ACCELA Agreement 60 2
•
MAINTENANCE AGREEMENT
1. Parties ACCELA CUSTOMER
Accela, Inc. City of Miami Beach, Florida
2633 Camino Ramon, Suite 120 1755 Meridian Avenue, 4th Floor
Bishop Ranch 3
San Ramon, California 94583 Miami Beach, Florida 33139
Attention: Contracts Administration Attention: Director of IT,
Assistant Building Director
T: 925.659.3200 T: 305.673.7000
F: 925.407.2722 F: N/A
e -Mail: contractsadmin @accela.com e -Mail: N/A
This Maintenance Agreement ( "MA ") is intended for the exclusive benefit of the Parties; nothing herein will be
construed to create any benefits, rights, or responsibilities in any other parties.
2. Term and Termination
2.1 Term Provided that Customer signs and returns this MA to Accela no later than May 31, 2011, this
MA is effective as of date of Customer's signature ( "Effective Date ") and will continue for a period of five
(5) years. Customer may elect to continue its maintenance coverage for additional annual terms by
paying to Accela the fees associated with such terms when these are due; said fees will be calculated
as twenty percent (20 %) of the then - current list license fees. Should Customer fail to renew its
maintenance coverage or pay the applicable fees, Accela reserves the right to withhold all support. If
Customer resumes maintenance coverage after one or more periods without such coverage, Customer
will pay an amount equivalent to one hundred ten percent (110 %) of all maintenance fees attributable to
the period(s) without coverage, as such fees are calculated based upon pricing in effect at the time of
resumption of maintenance coverage.
2.2 Termination Either party may terminate if the other party materially breaches this MA and, after
receiving a written notice describing the circumstances of the default, fails to correct the breach within
thirty (30) calendar days. Upon any termination or expiration of this MA, all rights granted to Customer
are cancelled and revert to Accela.
3. Scope of Maintenance
3.1 Maintenance Services
3.1.1 Telephone Support Accela will provide Customer with a telephone number to contact the
Customer Resource Center (CRC), Accela's live technical support facility, which is available
from 4:00 a.m. until 6:00 p.m. Pacific time Monday through Friday, excluding Accela's
observed holidays.
3.1.2 E -Mail Support Accela will provide Customer with one or more electronic mail addresses to
which Customer may submit routine or non - critical support requests, which Accela will address
during its regular business hours.
3.1.3 Online Support Accela will provide Customer with access to archived software updates and
other technical information in Accela's online support databases, which are continuously
available.
Maintenance Agreement (MA), Version 06122009 Page 1 of 8
3.1.4 Remote Support When required to properly resolve a maintenance request, Accela will
provide remote assistance to Customer via the WebExTM Meeting CenterTM environment or
another mutually - acceptable remote communications method.
3.1.5 On -Site Support If Customer does not wish for Accela to resolve its maintenance requests
remotely, Accela will provide on -site assistance to Customer at Accela's then - current time -
and- materials rates. In addition to these charges, Customer will compensate Accela for
associated airfare, lodging, rental transportation, meals, and other incidental expenses as
such expenses accrue.
3.1.6 Software Updates Accela will provide revisions of and enhancements to maintained software
products to Customer as such updates are generally - released by Accela. Software updates
will be delivered or made available to Customer for electronic download from Accela's File
Transfer Protocol ( "FTP ") site.
3.2 Maintenance Limitations
3.2.1 Limitations Generally The following are not covered by this MA, but may be separately
available at rates and on terms which may vary from those described herein:
a) Services required due to misuse of the Accela- maintained software products;
b) Services required due to software corrections, customizations, or modifications not
developed or authorized by Accela;
c) Services required by Customer to be performed by Accela outside of Accela's usual
working hours; Accela will provide Customer with a telephone number to contact
designated off-hours technical support personnel during such hours as the CRC is
unavailable. The time - and - materials cost for such off -hours support will be $250.00
per hour, calculated in fifteen - minute (quarter -hour) increments. Such charges will be
due as accrued and payable as described in Subsection 3.4.2 below.
d) Services required due to external factors including, but not necessarily limited to,
Customer's use of software or hardware not authorized by Accela;
e) Services required to resolve or work - around conditions which cannot be reproduced
in Accela's support environment;
f) Services which relate to tasks other than maintenance of Customer's existing
implementation and configuration of the Accela- maintained software products
including, but not necessarily limited to, enhancing or adapting such products for
specific operating environments;
g) Services requested by Customer to implement software updates provided by Accela
pursuant to this MA; and
h) New or additional applications, modules, or functionality released by Accela during
the term of this MA.
3.2.2 Legacy Releases Accela will provide maintenance support for the current release of each of
its maintained software applications and for the release immediately preceding such current
release. All other releases are deemed to be "Legacy Releases ". Accela will respond to
maintenance requests concerning Legacy Releases only using currently - available information.
Services requiring additional research, engineering -level support, or coding or programming by
Accela will not be provided pursuant to this MA, but may be separately available at rates and
on terms which may vary from those described herein.
3.3 Warranty Accela will commence and complete the maintenance obligations described in this MA in a
good and workmanlike manner, consistent with the practices and standards of care generally- accepted
Maintenance Agreement (MA), Version 06122009 Page 2 of 8
within and expected of Accela's industry, to ensure that the operation of the maintained software
products does not materially differ from documented specifications. Accela may make repeated efforts
within a reasonable time period to resolve maintenance requests. When a maintenance request cannot
be resolved, Customer's exclusive remedy will be damages in an amount equal to the total of
maintenance fees paid to Accela for the defective or non- conforming software products for the twelve
(12) calendar months immediately preceding Customer's maintenance request.
3.4 Compensation
3.4.1 Maintenance Fees In exchange for the Maintenance Services described hereinabove,
Customer will pay to Accela the amounts indicated in Exhibit A.
3.4.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable
taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and
local taxes and duties, except those based on Accela's income. If Customer is exempt from
certain taxes, Customer will provide Accela with an appropriate certificate of exemption.
Customer will be invoiced for all amounts upon occurrence of the billing events described in
Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates
of the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without
penalty until payments for all past -due billings have been paid in full by Customer.
4. Confidentiality
4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses
information and the party to which information is disclosed in a given exchange. Either Accela or
Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular
communication or transfer of information. "Confidential Information" means all disclosed information
relating in whole or in part to non - public data, proprietary data compilations, computer source codes,
compiled or object codes, scripted programming statements, byte codes, or data codes, entity - relation
or workflow diagrams, financial records or information, client records or information, organizational or
personnel information, business plans, or works -in- progress, even where such works, when completed,
would not necessarily comprise Confidential Information. The foregoing listing is not intended by the
Parties to be comprehensive, and any information which Disclosing Party marks or otherwise
designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information.
Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written,
graphic, and/or machine - readable formats. Regardless of presentation format, such information will be
deemed and treated as Confidential Information. Notwithstanding, the following specific classes of
information are not "Confidential Information" within the meaning of this Section:
a) information which is in Recipient's possession prior to disclosure by Disclosing Party;
b) information which is available to Recipient from a third party without violation of this MA or
Disclosing Party's intellectual property rights;
c) information disclosed pursuant to Subsection 4.4 below;
d) information which is in the public domain at the time of disclosure by Disclosing Party, or which
enters the public domain from a source other than Recipient after disclosure by Disclosing
Party;
e) information which is subpoenaed by governmental or judicial authority; and
f) information subject to disclosure pursuant to the Florida Public Records Law.
4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and
will continue until two (2) years following any termination or expiration of this MA ( "Confidentiality
Term ").
Maintenance Agreement (MA), Version 06122009 Page 3 of 8
4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of
Confidential Information using the same degree of care that it uses to protect its own information of
similar importance, but will in any case use no less than a reasonable degree of care to protect
Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any
part thereof to any third party without Disclosing Party's advance express written authorization to do so.
Recipient may disclose Confidential Information only to its employees or agents under its control and
direction in the normal course of its business and only on a need -to -know basis. In responding to a
request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion
and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the
fullest extent possible.
4.4 Publicity During the term of this MA, including the term of any amendment hereto, Accela may publicly
disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's
identity and the Accela product(s) and services provided or contracted to be provided to Customer.
These disclosures may include press releases or other communications to media, display on Accela
web sites, or use in other marketing activities, but will not include non - public information or indicate
Customer's express endorsement of Accela's products or services without Customer's prior written
authorization.
5. Other Terms and Conditions
5.1 Customer Obligations As required, Customer will provide Accela with appropriate access to
Customer's facilities, data systems, and other resources. Customer shall provide Accela with network
access for remote installation and testing through industry standards such as Virtual Private Network
(VPN) or other secure access methods. Accela and Customer will define a process to provide Accela
the access required to keep the project on schedule. If Security restrictions impair such access,
Customer acknowledges that some maintenance services hereunder may not be provided to Customer.
It is Customer's sole responsibility to maintain current backup copies of its data and of its
implementation of Accela's software products. If Customer's failure to create proper backups
substantially increases the difficulties of any remedial actions by Accela hereunder, Accela reserves the
right to charge Customer for any extra work reasonably - attributable to such increased difficulty, as
calculated at Accela's then - current time - and - materials rates.
5.2 Proprietary Rights The remedial methods, software updates, and product information provided to
Customer pursuant to this MA are protected under the laws of the United States and the individual
states and by international treaty provisions. Accela retains full ownership in such items and grants to
Customer a limited, nonexclusive, nontransferable license to use the items, subject to the terms and
conditions of this MA and other agreements between Accela and Customer.
5.3 Limitation of Liability While Accela will maintain established and officially - supported interfaces, Accela
provides no warranty whatsoever for any third -party hardware or software products. Third -party
applications which utilize or rely upon the Application Services may be adversely affected by remedial
or other actions performed pursuant to this MA; Accela bears no liability for and has no obligation to
remedy such effects provided that Accela will, as part of its obligations hereunder, maintain any Accela-
developed and provided interfaces with its maintained software products and, further, that this limitation
does not extend to liability for financial loss that may be suffered as a result of Accela's negligent
actions performed under this MA. Except as set forth herein, Accela provides all Maintenance Services
"as is" without express or implied warranty of any kind regarding the character, function, capabilities, or
appropriateness of such services or deliverables. To the extent not offset by its insurance coverage
and to the maximum extent permitted by applicable laws, in no event will Accela's cumulative liability for
Maintenance Agreement (MA), Version 06122009 Page 4 of 8
any general, incidental, special, compensatory, or punitive damages whatsoever suffered by Customer
or any other person or entity exceed the fees paid to Accela by Customer during the twelve (12)
calendar months immediately preceding the circumstances which give rise to such claim(s) of liability,
even if Accela or its agents have been advised of the possibility of such damages.
5.4 Force Majeure If either party is delayed in its performance of any obligation under this MA due to
causes or effects beyond its control, that party will give timely notice to the other party and will act in
good faith to resume performance as soon as practicable.
5.5 Dispute Resolution This MA is governed by the laws of the State of Florida. Any controversy or claim
arising out of or relating to this MA, or the breach thereof, will be settled by arbitration administered by
the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency
Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof. The place of arbitration will be Miami -Dade County, Florida. Either
party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the
controversy is otherwise resolved. Either party also may, without waiving any remedy under this MA,
seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the
rights or property of that party, pending the arbitrator's determination of the merits of the controversy.
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art will initially bear its own expenses and an equal share of the costs of the arbitration, Y Y p q , but the
prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of
either party to object to a breach of this MA will not prevent that party from thereafter objecting to that
breach or any other breach of this MA.
5.6 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or
pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets.
Accela may subcontract with qualified third parties to provide portions of the Maintenance Services
described hereinabove.
5.7 Survival The following provisions will survive the termination or expiration of this MA: Section 2.1, as to
Customer's obligation to pay any fees associated with a lapse in maintenance coverage upon
resumption of such coverage; Section 3.3, as to limitation of remedy; Section 3.4 and all subsections
thereof, as to Customer's obligation to pay any fees accrued or due at the time of termination or
expiration; Section 4 and all subsections thereof; and Section 5 and all subsections thereof with the
exceptions of Subsections 5.1 and 5.4.
5.8 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions
accompanying drafts and /or purchase orders issued by Customer.
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Maintenance Agreement (MA), Version 06122009 Page 5 of 8
5.9 Severability and Amendment If any particular provision of this MA is determined to be invalid or
unenforceable, that determination will not affect the other provisions of this MA, which will be construed
in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or
amendment of this MA will be effective unless it is described in writing and signed by the Parties.
ACCELA CUSTOMER
By: By:
(Signature) (Signature)
d 2 4 4rarsa`` Jonah Wolfson
(Print Name) i Vice -Mayor
Its CorpovIr Sec/ea/3e Its
(Title) (Title)
Dated: Nati /2 i 201/ Dated: 5/25/020/ /
(Month, Day, Year) (Month, Day, Year)
� �V 6....
'Q By
4,t.4 Pake.-L-,
9
1r71.. '.**443;, .. � A (Signature)
S r i4 ra,,
* * Robert E. Parcher
City Clerk
. �.. (Title) '' - I 7 J/2.6 /I
h � -ta ..�►�••• - Dated:
(Month, Day, Year)
I
Exhibit Follows.
