionnaire.
Import/upgrade of MS SQL DBs (up to 3 environments: Support, Test, Production) Assistance migrating 6 specific interfaces:
GIS (including APO load)
Credit Card Payment Adapter (PayPal)
Bluebeam
Selectron IVR
California State License Board (CSLB)
Building Permit Document Extract
Migration of up to 175 Crystal reports
Convert SQL scripts for loading parcel sets and associated records to EMSE Assist in integrating Azure SSO
Up to 20 hour of issue resolution and testing assistance Go live planning and cutover assistance
Products
The following Accela products are in scope for this Project:
Accela Automation
Accela Citizen Access
Accela GIS
Accela Mobile
Work Description
Accela will perform a migration of the customer’s on-premise Accela environments using MS SQL (up to 3 environments: Support, Test, Production) to the Accela SaaS platform.
Steps:
Customer provides an updated backup of the MS SQL databases for the environments to be migrated Perform the database migration (Accela, Jetspeed, AGIS, and ADS databases as required) Copy database to Accela site
Execute preparation and remediation scripts; drop any custom objects Import data from the MS SQL DB into Accela SaaS SQL instance Execute validation scripts to confirm the schema
Provision tenant instance in Accela SaaS
Update environment specific data in the databases
Start Accela services and validate the system is functional i.e. login, search, create records, etc.
Execute automated test tool to ensure proper system functionality Customer performs migration validation
Remediate any data issues that found from the migration Provide the customer with a backup of the revised SQL DB Upgrade Master Scripts to current version
Convert SQL scripts for loading parcel sets and associated records to EMSE Unit test and ensure functionality in the SaaS environment Migrate and Test integrations
Repoint service endpoints to new URLs
Adjust firewall rules and network topologies as necessary Update interface EMSE scripting dependences for Azure compatibility Migrate and update Crystal reports (maximum of 175)
Import reports into the Accela SaaS environment
Update reports to remove dependencies on custom objects (stored procedures, functions) Facilitate customer testing and remediate any issues found resulting from migration Validate Ad Hoc reports
Remove dependencies on custom views where possible
Convert to SSRS as needed
Develop go live plan
Final go-live/roll back decision
Execute go live plan
2 weeks of post go live support from the project team
OUT OF SCOPE
Any Coding, conversion or additional services not specifically described in this document is the responsibility of Agency.
PROJECT ASSUMPTIONS
General Project Assumptions
Agency will provide the necessary data, files, and other specified inputs to perform the work described in this agreement. These items will be uploaded to secure Azure storage by the Agency. Failure to provide these items in a timely fashion will result in a project delay. Such a delay will result in a Change Order.
Agency will ensure that Accela resources have access to a Dev or Test version of the 3rd party systems for interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3rd party system.
Agency will provide source code for relevant interfaces in scope. If source code is unavailable, then the project may be delayed or addition cost may result from the re-development of a new interface.
Integration Assumptions
Agency will be responsible for hosting custom interfaces unless otherwise specified in the Accela SaaS License Agreement.
The agency will purchase the Enhanced Reporting Database (ERD) as part of their SaaS license. If the agency does not purchase ERD, then additional scope may be required to migrate interfaces.
Project Timeline
The project is estimated to take 24 weeks. The projected start date for the Project is forty-five (45) calendar days after mutual acceptance and signature of this SOW.
Project Completion
Upon completion of the work defined above, this contract will be closed.
Projects Put On Hold
It is understood that sometimes Agency priorities are revised requiring the Agency to place the Accela implementation on hold. The Agency must send a formal written request sent to Accela to put the project on hold. Delays of 2 weeks or more that have a tangible impact to Accela’s resource plan are subject to change order.
If an Agency-based delay puts the project on hold for more than 90 days, Accela reserves the right to terminate the contract and negotiate new terms. If an Agency-based delay puts the project on hold past the termination period, Accela reserves the right to terminate the contract at the time of the delay. After that time, Accela can choose to cancel the rest of the Statement of Work. To finish the project will require a new Statement of Work at new pricing.
PAYMENT TERMS
Payment Schedule
50% due at contract signing $57,050.
50% invoiced at completion $57,050.