END OF DOCUMENT
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
i �' y Attorne Date
1
Maintenance Agreement (MA), Version 06122009 Page 6 of 8
EXHIBIT A
Deliverables Fees
First -Term Annual Maintenance for Accela Automation® Land Management Site License $20,000.00
First -Term Annual Maintenance for Accela Licensing & Case ManagementTM Site License $7,000.00
First -Term Annual Maintenance for Accela Mobile Office TM Site License $5,500.00
First -Term Annual Maintenance for Accela GISTM Site License $3,000.00
First -Term Annual Maintenance for Accela Citizen Access TM (1 Server License, 2 modules $3,976.46
[Based Upon 84,633 Population])
Customer Discount Accela Automation Land Management, Licensing & Case Management, ($33,976.46)
GIS, and Citizen Access
Total of Fees $5,500.00
Second -Term Annual Maintenance for Accela Automation® Land Management Site License $20,000.00
Second -Term Annual Maintenance for Accela Licensing & Case ManagementTM Site License $7,000.00
Second -Term Annual Maintenance for Accela Mobile OfficeTM Site License $5,500.00
Second -Term Annual Maintenance for Accela GIST"' Site License $3,000.00
Second -Term Annual Maintenance for Accela Citizen Access TM (1 Server License, 2 modules $3,976.46
[Based Upon 84,633 Population])
Total of Fees $39,476.46
Third -Term Annual Maintenance for Accela Automation® Land Management Site License $20,000.00
Third -Term Annual Maintenance for Accela Licensing & Case ManagementTM Site License $7,000.00
Third -Term Annual Maintenance for Accela Mobile Office TM Site License $5,500.00
Third -Term Annual Maintenance for Accela GISTM Site License $3,000.00
Third -Term Annual Maintenance for Accela Citizen AccessTM (1 Server License, 2 modules $3,976.46
[Based Upon 84,633 Population])
Total of Fees $39,476.463
Fourth -Term Annual Maintenance for Accela Automation® Land Management Site License $20,000.00
Fourth -Term Annual Maintenance for Accela Licensing & Case ManagementTM Site License $7,000.00
Fourth -Term Annual Maintenance for Accela Mobile OfficeTM Site License $5,500.00
Fourth -Term Annual Maintenance for Accela GISTM Site License $3,000.00
Fourth -Term Annual Maintenance for Accela Citizen Access TM (1 Server License, 2 modules $3,976.46
[Based Upon 84,633 Population])
Total of Fees $39,47646
Fifth -Term Annual Maintenance for Accela Automation® Land Management Site License $20,000.00
Fifth -Term Annual Maintenance for Accela Licensing & Case ManagementTM Site License $7,000.00
Fifth -Term Annual Maintenance for Accela Mobile Office TM Site License $5,500.00
Fifth -Term Annual Maintenance for Accela GIST"' Site License $3,000.00
Fifth -Term Annual Maintenance for Accela Citizen Access TM (1 Server License, 2 modules $3,976.46
[Based Upon 84,633 Population])
Total of Fees $39,476.46
First -term annual maintenance for Accela Automation Land Management, Licensing & Case Management, GIS, and
Citizen Access is fully discounted. Accela will continue to support Customer's Permits Plus applications, at no
additional cost to Customer, until Go -Live. A pro -rated credit totaling $32,428.95 representing paid maintenance
fees for the period covering May 31, 2011 to September 30, 2011, will be provided to Customer as an account credit,
which may be applied to amounts owed to Accela by Customer for maintenance.
1 First -Term Annual Maintenance Fees are on the Effective Date.
2 Second -Term Annual Maintenance Fees are due on the first anniversary of the Effective Date.
3 Third -Term Annual Maintenance Fees are due on the second anniversary of the Effective Date.
Maintenance Agreement (MA), Version 06122009 Page 7 of 8
4 Fourth -Term Annual Maintenance Fees are due on the third anniversary of the Effective Date.
5 Fifth -Term Annual Maintenance Fees are due on the fourth anniversary of the Effective Date.
END OF DOCUMENT
Maintenance Agreement (MA), Version 06122009 Page 8 of 8
LICENSE AGREEMENT
1. Parties ACCELA CUSTOMER
Accela, Inc. City of Miami Beach, Florida
2633 Camino Ramon, Suite 120 1755 Meridian Avenue, 4th Floor
Bishop Ranch 3
San Ramon, California 94583 Miami Beach, Florida 33139
Attention: Contracts Administration Attention: Director of IT,
Assistant Building Director
T: 925.659.3200 T: 305.673.7000
F: 925.407.2722 F: N/A
e -Mail: contractsadmin @accela.com e-Mail: N/A
This License Agreement ( "LA ") is intended for the exclusive benefit of the Parties; nothing herein will be
construed to create any benefits, rights, or responsibilities in any other parties.
2. Term and Termination
2.1 Term Provided that Customer signs and returns this LA to Accela no later than May 31, 2011, this LA
is effective as of the date of Customer's signature ( "Effective Date ") and will continue until terminated as
provided herein.
2.2 Termination Either party may terminate if the other party materially breaches this LA and, after
receiving a written notice describing the circumstances of the default, fails to correct the breach within
thirty (30) calendar days. Upon any termination or expiration of this LA, all rights granted to Customer
are cancelled and revert to Accela.
3. Intellectual Property License
3.1 License The software products ( "Software ") listed in Exhibit A are protected under the laws of the
United States and the individual states and by international treaty provisions. Accela retains full
ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to
use the Software, subject to the following terms and conditions:
3.1.1 The Software is provided for use only by Customer employees.
3.1.2 The Software will be delivered or made available to Customer for electronic download from
Accela's File Transfer Protocol ( "FTP ") site.
3.1.3 The Software may be installed on one or more computers; Customer has an unlimited number
of named user licenses within the defined Site. The Software is deemed to be in use when it
is loaded into memory in a computer, regardless of whether a user is actively working with the
Software. Accela may audit Customer's use of the Software to ensure that Customer's use
complies with the terms of this LA. Should the results of any such audit indicate that
Customer's use of the Software exceeds the scope of this license, Customer agrees to pay all
costs of its overuse as determined using Accela's then - current pricing; any such assessed
costs will be due and payable by Customer upon assessment. Customer agrees that Accela's
assessment of overuse costs pursuant to this Subsection is not a waiver by Accela of any
other remedies available to Accela in law and equity for Customer's unlicensed use of the
Software.
License Agreement (LA), Version 06122009 Page 1 of 6
J
3.1.4 Customer may make backup copies of the Software only to protect against destruction of the
Software. Customer may copy Accela's documentation only for internal use by Customer's
employees.
3.1.5 Customer may not make any form of derivative work from the Software, although Customer is
permitted to develop additional or alternative functionality for the Software using tools and /or
techniques licensed to Customer by Accela.
3.1.6 Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices.
3.1.7 Customer is liable to Accela for any losses incurred as the result of unauthorized reproduction
or distribution of the Software which occur while the Software is in Customer's possession or
control.
3.1.8 Customer may use the Software only to process transactions relating to properties within both
its own geographical and political boundaries and may not sell, rent, assign, sublicense, lend,
or share any of its rights under this LA.
3.1.9 Customer is entitled to receive the Software compiled (object) code and is licensed to use any
data code produced through implementation and /or normal operation of the Software;
Customer is not entitled to receive source code for the Software except pursuant to an
Intellectual Property Escrow Agreement, which may be executed separately by the Parties.
Customer may not decompile or reverse - engineer the Software.
3.1.10 All rights not expressly granted to Customer are retained by Accela.
3.2 License Warranties
3.2.1 Accela warrants that it has full power and authority to grant this license and that, as of the
effective date of this LA, the Software does not infringe on any existing intellectual property
rights of any third party. If a third party claims that the Software does infringe, Accela may, at
its sole option, secure for Customer the right to continue using the Software or modify the
Software so that it does not infringe. Accela will have the sole right to conduct the defense of
any legal action and all negotiations for its settlement or compromise.
3.2.2 Accela has no obligation for any claim based upon a modified version of the Software or the
combination or operation of the Software with any product, data, or apparatus not provided by
Accela. Accela provides no warranty whatsoever for any third -party hardware or software
products.
3.2.3 Except as expressly set forth herein, Accela disclaims any and all express and implied
warranties, including but not necessarily limited to warranties of merchantability and fitness for
a particular purpose.
3.3 Compensation
3.3.1 License Fees In exchange for the Software described hereinabove, Customer will pay to
Accela the amounts indicated in Exhibit A.
3.3.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable
taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and
License Agreement (LA), Version 06122009 Page 2 of 6
local taxes and duties, except those based on Accela's income. If Customer is exempt from
certain taxes, Customer will provide Accela with an appropriate certificate of exemption.
Customer will be invoiced for all amounts upon occurrence of the billing events described in
Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates of
the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without
penalty until payments for all past -due billings have been paid in full by Customer.
4. Confidentiality
4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses
information and the party to which information is disclosed in a given exchange. Either Accela or
Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular
communication or transfer of information. "Confidential Information" means all disclosed information
relating in whole or in part to non - public data, proprietary data compilations, computer source codes,
compiled or object codes, scripted programming statements, byte codes, or data codes, entity - relation
or workflow diagrams, financial records or information, client records or information, organizational or
personnel information, business plans, or works -in- progress, even where such works, when completed,
would not necessarily comprise Confidential Information. The foregoing listing is not intended by the
Parties to be comprehensive, and any information which Disclosing Party marks or otherwise
designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information.
Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written,
graphic, and /or machine - readable formats. Regardless of presentation format, such information will be
deemed and treated as Confidential Information. Notwithstanding, the following specific classes of
information are not "Confidential Information" within the meaning of this Section:
a) information which is in Recipient's possession prior to disclosure by Disclosing Party;
b) information which is available to Recipient from a third party without violation of this LA or
Disclosing Party's intellectual property rights;
c) information disclosed pursuant to Subsection 4.4 below;
d) information which is in the public domain at the time of disclosure by Disclosing Party, or which
enters the public domain from a source other than Recipient after disclosure by Disclosing
Party;
e) information which is subpoenaed by governmental or judicial authority; and
f) information subject to disclosure pursuant to the Florida Public Records Law.
4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and
will continue until two (2) years following any termination or expiration of this LA ( "Confidentiality Term ").
4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of
Confidential Information using the same degree of care that it uses to protect its own information of
similar importance, but will in any case use no less than a reasonable degree of care to protect
Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any
part thereof to any third party without Disclosing Party's advance express written authorization to do so.
Recipient may disclose Confidential Information only to its employees or agents under its control and
direction in the normal course of its business and only on a need -to -know basis. In responding to a
request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion
and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the
fullest extent possible.
4.4 Publicity During the term of this LA, including the term of any amendment hereto, Accela may publicly
disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's
identity and the Accela product(s) and services provided or contracted to be provided to Customer.
License Agreement (LA), Version 06122009 Page 3 of 6
These disclosures may include press releases or other communications to media, display on Accela
web sites, or use in other marketing activities, but will not include non - public information or indicate
Customer's express endorsement of Accela's products or services without Customer's prior written
authorization.
5. Other Terms and Conditions
5.1 Dispute Resolution This LA is governed by the laws of the State of Florida. Any controversy or claim
arising out of or relating to this LA, or the breach thereof, will be settled by arbitration administered by
the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency
Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof. The place of arbitration will be Miami -Dade County, Florida. Either
party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the
controversy is otherwise resolved. Either party also may, without waiving any remedy under this LA,
seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the
rights or property of that party, pending the arbitrator's determination of the merits of the controversy.
Each party will initially bear its own expenses and an equal share of the costs of the arbitration, but the
prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of
either party to object to a breach of this LA will not prevent that party from thereafter objecting to that
breach or any other breach of this LA.
5.2 Removal and Destruction of Software Within ten (10) business days following termination of this LA by
either Party, Customer will remove all copies of the Software from those computer systems which it
owns or controls and will destroy all media which contain copies of the Software or portions thereof.
Customer will certify said removal and destruction to Accela within fifteen (15) business days following
termination of this LA.
5.3 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or
pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets.
5.4 Survival The following provisions will survive the termination or expiration of this LA: Section 3.3 and
all subsections thereof, as to Customer's obligation to pay any fees accrued or due at the time of
termination or expiration; Section 4 and all subsections thereof; and Section 5, and all subsections
thereof.
5.5 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions
accompanying drafts and /or purchase orders issued by Customer.
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License Agreement (LA), Version 06122009 Page 4 of 6
I
5.6 Severability and Amendment If any particular provision of this LA is determined to be invalid or
unenforceable, that determination will not affect the other provisions of this LA, which will be construed
in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or
amendment of this LA will be effective unless it is described in writing and signed by the Parties.
ACCELA CUSTOM
By: �/�"_ _� By:
(Sig re) (Signature)
I' ll ,,, ar.s , ft' " Jonah Wolfson
(Print Name) Vice -Mayor
Its C'b/porQk Sericl*rfj Its
(Title) (Title)
Dated: Nov /2, 20// Dated: o� S�v2 //
(Month, Day, Year) i (Month, Day, Year)
M ! 11V /6
•• P. 4-14.44, g y, %AA-CI--
�,• '' � � 4, (Signature) • •
Ncn ` I � Ro E. Parcher
ri g 084 i 0 City Clerk
-7 • C (Title)
4� h i� 26TM - Nt.. Dated: 6 a_ az ((
h -4 hri wico (Month, Day, Year)
Exhibit Follows.
END OF DOCUMENT
APPROVED AS TO
FORM & LANGUAGE
Fn EXECUTION
Of
R , ttorne At (
Date
VI 5Hf‘
License Agreement (LA), Version 06122009 Page 5 of 6
EXHIBIT A
Deliverables Quantity Fees
Accela Automation® Land Management Site License 1 $100,000.00
Accela Licensing and Case ManagementTM Site License 1 _ $35,000.00
Accela Mobile Office TM Site License 1 $27,500.00
Accela GISTM Site License 1 $15,000.00
Accela Citizen Access TM Server License 1 $5,499.00
Accela Citizen Access Module Fee 2 $10,998.00
Accela Citizen Access User Packs (Based Upon 84,633 Population) 1 $3,385.32
50% Customer Discount on Acela Automation Land Management, Licensing N/A ($84,941.16)
and Case Management, GIS, and Citizen Access
Customer Discount on Accela Mobile Office N/A ($19,250.00)
Total of Fees $93,191.16
License Fees are fixed -price deliverables for which full payment is due upon signing.
Customer shall have the option to upgrade its purchased Site Licenses hereunder to an Enterprise Site License at
Accela's then - current list price. The fees for the Enterprise Site License or some variation of said fees may be paid
on Customer's behalf by a financial agent if Customer elects to finance the optional Enterprise Site License upgrade
purchase described in this note.
END OF DOCUMENT
License Agreement (LA), Version 06122009 Page 6 of 6
SERVICES AGREEMENT
1. Parties ACCELA CUSTOMER
Accela, Inc. City of Miami Beach, Florida
2633 Camino Ramon, Suite 120 1755 Meridian Avenue, 4th Floor
Bishop Ranch 3
San Ramon, California 94583 Miami Beach, Florida 33139
Attention: Contracts Administration Attention: Director of IT,
Assistant Building Director
T: 925.659.3200 T: 305.673.7000
F: 925.407.2722 F: N/A
e -Mail: contractsadmin @accela.com e-Mail: N/A
This Services Agreement ( "SA ") is intended for the exclusive benefit of the Parties; nothing herein will be
construed to create any benefits, rights, or responsibilities in any other parties.
2. Term and Termination
2.1 Term Provided that Customer signs and returns this SA to Accela no later than May 31, 2011, this SA
is effective as of the date of Customer's signature ( "Effective Date ") and will continue until completion of
the services deliverables described herein.
2.2 Termination Either party may terminate if the other party materially breaches this SA and, after
receiving a written notice describing the circumstances of the default, fails to correct the breach within
thirty (30) calendar days. Upon any termination or expiration of this SA, all rights granted to Customer
are cancelled and revert to Accela.
3. Professional Services Accela will provide the implementation, data conversion, and /or training services
( "Professional Services ") described in the Statement of Work ( "SOW ") attached hereto as Exhibit A.
3.1 Warranty Accela will commence and complete the Professional Services in a good and workmanlike
manner, consistent with the practices and standards of care generally- accepted within and expected of
Accela's industry.
3.2 Customer Cooperation As required, Customer agrees to provide Accela with appropriate access to
Customer's facilities, personnel, data systems, and other resources. Customer acknowledges that the
implementation process described in this SA is cooperative in nature and that Customer must complete
its designated tasks in a timely manner in order for Accela to proceed with and complete the
Professional Services. Customer delays during the implementation period may have adverse collateral
effects on Accela's overall work schedule. Although Accela will use its best efforts to immediately
resume work following such a delay, Customer acknowledges that schedules for the Professional
Services may be delayed by more than the number of days delayed by Customer. Should escalation of
disputes become necessary, such escalation shall be handled as provided in the Project Governance
section of the SOW.
3.3 Compensation
3.3.1 Implementation Fees In exchange for the Professional Services, Customer will pay to
Accela the amounts indicated in Exhibit A according to the billing events schedule described
therein. The pricing set forth herein reflects information generally known to Accela, supplied
to Accela by Customer, and based on Accela's interpretation of the work to be performed.
Services Agreement (SA), Version 06122009 Page 1 of 6
In addition to such amounts, Customer will reimburse Accela for airfare, lodging, rental
transportation, meals, and other miscellaneous expenses at current rates. Accela will
endeavor to minimize travel expenses and conform to established GSA guidelines for travel -
related costs. Lodging expenses, in or near the City of Miami Beach, will be secured by
Accela at preferred government rates to the extent reasonably practicable. Upon Customer
request, Accela will provide scanned or copied receipts of other appropriate documentation
supporting claimed expenses and other charges.
3.3.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable
taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and
local taxes and duties, except those based on Accela's income. If Customer is exempt from
certain taxes, Customer will provide Accela with an appropriate certificate of exemption.
Customer will be invoiced for all amounts upon occurrence of the billing events described in
Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates
of the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without
penalty until payments for all past -due billings have been paid in full by Customer.
4. Confidentiality
4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses
information and the party to which information is disclosed in a given exchange. Either Accela or
Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular
communication or transfer of information. "Confidential Information" means all disclosed information
relating in whole or in part to non - public data, proprietary data compilations, computer source codes,
compiled or object codes, scripted programming statements, byte codes, or data codes, entity - relation
or workflow diagrams, financial records or information, client records or information, organizational or
personnel information, business plans, or works -in- progress, even where such works, when completed,
would not necessarily comprise Confidential Information. The foregoing listing is not intended by the
Parties to be comprehensive, and any information which Disclosing Party marks or otherwise
designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information.
Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written,
graphic, and /or machine - readable formats. Regardless of presentation format, such information will be
deemed and treated as Confidential Information. Notwithstanding, the following specific classes of
information are not "Confidential Information" within the meaning of this Section:
a) information which is in Recipient's possession prior to disclosure by Disclosing Party;
b) information which is available to Recipient from a third party without violation of this SA or
Disclosing Party's intellectual property rights;
c) information disclosed pursuant to Subsection 4.4 below;
d) information which is in the public domain at the time of disclosure by Disclosing Party, or which
enters the public domain from a source other than Recipient after disclosure by Disclosing
Party;
e) information which is subpoenaed by governmental or judicial authority; and
f) information subject to disclosure pursuant to the Florida Public Records Law.
4 2 Confidentiality Term The obligations described in this Section commence on the Effective Date and
will continue until two (2) years following any termination or expiration of this SA ( "Confidentiality Term ").
4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of
Confidential Information using the same degree of care that it uses to protect its own information of
similar importance, but will in any case use no less than a reasonable degree of care to protect
Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any
Services Agreement (SA), Version 06122009 Page 2 of 6
part thereof to any third party without Disclosing Party's advance express written authorization to do so.
Recipient may disclose Confidential Information only to its employees or agents under its control and
direction in the normal course of its business and only on a need -to -know basis. In responding to a
request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion
and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the
fullest extent possible.
4.4 Publicity During the term of this SA, including the term of any amendment hereto, Accela may publicly
disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's
identity and the Accela product(s) and services provided or contracted to be provided to Customer.
These disclosures may include press releases or other communications to media, display on Accela
web sites, or use in other marketing activities, but will not include non - public information or indicate
Customer's express endorsement of Accela's products or services without Customer's prior written
authorization.
5. Other Terms and Conditions
5.1 Mutual Indemnification Accela agrees to indemnify, defend, and hold Customer and its officers, agents,
and employees harmless against any claims, suits, or damages arising out of physical property damage
or bodily injury caused by the negligence or misconduct of Accela or its employees or agents while the
terms and conditions of this SA remain enforceable. Subject to Customer's limitations of liability
described in Section 768.28, Florida Statutes, Customer agrees to indemnify, defend, and hold Accela
and its officers, agents, and employees harmless against any claims, suits, or damages arising out of
physical property damage or bodily injury caused by the negligence or misconduct of Customer or its
employees or agents while the terms and conditions of this SA remain enforceable.
5.2 Limitation of Liability Accela provides no warranty whatsoever for any third -party hardware or software
products. Third -party applications which utilize or rely upon the Professional Services may be
adversely affected by remedial or other actions performed pursuant to this SA; Accela bears no liability
for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all
Professional Services "as is" without express or implied warranty of any kind regarding the character,
function, capabilities, or appropriateness of such services or deliverables. To the extent not offset by its
insurance coverage and to the maximum extent permitted by applicable laws, in no event will Accela's
cumulative liability for any general, incidental, special, compensatory, or punitive damages whatsoever
suffered by Customer or any other person or entity exceed the fees paid to Accela by Customer during
the twelve (12) calendar months immediately preceding the circumstances which give rise to such
claim(s) of liability, even if Accela or its agents have been advised of the possibility of such damages.
5.3 Insurance Coverage Accela will maintain insurance coverage at its sole cost and expense and will
provide certificates of insurance to Customer if so requested. The insurance will not be cancelled or
terminated without thirty (30) calendar days' advance written notice to Customer.
5.4 Force Majeure If either party is delayed in its performance of any obligation under this SA due to
causes or effects beyond its control, that party will give timely notice to the other party and will act in
good faith to resume performance as soon as practicable.
5.5 Dispute Resolution This SA is governed by the laws of the State of Florida. Any controversy or claim
arising out of or relating to this SA, or the breach thereof, will be settled by arbitration administered by
the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency
Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof. The place of arbitration will be Miami -Dade County, Florida. Either
Services Agreement (SA), Version 06122009 Page 3 of 6
party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the
controversy is otherwise resolved. Either party also may, without waiving any remedy under this SA,
seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the
rights or property of that party, pending the arbitrator's determination of the merits of the controversy.
Each party will initially bear its own expenses and an equal share of the costs of the arbitration, but the
prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of
either party to object to a breach of this SA will not prevent that party from thereafter objecting to that
breach or any other breach of this SA.
5.6 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or
pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets.
Accela may subcontract with qualified third parties to provide portions of the Professional Services
described hereinabove.
5.7 The City Request For Proposals (RFP No. 13 -09/10 , Addendum No. 1, dated 4/9/09; Addendum No. 2,
dated 4/30/10 and Addendum No. 3 dated 5/10/10); the Accela response thereto; Accela Response to
RFP No. 13- 09/10 ", dated 5/19/10; and Accela Attachment VII — System Software Rating System,
dated 3/9/11 are hereby incorporated herein by reference (collectively referred to herein as the
"RFP /Response "). All provisions, terms and conditions contained in the RFP /Response shall represent
the obligations of the Parties as if same were set forth herein unless expressly modified or amended
herein. If there is a conflict between the RFP /Response and this Agreement/SOW, this
Agreement/SOW prevails. This Agreement includes all schedules attached hereto.
5.8 Survival The following provisions will survive the termination or expiration of this SA: Section 3.4 and
all subsections thereof, as to Customer's obligation to pay any fees accrued or due at the time of
termination or expiration; Section 4 and all subsections thereof; and Section 5 and all subsections
thereof with the exceptions of Subsections 5.1, 5.3, and 5.4.
5.9 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions
accompanying drafts and /or purchase orders issued by Customer.
//
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/1
Services Agreement (SA), Version 06122009 Page 4 of 6
5.10 Severability and Amendment If any particular provision of this SA is determined to be invalid or
unenforceable, that determination will not affect the other provisions of this SA, which will be construed
in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or
amendment of this SA will be effective unless it is descn • -. in writing and signed by the Parties.
ACCELA CUSTO ER
By: ■_ By: Ate■
(Signature) (Signature)
t �, «L Jonah Wolfson
1 (Print Name) (I Vice -Mayor
Its CO/paf sectctvy Its
(Title) (Title)
Dated: May /2 20/1 Dated: 0
(Month, Day, Year) (Month, Day, Year)
' . a,s%" q *Iti Iti lt .��P. �/ � y, , � (Signature)
By: tiilibt p..,,,t...
'•.
, ;. ' s
S ` /NCORp Robert E. Parcher
3 RATE *% City Clerk
af, C •-.....TM \� (Title)
� l� l t S/2- S
�//
i �, 26 ... Dated:
(Month, Day, Year)
Exhibit Follows.
END OF DOCUMENT
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
go...
J" , ttorney Date
1"
Services Agreement (SA), Version 06122009 Page 5 of 6
EXHIBIT A
Statement of Work (SOW) document follows this page.
END OF DOCUMENT
Services Agreement (SA), Version 06122009 Page 6 of 6
CCEL I
Government Software
a sY�Ab M ,
THE LEADING PROVIDER OF � � � ,
GOVERNMENT NTERP IS MANAGEMENT OLU 0
T E R E S SOLUTIONS
GO
-M,
Statement of Work
City of Miami Beach
v. 1.12
May 11,2011
Accela is a leading developer of enterprise management solutions for state, agency and local governments. We
provide agencies with products and services that reduce workload, increase efficiencies, and automate processes,
while providing citizens and businesses with easier, more convenient access to government services. Accela has more
than two decades of experience developing and installing government applications for permitting, licensing, planning,
code enforcement, public works and more. Today, Accela provides software products and services to over 500
government agencies all over the U.S., as well as in Canada and Puerto Rico.
1
Statement of Work
TABLE OF CONTENTS
TABLE OF CONTENTS 2
DOCUMENT CONTROL 44
OVERVIEW ' 55
SERVICES DESCRIPTION 55
PURPOSE 55
PROJECT SCHEDULE 55
PROJECT MANAGEMENT 55
CRITICAL SUCCESS FACTORS 66
PROJECT ASSUMPTIONS 77
ACCELA IMPLEMENTATION METHODOLOGY 99
IMPLEMENTATION LIFE CYCLE 99
INITIATION 99
ANALYSIS 99
CONFIGURATION 109
BUILD 104-0
READINESS 104-0
DEPLOY 1040
WORK DESCRIPTION 1144
STAGE 1- INITITATION 1144
DELIVERABLE 1: PROJECT INITIATION 1144
DELIVERABLE 2: SYSTEM SETUP 124-2
STAGE 2 - ANALYSIS 134-3
DELIVERABLE 3: CONFIGURATION ANALYSIS 1343
STAGE 3 - CONFIGURATION 1545
DELIVERABLE 4: SYSTEM CONFIGURATION 1545
STAGE4 -BUILD 164-6
DELIVERABLE 5: STANDARD APO (ADDRESS, PARCEL, OWNER) DATA CONVERSION 164-6
DELIVERABLE 6: BUSINESS TAX RECEIPT /CERTIFICATE OF USE DATA CONVERSION (EDEN) 174-7
DELIVERABLE 7: PERMITS PLUS HISTORICAL DATA CONVERSION 1848
DELIVERABLE 8: WORK STATION FILES HISTORICAL DATA CONVERSION 19-1-9
DELIVERABLE 9: SIEMENS IVR INTERFACE 194-9
DELIVERABLE 10: LASER FICHE INTERFACE 2020
DELIVERABLE 11: PAYMENT ENGINE INTERFACE , 2124
DELIVERABLE 12: Q-MATIC INTERFACE 2124
DELIVERABLE 13: EDEN FINANCIALS INTERFACE 22.22
DELIVERABLE 14: NOVATIME INTERFACE 2323
DELIVERABLE 15: PROJECTDOX INTERFACE 2323
DELIVERABLE 16: NEW WORLD INTERFACE 2424
DELIVERABLE 17: WEB Q &A INTERFACE 2525
DELIVERABLE 18: WEBLINKS INTERFACE 2525
DELIVERABLE 19: DEPARTMENT OF PROFESSIONAL REGULATIONS INTERFACE.. 2626
DELIVERABLE 20: EEOS INTERFACE 2727
DELIVERABLE 21: EVENT MANAGEMENT SCRIPTING ASSISTANCE 2727
DELIVERABLE 22: REPORT SPECIFICATIONS 2929
DELIVERABLE 23' REPORT DEVELOPMENT 2928
DELIVERABLE 24: ACCELA CITIZEN ACCESS INSTALLATION AND CONFIGURATION 3030
DELIVERABLE 25: ACCELA GIS INSTALLATION AND CONFIGURATION 3134
DELIVERABLE 26: ACCELA MOBILE OFFICE CONFIGURATION .... 32322
2
Statement of Work
STAGE 5 - READINESS 3333
DELIVERABLE 27: ADMINISTRATIVE AND TECHNICAL TRAINING 3333
DELIVERABLE 28: DAILY USER TRAINING 3431
DELIVERABLE 29: USER ACCEPTANCE TESTING (UAT) 3535
STAGE 6 - DEPLOY 3535
DELIVERABLE 30: PRODUCTION SUPPORT 3535
DELIVERABLE 31: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC 3635
PROJECT RESOURCES AND LOCATION OF WORK 3838
WORK LOCATION 3838
AGENCY RESOURCES 3838
ACCELA RESOURCES 3939
MILESTONE PAYMENT SCHEDULE 4144
EXPENSES 4242
ACCEPTANCE 4242
TERMS 4242
SIGNATURE 4343
APPENDIX A - STANDARD DATA CONVERSION ASSUMPTIONS 4444
GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS 4444
STANDARD DATA CONVERSION ASSUMPTIONS 4444
NON STANDARD DATA CONVERSION ITEMS (EXCLUSIONS) 4545
APPENDIX B - ACCELA AUTOMATION STANDARD REPORTS 4646
APPENDIX C - DELIVERABLES ACCEPTANCE FORM 4747
APPENDIX D - MIAMI BEACH'S CHANGE PROCESS FLOWCHART 4848
3
Statement of Work
DOCUMENT CONTROL
Date Author Version Change Reference
02/23/2011 Walter Chavez 1.0 Original
Ruben Gutierrez
02/25/2011 Walter Chavez 1.1 Payment schedule, terms date
02/25/2011 Walter Chavez 1.2 Outcome of call with Angela Langston & Brian Heath
02/25/2011 Angela Langston 1.3 Updates from Finance
02/25/2011 Walter Chavez 1.4 Highlights, spacing
03/14/2011 Frank Jacques 1.5 Redline requested changes from the City, add clarifications, minor
edits
03/23/2011 Accela /Agency 1.6 Onsite SOW discussion meeting
03/24/2011 Accela /Agency 1.7 Onsite SOW discussion meeting
03/25/11 Accela 1.8 Revision of Payment Schedule
04/13/11 Frank Jacques 1.9 Revised APO and GIS related items and other text City requested
changes as well as updated the payment schedule
04/29/2011 Frank Jacques 1.10 Revised Deliverable 5 language per conf call with Bert on 04/27/2011
05/06/2011 Diana Haddad 1.11 Revised Deliverable 5 language, removed Deliverable 9, removed
Edit GIS layer functionality from Deliverable 26 (now deliverable 25
after deliverable 9 deletion) and renumbered Deliverables based on
conference call with Bert on 05/06/2011.