Expenses
There is no provision for travel expenses or travel time in this SOW because Agency does not need any onsite resources. Travel to the Agency will not be conducted unless a Change Order, inclusive of travel expense terms and conditions, is signed prior to travel commencing to cover the cost of the travel.
Contract Sum
The total estimated amount payable under this SOW, as calculated from the above-mentioned fees, is $114,100. This estimated price is based on the information available at time of signing and the assumptions, dependencies and constraints, and roles and responsibilities of the Parties, as stated in this SOW.
ADMINISTRATION
Change Oders
In order to make a change to the scope of Professional Services in this SOW, and subject to the Disclaimers below, Agency must submit a written request to Accela specifying the proposed changes in detail. Accela will submit to Agency an estimate of the charges and the anticipated changes in the delivery schedule that will result from the proposed change in the Professional Services Change Order. Accela will continue performing the Professional Services in accordance with the SOW until the parties agree in writing on the change in scope of work, scheduling, and fees therefore. Any Change Order will be agreed to by the parties in writing prior to implementation of the Change Order. If Accela’s effort changes due to changes in timing, roles, responsibilities, assumptions, scope, etc. or if additional support hours are required, a change order will be created that details these changes, and impact to project and cost (if any). Any change order will be signed by Accela and Agency prior to commencing any activities defined in the change order. Standard blended rate for Accela resources is $250 per hour. The Change Order Template is attached hereto as Appendix A.
Expiration
The scope and terms of this SOW must be executed as part of the Professional Services Agreement within sixty (60) calendar days of the date of this SOW. If the SOW is not executed, the current scope and terms can be renegotiated.
Disclaimers
Accela makes no warranties in respect of the Services described in this SOW. Any configuration of or modification to the Product that can be consistently supported by Accela via APIs, does not require direct database changes and is capable of being tested and maintained by Accela will be considered a “Supported Modification”. Accela’s obligations and warranties in respect of its Services, Products, and maintenance and support, as set out the agreement between Accela and Agency, does not extend outside the Supported Modifications or to any Agency manipulation of implemented scripts, reports, interfaces and adaptors.
In the event Agency requires significant changes to this SOW (including cumulative revisions across any one or more Change Orders) which Accela reasonably determines (a) is a material modification of the nature or scope of Services as initially contemplated by the Parties under this SOW and/or (b) is significantly outside the Supported Modifications, Accela may, upon no less than thirty (30) days’ notice to Agency, suspend or terminate this SOW and/or any Change Order issued hereunder. In the event of any such termination or suspension, the parties will work together in finalizing agreed-upon Deliverables.
SIGNATURES
This Statement of Work is agreed to by the parties and made effective upon the date of last signature. If undated by Agency, the effective date will be as of the Accela signature hereto.
ACCELA, INC. Visalia, California
Authorized Signature Authorized Signature
Name - Type or Print Name - Type or Print
Title Title
Date Date
APPENDIX A: CHANGE ORDER FORM
Agency:
CO #:
Project Code:
Date:
Contract ID:
Initiating Department:
Initiated By:
PROJECT CHANGE DESCRIPTION/TASK SUMMARY:
[Description of Change #1 – Issue details/scope impact, add as many as needed] Schedule impact:
Resource impact:
Cost impact:
Etc.
Total Project Schedule Impact: [Enter]
Total Project Resource Impact: [Enter]
Total Project Cost Impact: [Enter]
BILLING TERMS:
Please describe the method by which Accela may bill the customer. Typically for CO’s this is T&M.
EXPIRATION:
If this is a CO for a bucket of T&M hours there needs to be an expiration date Signature and Acceptance
The above Services will be performed in accordance with this Change Order/Work Authorization and the provisions of the Contract for the purchase, modification, and maintenance of the Accela systems. The approval of this Change Order will act as a Work Authorization for Accela and/or Agency to perform work in accordance with this Change Order, including any new payment terms identified in this Change Order. This Change Order takes precedent and supersedes all other documents and discussions regarding this subject matter.
Accepted By:
Accepted By:
Accela, Inc.
By:
By:
Print Name:
Print Name:
Title:
Title:
Date:
Date:
Statement of Work Page 1 of 54
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