5/11/2011 Angela Langston 1.12 Extended pricing to May 31, 2011. Updated Deliverable 5 to be APO
Data Mapping rather than Conversion. Accepted all changes.
4
Statement of Work
OVERVIEW
Accela is committed not only to providing a superior software configuration for the current and future needs of the City
of Miami Beach ( "Agency "), but also is committed to assisting the Agency in the successful implementation and
deployment of the software. A successfully installed system is not based solely on the offered functionality, but also
on the expertise, experience, and clarity of the vendor and the agency's staff. Accela has over 25 years of providing
planning, permitting and licensing systems for the public sector and is the only vendor in this market to have
successfully installed and deployed a true 3 -tier web -based architecture.
Accela will work with Agency staff to optimize Accela's portfolio of software, best practices, and customer experience
to enable the Agency to successfully deploy its Accela Automation software and meet its functionality, timing and cost
requirements. This Statement of Work (SOW) dated May 11, 2011 sets forth a scope and definition of the
consulting /professional services, work and /or project (collectively, the "Services ") to be provided by Accela, Inc.
( "Accela ") to the Agency.
SERVICES DESCRIPTION
PURPOSE
The purpose of this document is to detail the specific activities, deliverables, roles and responsibilities, and
acceptance criteria that comprise the implementation of Accela Automation Land Management, Accela GIS, Accela
Mobile Office, Accela Citizen Access, Licensing and Case Management for the Agency. Accela will provide
professional services for implementation of the above modules and will add services per the Work Description section
below. The following City of Miami Beach (Agency) departments comprise the organization scope of the
implementation described herein:
• Building
• Planning
• Fire
• Public Works
• Code Compliance
• Finance
• City Clerk (Special Master)
PROJECT SCHEDULE
Upon execution of this SOW, the parties will collaborate to determine a start date for Services to be rendered. Upon
initiation of these Services, the Accela Project Manager will work with the Agency to collaboratively define a baseline
project schedule. Given the fact that project schedules are working documents that change over the course of the
project, the Accela Project Manager will work closely with Agency to update, monitor, agree, and communicate any
modifications.
PROJECT MANAGEMENT
Accela will perform ongoing project management services throughout the implementation in order to plan and monitor
execution of the project in accordance with deliverables outlined in the Statement of Work. To support the
implementation of the Accela Automation software at the Agency, Accela will provide Project Management services
throughout the project. Generally these services include the following:
• Project plan management using Microsoft Project,
• Project document management using Microsoft SharePoint,
• Issue log management and escalation,
5
Statement of Work
• Provide the Agency with a bi- weekly status report that outlines the tasks completed during the prior weeks,
the upcoming tasks that need to be completed during the coming weeks, the resources needed to complete
the tasks, a current version of the project plan, and a listing of any issues that may be placing the project at
risk (e.g., issues that may delay the projector jeopardize one or more of the production dates).
• Facilitate a weekly project status meeting with Accela and Agency key project stakeholders to review the
project status report, project plan, risks and issues and change orders.
• Develop a Project charter, Communication Plan and Escalation Plan
• Change order management,
• Project workspace management,
• Resource management,
• Executive project oversight and quality assurance.
• Facilitate a monthly project review meeting with the project Steering Committee, or more frequently as
required including Agency and Accela Executive Management and project management
By mutual agreement, some project management tasks may be shared between the Accela Project Manager and the
Agency Project Manager.
CRITICAL SUCCESS FACTORS
In order to successfully execute the services described herein, there are several critical success factors for the project
that must be closely monitored. These factors are critical in setting expectations between the Agency and Accela,
identifying and monitoring project risks, and promoting strong project communication.
• Knowledge Transfer — While Accela cannot guarantee specific expertise for Agency staff as a result of
participating in the project, Accela will make all reasonable efforts to transfer knowledge to the Agency. It is
critical that Agency personnel participate in the analysis, configuration and deployment of Accela
Automation in order to transfer knowledge to the Agency. After post production assistance tasks are
completed by Accela Services, the Agency will be responsible for supporting Accela Automation.
• Dedicated Agency Participation — Accela fully understands that Agency staff members have daily
responsibilities that will compete with the amount of time that can be dedicated to the Accela Automation
implementation project. However, it is critical that the Agency acknowledges that its staff must be actively
involved throughout the entire duration of Services as defined in the Project Plan. Accela will communicate
insufficient participation of Agency and Accela resources through Project Status Reports.
• Deliverable Acceptance Process - Implementation services for the above products are formalized through
the deliverables defined in this document. Upon completion of each deliverable according to the acceptance
criteria defined herein, Accela will provide the Agency with a Deliverable Acceptance Form to formalize
acceptance and completion. The Deliverable Acceptance Form is subsequently signed by the appropriate
Agency contact, within 5 business days of receipt, as defined in the Project Charter, and faxed to Accela. In
the event that a deliverable is rejected by the Agency with documented reasons, Accela will remediate the
issue and resubmit the Acceptance to the Agency within a mutually agreed timeframe. Please refer to
Appendix C to view a sample Deliverable Acceptance Form. Accela respectfully requests prompt attention to
the processing of all Deliverable Acceptance Forms, as adherence to this timely process directly impacts the
ability to complete the project in the desired timeframe.
• Project Governance — The successful management and implementation of a large, complex software
implementation project requires management, communication, and participation from both the Agency and
Accela. Accela expects the Agency to participate in the project governance through attendance in the weekly
project status meetings and in the monthly steering committee meeting. In addition, Accela and the Agency
6
Statement of Work
will follow an agreed upon mutual escalation procedures to resolve issues and mitigate risks in a timely
manner.
PROJECT ASSUMPTIONS
• Agency and Accela will review their responsibilities before work begins to ensure that Services can be
satisfactorily completed.
• When the project team works on -site at an Agency facility, suitable workspace will be provided, network
access to and connectivity with required systems, networks, and data as necessary to perform the project.
• Schedule changes resulting from Agency business decisions and /or Agency staff availability that adjust the
delivery of project team services beyond the agreed upon project scope and timeline will likely impact the
overall project schedule. Such issues will be managed through the established escalation and change control
procedure, as necessary.
• Accela's project schedule and task estimates account for staff as per its proposal response and its
understanding of the scope. As part of requirements validations, scope may be clarified, increased or
reduced which will result in staff and associated schedule changes.
• All decisions regarding project change orders and other project issues will be documented in writing using a
management process mutually agreed upon by the Agency and Accela. For each issue, the project team will
describe the issue, various options, and a proposed recommendation in writing for consideration. Work on
change orders will not commence until approved in writing, through the established changed control process
for the project.
• The Agency will respond to requests for information, data, and clarifications and make project related
decisions within 5 working days in order to prevent excessive delays or repeated delays that may impact the
project schedule.
• Accela will implement the most current version of Accela Automation.
• Agency will maintain primary responsibility for the scheduling of Agency employees and facilities in support of
project activities.
• Agency shall provide Accela with network access for remote installation and testing through industry
standards such as Virtual Private Network (VPN) or other secure access methods. Accela and the Agency
will define a process to provide Accela the access required to keep the project on schedule.
• Agency will provide /purchase /acquire the agreed upon hardware, software and infrastructure assets to
support all required Accela software products in both support/testing and production environments as defined
in the project schedule.
• For use with Accela Citizen Access, Agency will provide /purchase /acquire an online merchant account and
all related hardware required by the merchant account provider for the handling of credit cards and /or checks.
• Agency is responsible for agreed upon proper site preparation, hardware, software, and network
configuration in accordance with Accela specifications.
• Accela will be responsible for implementing a functioning version of the application software at the Agency as
mutually agreed upon (assuming the Agency has installed the mutually agreed upon proper hardware,
software, and networking devices).
• Accela will provide the Agency with a bi- weekly status report that outlines the tasks completed during the
prior weeks, the upcoming tasks that need to be completed during the coming weeks, the resources needed
to complete the tasks, a current version of the project plan, and a listing of any issues that may be placing the
project at risk (e.g., issues that may delay the projector jeopardize one or more of the production dates).
• Accela personnel will attend Agency executive Steering Committee meetings.
• Data scrubbing will not include language translations such as converting Spanish text to English, or vice -
versa.
• Data scrubbing will be a collaborative approach, where the Agency will assist Accela with scrubbing data.
Accela will rely on the Agency to provide information about the nature of the required transformations and the
7
Statement of Work
intent of what the final data should be. The Agency will collaborate in both rules definition and the application
of the rules via SQL scripts.
• The Agency will help plan, prepare for and assist in delivering the train - the - trainer sessions and role -based
end user training. As necessary, the Agency will provide the setup of individual training user ids and
appropriate role -based responsibilities. The Agency will provide test scripts, processes and policies to the
project team in a timeframe that supports the training content development schedule. The Agency will provide
and /or otherwise enter training environment data and will be responsible for maintaining the training
environment, including refreshing the training database per a refresh master schedule.
• The Agency is solely responsible for making designated trainees (trainers) available for training per the
project schedule. If any designated trainee is not available to participate in scheduled training, Accela will
stagger training sessions to accommodate Agency's end user availability.
• The Agency will develop the Acceptance Test Plan. The Agency will be responsible for executing the Test
Scripts and validating and loading all required test data into the Test Environment necessary for test
execution.
• The Agency is responsible for developing, within the framework of the agreed upon Test Plan and Scripts, all
test datasets and related database content to support System and User Acceptance Testing.
• Agency will provide a database backup file of their Permits Plus application so Accela can review how "dirty"
the data is.
• For the purposes of this project the Steering Committee referenced in this document is the Accela
Automation Steering Committee (rather than the City's IT Steering Committee).
The final list of reports, EMSE scripts, and guidesheets will be determined by mutual agreement of the Steering
Committee members. This list will be finalized upon completion of Configuration Analysis, and when the specifications
for the interfaces are completed, as the interfaces will most likely require some scripting to achieve the requirements.
8
Statement of Work
ACCELA IMPLEMENTATION METHODOLOGY
Accela will deliver its Services to the Agency by employing its Accela Implementation Methodology ( "AIM "). AIM is a
proven methodology that guides the project from inception to deployment, thereby increasing the chances of
successfully implementing Accela software products. Project delivery through execution of the AIM Implementation
Life Cycle is described below.
IMPLEMENTATION LIFE CYCLE
AIM is a full lifecycle implementation methodology comprised of six primary project stages. Thorough execution of
these six stages ensures that Accela customers receive high - quality services throughout the project engagement.
Figure 1 - Accela Implementation Methodology (AIM)
Develop Solution
and Customizations
(' BUILD
0INITIATION aANALYSIS 0 READINESS DEPLOY
CONFIGURATION
Review Goals and Analyze and Design Test, Train and Go Live and Post
Plan Protect Solution Configure System Prepare for Go Live Production Support
As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in
parallel as appropriate to avoid unnecessary project delays. Each stage has pre - defined objectives, tasks and
associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available
deliverables will be delivered through the services defined for the project. Employing AIM's deliverables -based
approach ensures that Accela and the Agency understand the composition and 'downstream' impact of each project
deliverable to ensure the project is delivered with quality and in a timely manner.
INITIATION
Initiation represents the first stage in the AIM lifecycle. During the Initiation stage, project contracts and the
SOW are finalized, project scope and objectives are reviewed, and project planning activities and
deliverables are completed. In terms of specific deliverables, common output from the Initiation Phase is as
follows:
• Statement of Work,
• Project Charter,
• Baseline Project Plan,
• Project Status Report Template,
• Project Initiation Meeting and Product Demonstration.
ANALYSIS
Analysis is the second stage in the AIM life cycle. During the Analysis stage, Accela reviews
documentation, interviews agency staff, and conducts workshops to understand the "As -Is" business
processes in scope, as well as the "To -Be" vision of the Agency that can be executed with the help of Accela
Automation. It is during this Phase that Accela gains a deeper understanding of Agency processes and
business rules; simultaneously, the Agency begins to gain a deeper understanding of AIM and Accela
9
Statement of Work
Automation capabilities. A key output of this Phase is the Configuration Document(s), which serves as the
'blueprint' for configuration of Accela Automation to support germane elements of the Agency "To -Be" vision.
Augmenting the Configuration Document(s) and all other configuration specifications related to data
conversion, interfaces, reports, and event scripts.
The deliverable is the output from the Analysis Phase is the Configuration Document.
CONFIGURATION
Configuration is the third stage in the AIM life cycle, and it begins at the same time as the 4th stage Build,
but ends after the Build stage is complete. During the Configuration stage, Accela Automation will be
configured to match the configuration agreed to in the Analysis stage. Core to this effort is the configuration
of the record type (Case, Application, or Permit) types that were agreed to during the Analysis phase.
Configuration of in -scope record type types comprised of:
• User - defined fields (Application - Specific Information and Task - Specific Information),
• Workflows and statuses,
• Fee structures and rules,
• Inspection data.
BUILD
Build serves as the fourth stage in the AIM life cycle, and execution of this stage overlaps Configuration, but
ends before Configuration is complete. During the Build stage, all defined elements during the Analysis
stage beyond the core configuration will be implemented. This includes conversions, event scripts, interfaces
and reports. In terms of specific deliverables, common output from the Build Phase is as follows:
• Event Script Development,
• Report Specifications and Development,
• Data Conversion Specifications and Development,
• Interface Specifications and Development.
READINESS
Readiness is the fifth stage in the AIM life cycle. During the Readiness stage Accela Automation is fully
tested, errors are identified and corrected, and the software is prepared for deployment. In addition, system
administrators and end users are trained so that all appropriate agency staff members are prepared to use
and maintain the software once the move to production occurs. In terms of specific deliverables, common
output from the Readiness Phase is as follows:
• User Acceptance Testing,
• End -User Training.
DEPLOY
Deploy is the sixth and final stage in the AIM life cycle. During the Deploy stage the applications are moved
to production; all requisite pre - production activities are identified, tracked and completed, and post - production
analysis and review is completed. Upon moving to production, the Accela Automation applications are
transitioned to the CRC for ongoing support. A formal transition will occur between the Services team and
the CRC that instructs the agency on available communication channels (telephone, email, online tracking
system) and use of the Accela knowledge base. Lastly, all documented issues found during production
10
Statement of Work
support, or enhancement requests will be transitioned from the Services team to the Customer Resource
Center. In terms of specific deliverables, common output from the Deploy Phase is as follows:
• Pre - Production Checklist Development, Tracking and Execution,
• Move to Production,
• Post Production Analysis,
• Formal Transition to the CRC for Ongoing Support.
WORK DESCRIPTION
The following section describes the specific activities and tasks that will be executed to meet the business objectives
and business requirements of the Agency. Accela has provided a fixed price estimate to complete this project based
on the information provided by the Agency. The fixed price deliverables have been broken down into milestone
payments. In support of the implementation effort as described above, Accela will provide the following
implementation services. For each deliverable, a description is provided as well as criteria for acceptance of the
deliverable.
STAGE 1 - INITITATION
DELIVERABLE 1: PROJECT INITIATION
Project initiation is an opportunity to ensure the project starts in a well- organized, structured fashion while re-
confirming the Agency and Accela expectations regarding the implementation. This Deliverable is comprised of
project planning activities, core project management documents and templates and the first on -site meeting conducted
between the Agency and Accela after the signing of the Statement of Work.
In conjunction with the Agency representatives, Accela will perform the following tasks:
• Finalize staffing for the project teams. Guidelines and recommendations for the Agency project staffing are
addressed in the Project Staffing section of this document.
• Conduct formal conference calls and a formal on site kick off meeting. The objectives of these meetings
include a formal transition from sales process to implementation process, review roles and responsibilities,
review the contract and review project scope.
• Establish Communication Plan and project logistics including communications norms, status reporting,
issue /risk management, work locations, etc.
• Establish a 3- tiered Escalation Plan to resolve issues and manage risks
• Establish Weekly Project Status Meeting and Monthly Project Review schedule and confirm attendees
• Review and agree on Project Status Report Template format.
• Finalize and document formal deliverable signoff procedures, identify team members that will be responsible
for signoff from the Agency and Accela.
• Review infrastructure requirements and preparation (with designated Agency technical staff).
• Finalize an integrated project plan that includes resource allocation for all tasks (in cooperation with the
Agency Project Manager).
• Review and adjust project scope based on additional findings, if necessary.
• Develop a Project Charter that will further define and govern the execution of the tasks in the SOW. The
Project Charter will contain the framework on how the project will be managed including a communication
plan.
The Project Initiation Meeting itself is an event that includes a formal presentation by the project team to review project
objectives, methodology, timeline, roles and responsibilities, risks, and other key project elements. Moreover, a
product demonstration will be provided to familiarize project stakeholders with Accela Automation.
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Statement of Work
The kickoff meeting will be a one day event broken into three (3) key meetings /presentations.
1) A strategic kickoff meeting to bring together the senior management team and key projects sponsors to
discuss the project at a high level and set expectations as a delivery team.
2) A tactical kickoff meeting (customary Accela kickoff) with the full team and stakeholders which will
include (but not limited to) a project sponsor introduction, demo and project overview. The project
overview will cover items like timeline and resource expectation at a high level.
3) A technical team kickoff will be a deeper dive into how the Agency and Accela will work together during
the implementation, focused on IT Staff and the importance of timely information sharing and gathering,
meeting attendance and general overall project management.
In terms of specific output, the following will be executed for this deliverable:
➢ Project Charter (MS Word).
➢ Communications Plan (MS Excel and MS Word). (may be a part of the Project Charter) Example
communications plan attached herein
➢ Baseline Project Plan (MS Project).
➢ Escalation Plan (may be part of the Project Charter)
➢ Project Status Report Template (MS Word).
➢ Project Initiation "Kickoff' Presentation (MS PowerPoint).
➢ Project Initiation Meeting and Product Demonstration.
➢ Finalized Project Scope document (MS Word).
Accela Responsibilities:
• Provide timely and appropriate responses to Agency's request for information within 5 business days.
• Coordinate project planning activities.
• Communicate the Accela Implementation Methodology ( "AIM ") that will be used by Accela to deliver
Services.
• Complete Baseline Project Plan, Project Status Report Template, and Project Initiation Presentation
deliverables with input from appropriate Agency resources.
Agency Responsibilities:
• Identify and set expectations with key resources and subject matter experts for ongoing participation in the
project, including Project Status Meetings and Project Reviews.
• Complete Project Scope Document which shall include a final review with the Accela project team.
• Provide timely and appropriate responses to Accela's requests for project planning input and meeting
logistics requests.
• Provide meeting facilities for Project Kickoff and other onsite activities.
Acceptance Criteria:
• Review and acceptance of the Project Status Report Template.
• Review and acceptance of the Baseline Project Plan.
• Review and acceptance of the Project Charter.
• Completion of the one -day Kickoff Meeting event.
DELIVERABLE 2: SYSTEM SETUP
During the System Setup step of this project, Accela's technical staff will work with the Agency IT staff to ensure that
the components for hardware, software, database, network, and Internet are in place for the test and production
environments. Accela technical staff will validate the proper installation and configuration of the Accela Automation
environment. This Deliverable is defined as the installation of the Accela Automation software on Agency computer
systems, such that Agency can log into the system and verify that the software was installed. During the installation of
12
Statement of Work
Accela Automation, documentation on the installation of Accela Automation will be provided to the Agency as
reference material.
In terms of specific output, the following will be executed for this deliverable:
I Installation of the Accela Automation software on Agency servers.
Demonstration of an operational Accela Automation computing environment.
Installation documentation (MS Word and Adobe pdf).
Specifically, Accela will perform the following tasks within the support environment:
• Perform a remote system check of the installation.
• Install Accela software.
• Demonstrate that the Accela Automation applications are operational in the Agency computing environment.
• Provide documentation of the Agency installation.
• Configure Accela Automation to use the reporting technology selected by the Agency (Crystal Reports,
Oracle Reports, or SRSS).
Accela Responsibilities:
• Consult with Agency resources to provide technical input and answer technical questions related to the
installation requirements for Accela Automation.
• Deliver and install the Accela Automation software on the Agency server.
• Provide hardware and installation documentation to Agency in order to facilitate procurement.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's requests for information.
• Procure and configure mutually agreed upon necessary hardware, non - Accela systems software, and
networking infrastructure as specified by Accela.
• Provide /purchase /acquire the mutually agreed upon appropriate hardware, software and infrastructure assets
to support the reporting technology.
• Prepare the mutually agreed upon hardware, software, and network in accordance with the specifications
provided by Accela.
• Make available the appropriate Agency key IT users to participate in any hardware, software, environment,
and infrastructure meetings.
• Arrange for the availability of appropriate people for the system installation, setup, testing, and quality
assurance throughout the setup process.
Acceptance Criteria:
• Confirmation of ability to log into the Accela Automation software that has been installed on Agency computer
systems.
• Demonstrate core Accela Automation system is operational in the Agency environment.
STAGE 2 — ANALYSIS
DELIVERABLE 3: CONFIGURATION ANALYSIS
Configuration Analysis is comprised of the activities required to define the baseline configuration of Accela Automation
for the Agency. The key output of the process is the Configuration Document, which serves as a 'blueprint' for all
design and configuration efforts throughout the implementation project and establish the benchmarks for testing and
acceptance at the conclusion of the project. In order to develop the content for this document, Accela will work closely
with designated Agency personnel and will conduct configuration analysis sessions to capture the required business
13
Statement of Work
processes to be automated within the system. Configuration analysis and subsequent build will be limited to
requirements stipulated and responded to in the RFP. As a part of this effort, Accela will also identify key Accela
Automation features that can best support these processes.
In conjunction with the Agency representatives, Accela will perform the following tasks:
• Review and chart each business process as a basis for configuration in Accela Automation's workflow tool.
• Collect employee names and associated roles and identify user group setups.
• Review and document intake requirements, forms, and data fields for each license process type.
• Collect and document output requirements (documents /letters /reports).
• Collect and document fees, fee schedules, and collection procedures for each license process type.
• Collect and document all required inspections and inspection result options for each license type.
Accela will use the AIM Configuration Document template, and the appropriate content within that document to
capture the Agency's processes to be configured. Accela's Project Manager will coordinate the compilation of the
information collected during the Configuration Analysis into a Configuration Document that will detail all aspects of the
proposed configuration. The configuration document includes detailed configuration settings including the following
topics:
• Organization and departments • Security
• Application Types • Workflow
• Staff Assigned to tasks • Email Notification
• Application Status Group • Smart Choice Group
• Application Specific Information • Dropdown List Values
• Fees • Standard Conditions
• Standard Comments • Standard Choices
• Parcel Templates • Inspections
• Reports • Event Scripts
• Guidesheets • AMO Reports
The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the
configuration document for the purpose of approval and sign -off on the deliverable. Accela will configure a prototype
application, including the workflow, which will be used during the review sessions to demonstrate the proposed
functionality. Prototyping is intended to demonstrate selected aspects of Accela Automation functionality to assist in
understanding how it will operate for the Agency - it is not part of the configuration process. All EMSE scripts and
reports to be developed shall be vetted and approved by the Steering Committee during this phase.
In terms of specific output, the following will be executed for this deliverable:
• Configuration Analysis data gathering activities, including workshops, interviews, and WebExes.
• The final list of reports, EMSE scripts and guidesheets.
➢ The Configuration Document(s) (MS Word).
Accela Responsibilities:
• Conduct configuration analysis sessions to capture the required business processes to be automated within
the system.
• Conduct selected prototyping to demonstrate proposed functionality.
• Conduct meetings via WebEx, phone, and in person to gather and validate analysis input.
• Prepare and complete Configuration Document capturing the Agency's business processes to be configured.
14
Statement of Work
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Make available the appropriate Agency key users and content experts to participate in the configuration
analysis and verify the accuracy of the documented workflows, input/output formats, and data elements.
• Provide business process documentation, including process flows; fee schedules; commonly used
applications, reports and forms; and other relevant information.
• Schedule participants and meeting locations for analysis activities.
Acceptance Criteria:
• All EMSE scripts and reports to be developed shall be vetted and approved by the Steering Committee
during the analysis phase.
• Review Configuration Document and validate that the content accurately reflects the business processes
data that will be configured in Accela Automation.
STAGE 3 — CONFIGURATION
DELIVERABLE 4: SYSTEM CONFIGURATION
Accela will provide professional services to configure Accela Automation in accordance with requirements established
and agreed upon during the execution of the tasks that comprise Deliverable 3, Configuration Analysis. Accela will
configure Record Types per the RFP, and Deliverable 3 based upon the analysis congruent with RFP
(Case /Application /Permit/ types) in Accela Automation, including all associated workflows, fees, inspections, email
notifications, conditions and standard comments in support of the Agency's requirements. Specific record type types
may be modified by agreement of Accela and Agency following the System Configuration Analysis sessions:
In terms of specific output, the following will be executed for this deliverable:
➢ Configuration of record types per the RFP, within Accela Automation.
• Configuration of standard reference Vantage 360 Consoles, based upon Accela's recommendation for
each of seven departments.
Accela Responsibilities:
• Work with the Agency to identify supplementary information to accurately configure Accela Automation
according to the Configuration Document.
• Configure the record types defined in the Configuration Document in Accela Automation.
• Install standard reference configuration Vantage 360 Consoles, based upon Accela's recommendation for
each of seven departments.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Make available the appropriate Agency key users and content experts to participate in configuring the system
in an effort to learn about the system and work with Accela through the verification process that the system
has been configured as required in the associated Configuration Document.
• The Agency will test the system for purposes of validating the configuration.
Acceptance Criteria:
• Review and approve that the base configuration of Accela Automation is configured as documented in the
approved Configuration Document.
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Statement of Work
STAGE 4 — BUILD
The Build stage includes data conversions, development of interfaces, development of Accela Event Manager scripts
to automate business processes and custom report development. It comprises all of the additional critical activities
outside of base configuration that has been configured for the Agency. Similar to the Configuration Stage, it is critical
that appropriate agency representatives are involved in each step of the process to ensure success.
The conversion of historic data from the existing database is one of the most significant aspects when migrating from
one system to another. Accela responsibilities will include assistance in data mapping, script development for
conversion, data testing and validation, and assistance with final data conversion. For conversions, it is expected and
anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data
migration /conversion effort.
The required data mapping effort will be a conducted by Agency personnel with assistance from Accela. Once the
data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps. The
Agency will be responsible for loading the data to be converted into the Accela standard staging tables. Accela will be
responsible for the data conversion programs to load data from the standard staging tables to the Accela Automation
database. PLEASE REFER TO APPENDIX A FOR SPECIFIC ASSUMPTIONS AND PARAMTERS REALTED TO
ACCELA'S STANDARD CONVERSION APPROACH.
DELIVERABLE 5: STANDARD APO (ADDRESS, PARCEL, OWNER) DATA CONVERSION
In the Accela Automation System (Automation), Address, Parcel and Owner (APO) information will be supplemented
via The City of Miami Beach's (City) GIS data. The process by which reference APO data will be utilized in
Automation will either be Internal or External APO functionality, and will be determined during the analysis phase of
the project. Either process will ensure that GIS data will not be duplicated. Controls will be set in place to guarantee
addresses will be verified against the City's GIS data as well as restrict users from creating reference APO data within
Automation. This will ensure that APO reference data is exclusively provided by the City's GIS database. For both
Internal and External APO processes, standard load procedures to import data from the City's GIS database into
Automation will be provided by Accela to the City. These procedures can be run, as needed, by the City.
In terms of specific output, the following will be executed for this deliverable:
➢ APO Data Mapping Specification Document and Support.
➢ Migrated APO data into Accela Automation testing database environment.
Provide synchronization tool to keep reference APO data current, and schedule with database job
scheduler.
Accela Responsibilities:
• Provide standard APO data mapping specifications document and support.
• Migrate data provided by the Agency into the Agency's AA testing database environment.
• Provide data scrubbing, except for language related items.
• Develop SQL scripts to apply the scrubbing rules.
• Provide quality assurance reporting of the converted data.
• Provide data mapping activities.
• Setup synchronization tool.
• Schedule periodic synchronization using SQL Server job scheduler.
Agency Responsibilities:
• Identify data accuracy / quality issues.
• Assist in the resolution of data inaccuracies.
• Provide APO data in the format(s) specified by the standard APO documentation.
16
Statement of Work
• Allocate the time for qualified business and technical experts for the Accela -led data - mapping sessions that
are critical to the project success.
• Assist in the data - mapping process.
• Load data from original source(s) into the Accela standard staging tables.
• Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is
converted successfully according to the data - mapping document.
• Verify synchronization of data is accurate.
Acceptance Criteria:
• Review and acceptance of the APO Data Conversion Specifications document.
• Confirmation that APO data has been converted to Accela Automation testing environment according to the
standard APO data specifications.
• Confirmation that periodic synchronization of APO data is occurring as scheduled and accurate.
DELIVERABLE 6: BUSINESS TAX RECEIPT /CERTIFICATE OF USE DATA CONVERSION (EDEN)
Accela will provide a program to convert Business Tax Receipt/Certificate of Use data from a single source to be
defined by the Agency to the Accela Automation Business Tax Receipt/Certificate of Use tables. Data will be provided
in Accela's standard format. After Agency staff signs off on the conversion specification document, the Accela
conversion team will configure the conversion that will populate the Accela system with the appropriate data.
Data scrubbing will be a collaborative effort between the Agency and Accela. The Agency will work with Accela to
address problem data that can impair the successful conversion or quality of the data into the Accela Automation
database schema. The Agency will assist in the preparation and will review the scrubbing rules in order to ensure an
accurate transformation of the data. Scrubbing will not include language translations.
In terms of specific output, the following will be executed for this deliverable:
> Business Tax Receipt/Certificate of Use Data Conversion Mapping Document (MS Word /MS Excel).
➢ Migrated Business Tax Receipt/Certificate of Use data into Accela Automation testing database
environment.
➢ Data conversion QA test reports.
Accela Responsibilities:
• Provide standard Business Tax Receipt/Certificate of Use conversion documentation and support.
• Migrate data provided by the Agency into the Agency's AA testing database environment.
• Provide data scrubbing, except for language related items.
• Provide quality assurance reporting of the converted data.
• Provide data mapping activities.
Agency Responsibilities:
• Identify data accuracy / quality issues.
• Assist in the resolution of data inaccuracies.
• Provide Business Tax Receipt/Certificate of Use data in the format(s) specified by the standard Business Tax
Receipt/Certificate of Use documentation.
• Allocate the time for qualified business and technical experts for the Accela -led data - mapping sessions that
are critical to the project success.
• Assist in the data - mapping process.
• Load data from original source(s) into the Accela standard staging tables.
• Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is
converted successfully according to the data - mapping document.
17
Statement of Work
• Assist in the definition and preparation of data scrubbing rules.
• Review data scrubbing rules.
• Assist in the development of SQL scripts to apply the scrubbing rules.
Acceptance Criteria:
• Review and acceptance of the Business Tax Receipt/Certificate of Use Data Conversion Specifications
document.
• Confirmation that Business Tax Receipt/Certificate of Use data has been converted to Accela Automation
testing environment according to the standard Business Tax Receipt/Certificate of Use data mapping
document.
DELIVERABLE 7: PERMITS PLUS HISTORICAL DATA CONVERSION
Accela will provide a program to convert appropriate Agency's Permits Plus historical data into Accela Automation.
Data scrubbing will be a collaborative effort between the Agency and Accela. The Agency will work with Accela to
address problem data that can impair the successful conversion or quality of the data into the Accela Automation
database schema. The Agency will assist in the preparation and will review the scrubbing rules in order to ensure an
accurate transformation of the data. Scrubbing will not include language translations.
In terms of specific output, the following will be executed for this deliverable:
➢ Permits Plus Historical Data Conversion Mapping Document(s) (MS Word /MS Excel).
- Migrated historical data into Accela Automation testing database environment.
• Data conversion QA test reports.
Accela Responsibilities:
• Work with the Agency to convert compositions and subtypes from Permits Plus into Accela Automation.
• Migrate data provided by the Agency into the Agency's AA testing database environment.
• Provide data scrubbing, except for language related items.
• Development of SQL scripts to apply the scrubbing rules.
• Provide quality assurance reporting of the converted data.
• Provide data mapping activities.
Agency Responsibilities:
• Identify data accuracy / quality issues.
• Assist in the resolution of data inaccuracies.
• Provide data in the format(s) supported by Accela Automation.
• Allocate the time for qualified business and technical experts for the Accela -led data - mapping sessions that
are critical to the project success.
• Assist in the data - mapping process.
• Load data from original source(s) into the Accela standard staging tables.
• Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is
converted successfully according to the data - mapping document.
• Assist in the definition and preparation of data scrubbing rules.
• Review data scrubbing rules.
• Assist in the development of SQL scripts to apply the scrubbing rules.
Acceptance Criteria:
• Review and acceptance of the Permits Plus Data Conversion Specifications document(s).
• Confirmation that Permits Plus historical data has been converted to Accela Automation testing environment
according to the data conversion mapping specifications.
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Statement of Work
DELIVERABLE 8: WORK STATION FILES HISTORICAL DATA CONVERSION
Accela will provide a program to convert appropriate Agency's Work Station historical data into Accela Automation.
Data scrubbing will be a collaborative effort between the Agency and Accela. The Agency will work with Accela to
address problem data that can impair the successful conversion or quality of the data into the Accela Automation
database schema. The Agency will assist in the preparation and will review the scrubbing rules in order to ensure an
accurate transformation of the data. Scrubbing will not include language translations.
In terms of specific output, the following will be executed for this deliverable:
➢ Work Station Historical Data Conversion Specifications Document(s) (MS Word ,
o-,
)> Migrated historical data into Accela Automation testin• database environmen
➢ Data conversion QA test report-
Accela Responsibilities:
• Work with the Agency to convert compositions and subtypes from Work Station into Accela Automation.
• Migrate data provided by the Agency into the Agency's AA testing database environment.
• Provide data scrubbing, except for language related items.
• Development of SQL scripts to apply the scrubbing rules.
• Provide quality assurance reporting of the converted data
• Provide data mapping activities
Agency Responsibilities:
• Identify data accuracy / quality issues.
• Assist in the resolution of data inaccuracies.
• Provide data in the format(s) supported by Accela Automation.
• Allocate the time for qualified business and technical experts for the Accela -led data - mapping sessions that
are critical to the project success.
• Assist in the data - mapping process.
• Load data from original source(s) into the Accela standard staging tables.
• Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is
converted successfully according to the data - mapping document.
• Assist in the definition and preparation of data scrubbing rules.
• Assist in the development of SQL scripts to apply the scrubbing rules.
Acceptance Criteria:
• Review and acceptance of the Work Station Data Conversion Specifications document(s).
• Confirmation that Work Station historical data has been converted to Accela Automation testing environment
according to the data conversion data mapping specifications.
DELIVERABLE 9: SIEMENS IVR INTERFACE
Accela will develop an interface between Accela Automation and Siemens IVR to receive updates in order to query
permit status, retrieve inspections and inspection results, schedule inspections, and cancel inspections. Specifically,
Accela will be responsible for deploying web services that will enable real -time transactions with the IVR system.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specificaf ii'b6 ument (MS Word /MS Excel).
➢ Demonstration of operational interface from Accela Automation to Siemens IVR in staging /test
environment.
19
Statement of Work
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 10: LASER FICHE INTERFACE
Accela will develop an interface between Accela Automation and Laser Fiche to relate all documentation using the
Agency's electronic document system for file storage to seamlessly manage all processes where documents are
tracked within the application. Specifically, Accela will be responsible for creating a one -way interface to get the
existing Laser Fiche information.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
➢ Demonstration of operational interface from Accela Automation to Laser Fiche in staging /test
environment.
.Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
20
Statement of Work
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 11: PAYMENT ENGINE INTERFACE
Accela will develop an interface between Accela Automation and Payment Engine to provide a seamless integration
between the Accela Citizen Access permit payment process and the Agency's selected online payment engine.
Specifically, Accela will be responsible for implementing a web service to connect to the agency's merchant account.
In terms of specific output, the following will be executed for this deliverable:
A Interface Specifications Document (MS Word /MS Excel).
➢ Demonstration of operational interface from Accela Automation to Payment Engine in staging /test
environment.
.Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 12: Q - MATIC INTERFACE
Accela will develop an interface between Accela Automation and Q -MATIC to allow the customer to be tracked
throughout the one -stop process allowing personnel to know where the customer is in the system at all times.
Specifically, Accela will be responsible for integrating into the Accela software, the permit or plan check number that is
issued by the Q -MATIC software when the customers enter the Permitting Department.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
➢ Demonstration of operational interface from Accela Automation to Q -MATIC in staging /test environment.
21
Statement of Work
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 13: EDEN FINANCIALS INTERFACE
Accela will develop an interface between Accela Automation and Eden Financials to provide the ability for financial
data to go into the financial system. Specifically, Accela will be responsible for the following:
a) Interface to post all Permit/Fee related GL journal transactions to the Eden Financial System.
b) All payments are received in Eden Cashiering system and payments recorded seamlessly in Accela
Automation.
c) For specific Licenses provide the ability to validate Tax Licenses in Resort Tax System through a Web
Service.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
Demonstration of operational interface from Accela Automation to Eden Financials in staging /test
environment.
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
22
Statement of Work
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 14: NOVATIME INTERFACE
Accela will develop an interface between Accela Automation and NOVAtime to provide integration to the Agency's
time and attendance workforce management software. Specifically, Accela will be responsible enabling the Accela
software to use NOVAtime to track effort on specific tasks.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
➢ Demonstrati , • "" °" j ° t :1.,,.%14,44tomation to NOVAtime in staging /test
environmen
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 15: PROJECTDOX INTERFACE
Accela will develop an interface between Accela Automation and ProjectDox, which is the Agency's Electronic Plan
Review software. Specifically, Accela will be responsible for seamlessly synchronizing Plan Review activities between
the two applications.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
>- Dem, ° 9 � tP A ter. o ae ° 0); 0 ,e Il staging /test
23
Statement of Work
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 16: NEW WORLD INTERFACE
Accela will develop an interface between Accela Automation and New World to provide integration to the City's public
safety system. Specifically, Accela will be responsible for creating a one -way interface to provide fire inspection result
information to the New World system utilized by the Fire Department.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
• Demonstra ' • w ? ra • � 710 A 1.orld in stain /tes
environ
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
24
Statement of Work
.rt
.
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 17: WEB Q&A INTERFACE
Accela will develop an interface between Accela Automation and Web Q &A to manage content on Accela Citizen
Access in order to provide consistent and concise information to customers. Specifically, Accela will use Real Time
Web Services, XML or API services for the implementation depending on the interface. If, during analysis Real Time
Web Services cannot be used due to Agency Limitations, Accela will provide batch processing as an alternative.
In terms of specific output, the following will be executed for this deliverable:
✓ Interface Specifications Document (MS Word /MS txceI).
➢ Demonstration of operational interface from Accela Automation to Web Ci&A in staging/test environment.
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 18: WEBLINKS INTERFACE
Accela will develop an interface between Accela Automation and external web sites. Specifically, Accela will be
responsible for providing direct links within the portlets to Metro -Dade License, Florida State License, Corporate
License, MDC Property Appraiser, and Workers' Compensation Insurance.
In terms of specific output, the following will be executed for this deliverable:
• Interface Specifications oument (
• Demonstration of operational kid:' �, ent,
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
25
Statement of Work
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 19: DEPARTMENT OF PROFESSIONAL REGULATIONS INTERFACE
Accela will develop an interface between Accela Automation and Department of Professional Regulations to
periodically receive and update all Contractor, Architect and Engineer records through the Department of Professional
Regulations in order to update the Professional Licenses with the appropriate licensing statuses. Specifically, Accela
will use Real Time Web Services, XML or API services for the implementation depending on the interface. If, during
analysis Real Time Web Services cannot be used due to Agency Limitations, Accela will provide batch processing as
an alternative.
In terms of specific output, the following will be executed for this deliverable:
➢ Interface Specifications Document (MS Word /MS Excel).
➢ Demonstration of operational interface from Accela Automation to Department of Professional
Regulations in staging /test environment.
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
26
Statement of Work
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 20: EEOS INTERFACE
Accela will develop an interface between Accela Automation and EEOS to provide a real -time interface to pass plan
review process information to Miami -Dade County Accela Automation EEOS System 6.7, with the optional capability
of passing information back to the City of Miami Beach's Plan Review System. Specifically, Accela will use Real Time
Web Services, XML or API services for the implementation depending on the interface. If, during analysis Real Time
Web Services cannot be used due to Agency Limitations, Accela will provide batch processing as an alternative.
In terms of specific output, the following will be executed for this deliverable:
Interface Specifications Document (MS Word /MS Excel).
➢ Demonstration of operational interface from Accela Automation to EEOS staging/test environment.
Accela Responsibilities:
• Work with Agency staff to develop interface specifications during configuration.
• Use an Accela web service or other tool to implement interface functionality based on the specifications.
• If not using an Accela web service, assist the Agency with testing and debugging of the interface.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Allocate the time for qualified business and technical experts for the testing sessions that are critical to the
project success.
• Identify and coordinate any related tools used to implement the interface (3rd party or in -house
development).
• Assist in the interface specification development and data mapping process.
• Review and approve the interface specification documents.
• Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates
successfully according to the interface specification documents.
Acceptance Criteria:
• Review and approval of the Interface Specification document.
• Demonstration of the interface meeting the specific requirements detailed on the interface specifications
document.
DELIVERABLE 21: EVENT MANAGEMENT SCRIPTING ASSISTANCE
During the configuration analysis phase of the implementation project, Accela will identify opportunities to supplement
the Accela Automation base functionality via Event Manager Script Engine (EMSE) script development. Accela will
work with key Agency project stakeholders to identify the business rules /processes that can be automated. Scripts
will be delivered to meet the functionality outlined in the RFP. The Agency will make a best effort to reduce the need
for scripts and will leverage best practices, where possible, and Accela's expertise. A final list of scripts will be
identified during Configuration Analysis and approved by the Steering Committee. If EMSE scripts directly related to
interface functionality are required, they will be identified by Accela in conjunction with the Agency. In all cases, final
approval will be provided by the Steering Committee during the Configuration Analysis stage of the project.
Accela will work with Agency to identify desired EMSE functionality, and subsequently will help prioritize the scripting
needs to determine which scripts will be developed by Accela. The scripts developed by Accela can be used as
models whereby agency staff can develop and modify additional EMSE scripts as needed.
27
Statement of Work
Representative examples of business processes that could be automated by a script listed below. Note that the below
list is an example list only and not a list of the actual script(s) that will be developed for the project.
• License Renewal (License Module)
o Use Case: Batch Automation of License Renewal;
• Licensed Expiration Dates based on workflow (License Module)
o Use Case: Automation of expiration dates based on workflow updates;
• Cancel application submittal based on proximity alert (Accela GIS)
o Use Case: Do not allow an adult bookstore to be located within 1 mile of a school ;
• Closing workflows based on inspection results
o Use Case: Final Inspection is complete, update workflow;
• Automatic assessment of complex fee calculations
o Use Case: Auto fee calculation, assessment, and invoicing upon application submittal;
• Increment a date based on workflow status change
o Use Case: Expiration on Permit is made current every time a workflow is updated;
• Preventing inspections based on various criteria
o Use Case: Depending on workflow / application status, do not allow an inspection to take place.
Prior to the development of a script, the Agency will approve a design specification document that will be created
jointly by the Agency and Accela. The approved document will be used as a basis for determining completion and
approval of the deliverable.
In terms of specific output, the following will be executed for this deliverable:
➢ List of desired EMSE scripts (MS Excel/Word)
➢ EMSE script specifications for scripts to be deve opev "b ° "c : (M xce as .e` in
Configuration Analysis and approved by Steering Committee.
➢ Demonstrated operability of scripts in staging /test environment per the design document specifications.
Accela Responsibilities:
• Work with Agency staff to identify potential uses of EMSE scripting.
• Develop list of desired EMSE functionality.
• Develop EMSE scripts based on the specifications.
• Demonstrate functionality of scripts per specifications.
Agency Responsibilities:
• Allocate the time for qualified business and technical experts for the script requirements sessions that are
critical to the project success.
• Identify resources that will learn EMSE scripting tolls and approaches for ongoing maintenance.
• Provide timely and appropriate responses to Accela's request for information.
• Verify the Event Script Specification meets the intended business requirement.
• Allocate the time for qualified personnel to test the script for acceptance.
• Ensure that the data populates successfully according to the script requirements document.
Acceptance Criteria:
• Review and acceptance of design document with written sign -off from the Agency.
• Demonstrate a developed script within the system.
28
Statement of Work
DELIVERABLE 22: REPORT SPECIFICATIONS
The Agency will identify custom documents /letters /reports as required for the new system during Configuration
Analysis. The Agency will seek to leverage standard reports where practical. Reports are defined as anything that can
be printed from the system, including but not limited to, reports, forms, documents, notices, and letters that the Agency
wishes to print as identified during Configuration Analysis. All such reports shall be approved by the steering
committee during the Configuration Analysis stage.
The Configuration Document will provide the final list of reports and documents that will be developed under this
Statement of Work. Prior to the development of a report the, Agency will approve report design specification
documents that will be created jointly by the Agency and Accela. The approved documents will be used as a basis for
determining completion and approval of the reports. Development of each report cannot begin until agreement on
each specification is complete.
A proven strategy that combines the use of the Accela Automation Quick Queries, custom reports developed by
Accela that include run -time parameters to allow similar reports to be combined, and the development of other reports
by Accela after training, can ensure that all required reporting requirements are met.
In terms of specific output, the following will be executed for this deliverable:
➢ List of identified reports that Accela will develop (MS Word, within the Configuration p( uration Document as 9
defined in Configuration Analysis and approved by the Steering Committee.
➢ Report Specifications Documents for each of the identified reports (MS Word).
Accela Responsibilities:
• Develop report specifications.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Make available the appropriate key users and content experts to participate in the report specification
activities.
• Provide information and data in the formats specified by Accela that will be needed for agreement on the
deliverable.
Acceptance Criteria:
• Agreement on list of reports that will be developed by Accela.
• Review and approval of individual Report Specifications documents.
DELIVERABLE 23: REPORT DEVELOPMENT
Accela will develop custom documents /letters /reports per the specifications developed and approved in Deliverable
23, Report Development. Changes to the report specifications after approval can negatively impact project progress
and the overall schedule.
In terms of specific output, the following will be executed for this deliverable:.
Accela Responsibilities:
• Develop reports per specifications.
• Assist in the validation of the reports in test environment.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
29
Statement of Work
• Make available the appropriate key users and content experts to participate in the report validation activities.
Acceptance Criteria:
• Confirmation of report accuracy in test environment per their respective Report Specifications.
DELIVERABLE 24: ACCELA CITIZEN ACCESS INSTALLATION AND CONFIGURATION
This deliverable includes setup, configuration and deployment of the Accela Citizen Access (ACA) software. ACA will
be installed on the Agency's hardware and configured based on the configuration of Accela Automation as defined by
the configuration deliverables. Subsequently, Accela will work with the Agency representatives to assess and
implement Accela Citizen Access to extend certain aspects of the internal Accela Automation configuration f r
is o o use b
p p Y
the general public.
Features available for configuration include:
• Permit/License /Complaint Research,
• Permit Application and Issuance,
• Service Request/Complaint Entry,
• License Renewals,
• Inspection Request Entry,
• Inspection Results Research.
In terms of specific output, the following will be executed for this deliverable:
➢ Accela Citizen Access installed on Agency server(s).
➢ ACA Configuration Specification Document (MS Word).
➢ Demonstration of operational ACA system per ACA Configuration document.
It should be noted that the Agency must purchase and configure an Internet - enabled Merchant Account payment
engine to interact with ACA. ACA interfaces directly with the payment engine used by PayPal. If another payment
gateway is desired by the agency, determination of which party will develop the adapter and the specific terms and
tasks must be vetted and documented via a change order.
Accela Responsibilities:
• Install Accela Citizen Access at the Agency.
• Work with the Agency to determine which services to expose to the public via ACA.
• Create configuration document for Accela Citizen Access based on analysis with the Agency.
• Configure Accela Citizen Access based on approved specification document.
Agency Responsibilities:
• Allocate appropriate staff resources to participate in training sessions.
• Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
• Provide access to proposed Accela Citizen Access server hardware, on site and remotely.
• Purchase and deploy an internet - enabled merchant account payment engine (PayPal Payflow Pro is natively
supported).
• Provide information on the services that the Agency desires to offer via Accela Citizen Access.
Acceptance Criteria:
• Confirmation that ACA is installed on Agency server.
• Review and approval of ACA configuration document(s).
• Demonstration of the operational ACA functionality per the configuration document(s).
• Demonstrate payment processing through the payment gateway.
30
Statement of Work
DELIVERABLE 25: ACCELA GIS INSTALLATION AND CONFIGURATION
Accela will install and configure Accela GIS to link and leverage existing Agency GIS information, including assistance
with establishing the map service to be used in conjunction with Accela GIS and configuration of 1 dynamic theme as
defined by the Agency. The following are the main objectives being pursued through the implementation of the Accela
GIS:
• Look up permit information and parcel information from the Permitting system.
• View selection, location, and associated GIS information.
• Select one or more parcels and add new applications to the permit system.
• Auto - populate spatial attributes for a property in forms (including ACA).
During GIS installation, Accela's technical staff will work with Agency IT and GIS staff to ensure that the components
for hardware, software, database, network, and Internet are in place for the Accela GIS test and production
environments. Accela technical staff will validate the proper installation and configuration of the Accela GIS
environment.
Accela with work with Agency IT and GIS staff to define layers that Accela recommends need to be altered to ensure
proper integration occurs. Accela with Agency IT and GIS Staff will define a mutually agreed to design where GIS
layers will require modifications.
In terms of specific output, the following will be executed for this deliverable:
➢ Accela GIS installed on Agency server(s
• Accela GIS Dynamic Themes Specification Document (MS Word).
➢ Configuration of 1 dynamic theme.,�x
➢ Demonstration of operational system per GIS Dynamic Themes Configuration docu
Accela Responsibilities:
• Install Accela software and perform quality assurance checks on the configuration and performance based on
acceptance criteria mutually developed by Accela and the Agency.
• Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus
communicating with the Accela Automation system.
• Communicate with the Agency IT and GIS Departments regarding software versions of Accela GIS and ESRI
GIS.
• Accela will work with the Agency IT and GIS Departments and develop a mutually agreed to migration plan
should the Agency upgrade their ESRI software.
Agency Responsibilities:
• Arrange for the availability of appropriate staff for the system installation, setup, testing, and quality
assurance throughout the setup process.
• Order and procure necessary hardware, non - Accela systems software, and networking infrastructure as
specified by Accela.
• Provide people and physical resources based on the dates outlined in the project schedule.
• Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
• Provide Accela with network access for remote installation and testing.
• Provide information and data in the formats specified by Accela that will be needed for the GIS
implementation.
• Create additional dynamic themes over and above the 1 dynamic theme to be configured by Accela.
• Communicate with Accela regarding software versions of Accela GIS and ESRI GIS.
• Agency IT and GIS Departments will work with Accela and develop a mutually agreed to migration plan
should the Agency upgrade their ESRI software
31
Statement of Work
Acceptance Criteria:
• Demonstration of operating Accela GIS in test environment.
• Review and acceptance of GIS Dynamic Theme Specification Document for 1 dynamic theme.
• Demonstration of 1 operating dynamic theme in a staging /test environment per the GIS Dynamic Theme
Specification Document.
DELIVERABLE 26: ACCELA MOBILE OFFICE CONFIGURATION
Accela will install and configure the Accela Mobile Office application. As part of this deliverable, Accela will perform
the configuration tasks required to ensure Accela Mobile Office interfaces with Accela Automation in both a test and
production environment. Using Accela Mobile Office, an Agency inspector can perform activities such as:
• Result inspections /investigations in either store /forward or wireless mode.
• Print reports in the field.
Accela Mobile Office installation and setup will involve Accela's technical staff working with the Agency IT staff to
ensure that the components for hardware, software, database, network, and internet are in place for the Accela Mobile
Office test and production environments. Accela technical staff will validate the proper installation and configuration of
the Accela Mobile Office environment. Successful installation will be demonstrated through logging into the Accela
Mobile Office Client communicating to the Accela Mobile Office Subscription server.
In terms of specific output, the following will be executed for this deliverable:
➢ Accela Mobile Office installed on Agency server.
➢ Configure access to guidesheets and reports.
• Demonstration of operational system.
Accela Responsibilities:
• Install and configure software in both the Test and Production Systems.
• Assist Agency in deployment strategy of the AMO client software.
• Conduct analysis sessions to determine the configuration of the AMO client.
• Configure access to guidesheets and reports.
Agency Responsibilities:
• Order and procure necessary hardware, non - Accela systems software, and networking infrastructure as
specified by Accela.
• Arrange for the availability of appropriate resources for the system installation, setup, testing, and quality
assurance throughout the setup process
• Prepare the hardware, software, and network in accordance with the specifications provided by Accela.
• Provide Accela with network access for remote installation and testing.
Acceptance Criteria:
• Demonstration of Accela Mobile Office within the test/staging system.
32
Statement of Work
STAGE 5 — READINESS
DELIVERABLE 27: ADMINISTRATIVE AND TECHNICAL TRAINING
Accela will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its
Accela Automation configuration. Our aim at Accela is to educate Agency resources on all aspects of Accela
Automation in an effort to ensure the Agency is self- sufficient. This allows the Agency to best react to changing
requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system
maintenance costs over time.
Specifically, the following courses will be provided to the Agency.
• Accela Automation Administrator Training
• Accela Report Schema Training
• Accela Self- Hosting Operation Training
• Accela GIS Administrator Training
• Accela Mobile Office End User Training
• Accela Citizen Access Administrator Training
• Accela V360 Administration Training
In terms of specific output, the following will be executed for this deliverable:
A Three -day Accela Automation Administrator Training course
• Two -day Report Schema Training course
➢ 4 Hour Accela Hosting Operation Training course
➢ One -day Accela GIS Administrator Training course
➢ One -day Accela Mobile Office End User Training course
➢ One -day Accela Citizen Access Administrator Training course
➢ One -day V360 Administration Training course
Accela best practices have proven that some class sizes need to be limited to specific amounts. The Accela Trainer
has the right to modify the class size to ensure successful instruction with Agency Agreement. Note: It will be required
that a representative that participated in the configuration, participate in the End -User training to validate decisions
made for each team. The optimal class sizes for the above training courses are as listed, however Accela will have
flexibility to accommodate a different number of participants depending upon the training facilities, and the Agency's
availability of participants:
• Accela Daily User Training —14 participants
• Accela Automation Administrator Training - 8 participants
• Accela Report Schema Training - 6 participants
• Accela Self- Hosting Operation Training - 5 participants
• Accela GIS Administrator Training - 5 participants
• Accela Citizen Access Administrator Training - 8 participants
• Accela V360 Administration Training - 6 participants
Accela Responsibilities:
• Coordinate with the Agency to define training schedule and logistics.
• Provide four instances of Daily User Training.
Agency Responsibilities:
33
Statement of Work
• Select and prepare the power -users who will be participating in the training and subsequently training end
users.
• Arrange the time and qualified people for the training who are critical to the project success.
• Provide suitable Agency facilities to accommodate various training classes.
• Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course.
• Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course.
Acceptance Criteria:
• Execution of Accela Automation Administrator Training course
• Execution of Accela Report Schema Training course
• Execution of Accela Self- Hosting Operation Training course
• Execution of Accela GIS Administrator Training course
• Execution of Accela Mobile Office End User Training course
• Execution of Accela Citizen Access Administrator Training course
• Execution of Accela V360 Administration Training course
DELIVERABLE 28: DAILY USER TRAINING
This Deliverable includes the Delivery by Accela to Agency of the Daily User Training course. Accela best practices
have proven that class sizes no larger than 14 participants are more successful with students who meet the pre-
requisites of the course. The Accela Trainer has the right to modify the class size to ensure successful instruction with
Agency agreement.
End User Training should be coupled with the Agency delivering supplementary user training to its staff using the core
Use Cases documented in each Configuration Document. Accela recommends that Agency adopt the "80/20 rule" for
training, focusing the majority of their training on the 80% of what the Agency normally does operationally. The
recommended supplementary training conducted by the Agency can utilize business experts from each area to train
on all aspects of their configuration. Accela will deliver current documentation. Documents delivered by Accela to the
Agency will be valid for the release that the Agency is trained. Documents delivered by Accela may not be shared
with any other agency or Company per the Non - Disclosure Agreement.
In terms of specific output, the following will be executed for this deliverable:
Seven sessions of two Accele Daily User Training (onsite) oourso
Accela Responsibilities:
• Coordinate with the Agency to define training schedule and logistics.
• Provide Daily User Training.
Agency Responsibilities:
• Select and prepare the power -users who will be participating in the training and subsequently training end
users.
• Arrange the time and qualified people for the training who are critical to the project success.
• Provide suitable Agency facilities to accommodate various training classes.
• Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course.
• Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course.
Acceptance Criteria:
• Execution of the End User Training course to the Agency.
34
Statement of Work
DELIVERABLE 29: USER ACCEPTANCE TESTING (UAT)
This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the configuration
meets definitions in all the deliverables. Accela will assist the Agency in the testing and validation of the configuration
and its readiness to be migrated to production for active use and will assist in transferring the configuration and any
required data from the Test to Production system.
Accela will assist the Agency in the testing and validation of the configuration and its readiness to be migrated to
production for active use and will assist in transferring the system configuration and any required data from the Test to
Production system. However, it should be noted that it is critical that the Agency devote ample time and resources to
his effort to ensure that the system is operating per signed specifications and ready for the move to production. The
testing effort will require a significant time investment by the Agency, and coordination of resources is critical. At this
point in the implementation process, the Agency can further test individual components of functionality of the
configuration (i.e., functional and /or unit testing), and can also test to ensure that the interrelated parts of the Accela
Automation configuration are operating properly (i.e., integration testing).
Accela will provide assistance to the Agency as needed by providing User Acceptance Testing (UAT) support and
facilitating completion of UAT. Accela will address and rectify issues discovered during the UAT process as Agency
staff executes testing activities. Accela recommends that the Agency develop a test plan and scripts, as well as an
issue log to track the progress of testing. Accela can assist in recommending best practices for developing a test
plan.
In terms of specific output, the following will be executed for this deliverable:
➢ Resolution of configuration issues resulting from Agency End User Testing.
➢ Fully- tested system that is ready to move to a production environment.
Accela Responsibilities:
• Provide recommendations on testing strategy and best practices.
• Assist the Agency in the User Acceptance testing effort and the validation of the configuration and its
readiness to be migrated to production for active use.
• With assistance from the Agency, lead the effort to transfer the configuration and any required data from the
Test to the Production system.
• Assist the Agency in the final conversion of legacy data to the Production system.
• Assist in resolution of issues raised as a result of User Acceptance Testing activities.
Agency Responsibilities:
• Provide timely and appropriate responses to Accela's request for information.
• Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
• Utilize the use cases documented in each Configuration Document as the basis for the acceptance of this
Deliverable.
Acceptance Criteria:
• Completion of UAT test scripts and resolution of all UAT issues.
STAGE 6 - DEPLOY
DELIVERABLE 30: PRODUCTION SUPPORT
Production date is defined as the official date in which Accela Automation moves from the test environment to
production for daily Agency usage. This date will be agreed to by both Accela and the Agency at project inception. It
35
Statement of Work
may be altered only by change order agreed to by both parties. The activities begin the week prior to the production
live date. The week prior, Accela will send up to three essential resources on -site. This is for the purpose of assisting
in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment.
The City of Miami Beach's change process will be followed. The below change control process should be followed:
1. All change requests must be submitted by Wednesday for review at our change control meetings that are
held Wednesday afternoons @ 4 PM.
2. All change requests must be approved by all approvers and passed by all testers prior to final approval at the
change control meeting. Change controls that do not meet these criteria will not be approved for
implementation.
3. All change requests must include a back out plan, should it be necessary to back the change out of the
environment. Consequently, failed changes will require an RCA to be completed and reviewed.
Please refer to Exhibit D — City of Miami Beach's Change Process flowchart for additional detail.
In terms of specific output, the following will be executed for this deliverable:
AG40,,Automation used in production environ ` for Agency
Accela Responsibilities:
• Provide on -site resources to support the move to Production effort.
• Assist in the development of a Pre - Production checklist that details the critical tasks that must be
accomplished prior to moving to Production.
Agency Responsibilities:
• Provide technical and functional user support for pre- and post- Production Planning, execution, and
monitoring.
• Provide timely and appropriate responses to Accela's request for information.
• Assist in the development of a Pre - Production checklist that details the critical tasks that must be
accomplished prior to moving to Production.
• Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Acceptance Criteria:
• Production system is first used by the Agency for daily use.
DELIVERABLE 31: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC
This deliverable is comprised of the post- Production support assistance that Accela will provide to address issues and
provide consultative advice immediately following the move to Production for daily use. The week will be staffed by
essential Accela resources, and the goal is to provide one resource for each department to support production week
activities and it is recommended that the Agency provide resources to provide coverage too, as all resources will
support the user community, and address issues as they arise. At the end of the week of onsite support, a formal
meeting will be scheduled with the Agency, Accela Services Team, and Accela CRC for the purpose of transitioning
support of the Agency to Accela CRC.
Accela will work with the Agency to identify and address issues identified during this period using a Post Production
Issues List. This list will be comprised of issues related to the defined deliverables listed in this SOW, which will be
addressed by Accela, as well as any other issues which will be addressed by the Agency. Examples of issues the
36
Statement of Work
Agency is responsible for include training issues, functional changes beyond the scope of the SOW, cosmetic
changes, and procedures related to the use of Accela Automation.
In terms of specific output, the following will be executed for this deliverable:
➢ Post Deployment Support.
➢ Finalized Post Production Issues List.
➢ Transition of Agency from Services team to Customer Resource Center for ongoing support.
Accela Responsibilities:
• Assist with the identification of issues for the Post Production Issues List.
• Assist with issues that may arise related to the deliverables in this SOW.
• Transfer ongoing support of the client and to the CRC to address any post Production issues that require
remediation.
Agency Responsibilities:
• Provide technical and functional user support for post Production support and monitoring.
• Develop and maintain a Post Production Issues List.
• Provide timely and appropriate responses to Accela's request for information.
• Make available the appropriate Agency key users and content experts to participate in user acceptance
testing as defined and managed by Agency.
Acceptance Criteria:
• Execution of post- Production support.
• Official transfer from the Accela Services project team to the Customer Resource Center (CRC).
37
Statement of Work
PROJECT RESOURCES AND LOCATION OF WORK
WORK LOCATION
Services contracted under this SOW may be performed remotely and /or at the Agency's on -site facilities as deemed
appropriate and reasonable for the successful completion of the Services detailed herein.
AGENCY RESOURCES
Agency must fill the appropriate roles with the appropriate personnel to work together with the Accela Engagement
Team for these Services and that Agency will make available additional resources as needed for the Services to be
successful. Agency roles can be filled by the same person. In addition, Agency will provide all necessary technical
resources to make appropriate modifications within any Agency systems wishing to integrate with any Accela systems.
These resources must be proficient in Agency coding /development environment and tools, to make the required
changes to their software to enable integration and must be available during the timeframe of these Services.
Agency roles include Sponsor, Project Manager, Technology Manager, and Business Lead(s) for each Division /dept
being implemented, Super User trainers, and others as appropriate.
Agency Resources Description
!Responsibilities include:
• Ultimate responsibility for the success of the project,
• Creating an environment that promotes project buy -in,
Project Sponsor • Driving the project through all levels of the agency,
• High -level oversight throughout the duration of the project,
• Serving as the primary escalation point to address project issues in a timely
manner.
;Responsibilities include:
• Overall administration, coordination, communication, and decision- making
associated with the implementation;
Project Manager i • Planning, scheduling, coordinating and tracking the implementation with
Accela and across departments within the agency;
• Ensuring that the project team stays focused, tasks are completed on
schedule, and that the project stays on track.
A user representative for each affected department must be appointed to facilitate
!analysis and configuration and serve as a decision- making entity for that group.
These critical appointments may well determine the success of the implementation for
;their respective areas. Responsibilities include:
Division /Departmental • Attending requirements workshop sessions;
Business Leads • Willing and able to gather data and make decisions about business
processes;
• Assist in the creation of specifications for reports, interfaces & conversions
• Review and test the configuration;
• Participating in the implementation of the Accela Automation solution.
38
Statement of Work
as _
Responsibilities include:
• Being trained on the Accela Automation system at a System Administration
level;
Division /Departmental • Being fully engaged in the Business Analysis and configuration activities;
Subject Matter Expert • Assist intemal efforts towards the creation of reports, interfaces &
(SME) conversions;
• Assist in the review and testing of the configuration;
• Actively participate in the full implementation of the Accela Automation
solution.
Responsibilities include:
• Primary responsibility for the technical environment during the software
implementation;
• Ensure that servers, databases, network, desktops, printers, are available for,
system implementation and meet minimum standards;
Technical Lead • Work with Accela technical personnel during implementation;
• Maintain test and production databases;
• Perform day -to -day maintenance of the system and install maintenance
releases;
• Act as the primary technical resource for troubleshooting problems;
• .Establish and maintain backup, archival, and other customary maintenance
and housekeeping activities.
ACCELA RESOURCES
Accela will assign key Professional Services resources for this engagement with Agency. These individuals are well
versed in the Accela Automation application, and are well qualified to lead this effort. Accela's Project Manager shall
assume full responsibility for the coordination of this team and its interaction with key Agency resources assigned to
the effort
Accela Resources Description
_ ^ry The Project Executive oversees the project's progress /direction and works with the
Project Manager to ensure efficiency, consistency and quality in delivery of Accela
!implementations. The Project Executive actively participates in a project
Project Executive director /executive role. The Project Executive will meet with Agency Executives
monthly or upon request throughout the duration of the project.
The Accela Project Manager is responsible for the overall project management and
orks directly with the client throughout all aspects of Accela implementations: from
he initial scoping, planning, staffing to delivery. The Project Manager undertakes the
project administration tasks including:
Project Manager
• Project plan management,
• Change order management,
• Issue log management and escalation,
• Status reporting,
39
Statement of Work
,.
• Project workspace management,
• Resources management,
• Work plan management,
• Meetings management,
• Project review with Project Executive.
In addition, the Project Manager will actively participate in leading the Configuration
Analysis sessions and will be responsible for the creation of the Configuration
Document.
iThe Senior Implementation Consultant assigned to the project will have major
'experience in the business process as well as the product functionality and is
responsible for:
• Business analysis activities: Mapping the client's business processes and
requirements to the functionality of Accela's products and the creation of
solution design,
Senior Implementation • Leading configuration activities,
Consultant • Providing training /mentoring to agency staff,
• Recommend industry best practices to agency to enhance business
processes,
• Guide agency on how best to configure the system based on past
experiences and software expertise.
Implementation Consultant resources support the project and typically focus on the
;flowing tasks.
Implementation Consultant • The configuration of the system to match the Configuration Document.
• Build activities within the project, such as conversion data mapping, creation
of reports and interface specification.
Accela Technical Consultants are involved in all areas that require knowledge o
server -side considerations and Accela add -on products such as:
• Application installation and setup (Accela Automation, Accela GIS, Accela
Technical Consultant Wireless, and Accela Citizen Access),
• Report definition and creation ,
• Event Manager Script definition and programming ,
• Database Conversions and data mapping assistance.
Training Consultant Training Consultants are responsible for Accela Training classes with assistance
from Implementation consultants, depending on the nature of the specific project.
40
Statement of Work
MILESTONE PAYMENT SCHEDULE
Accela invoices the client based on milestone payments that correlate to deliverables completed and accepted during
the course of the project. The payment schedule for deliverables, project management, and travel /expenses are
illustrated below.
41
Statement of Work
EXPENSES
Out -of- pocket travel and lodging expenses incurred by Accela resources in the performance of this Statement of Work
will be reimbursed by Agency as incurred, in accordance with the Services Agreement between Accela and the City of
Miami Beach. Out -of- pocket travel and living expenses include but are not limited to all travel, airfare, transportation,
lodging, parking, wireless internet connectivity, and meals. Accela will comply with GSA travel policy and requests
assistance in locating compliant lodging within the City. A change order will be required should expenses exceed the
budget of $31,060 due to locale costs or other circumstances.
ACCEPTANCE
The Services contracted for in this Statement of Work will be considered Accepted when all Deliverables defined in the
Work Description Section have been accepted by Agency as defined for each Deliverable.
TERMS
The pricing and terms of this proposal are valid until May 31, 2011. If this Statement of Work is accepted after this
date all pricing and terms may not be valid.
42
Statement of Work
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SIGNATURE
Agency acknowledges the undersigned has read this SOW, and understands and agrees to be bound by its terms and
conditions. The parties agree that this Agreement cannot be altered, amended or modified, except in writing that is
signed by an authorized representative of both parties.
Accepted By: Accepted By:
City of Miami Beach Accela, Inc.
13y: (IYAM JAll ..
Print Na Jonah Wolfson Print Name.
Vice -Mayor
Title. Title:
Corp/a Sccie/G,
Date: / Date: May /2,20//
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APPROVED AS TO
FORM & LANGUAGE
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43
Statement of Work
>. .�._. ,,.,z.. r.. ab ��, t ,� r rC Y� , ,,
APPENDIX A — STANDARD DATA CONVERSION ASSUMPTIONS
The following information is intended to provide detailed information related to the scope, inclusions and exclusions
that comprise Accela's standard data conversion offerings. Accela understands the complexity and level of detail
inherent in conversion activities and provides this information in an effort to address common q uestions and
misconceptions. Any conversion activities not included in the Standard Data Conversion Assumptions section below
are considered out of scope, and can be addressed through a change order for Accela services, or can potentially be
executed by the Agency, depending on the nature of the tasks and the skills required.
GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS
- The standard historical data conversion includes converting only transactional tables and current APO and
Professional License (CAED) tables. It does not include the work to develop APO periodic updates.
- Accela will not convert every single data element in the client's legacy database. Each field of data with a
corresponding location in Accela Automation can be mapped and converted. Note: for Permits Plus -to-
Accela Automation conversions, data will be converted per the standard database schema
- Extensive quality assurance by the client is recommended to verify accurate transfer of data. Accela will
perform unit testing of the conversion program and perform spot checks of the data within AA to rule out data
corruption.
- A complete configuration must exist as data conversion is heavily dependent upon configuration. In
particular:
o record type types must be configured and work flow must be established for each record type prior
to conversion,
o Configuration of application specific information must exist,
o Client sign off on data maps is required prior to executing the first conversion run.
STANDARD DATA CONVERSION ASSUMPTIONS
- "As -Is" Approach: Conversion of transactional tables, Address /Parcel /Owner (APO) data, Professional
License data is executed "As -is" into Accela Automation. "As -is" means no data transformation (unless the
Accela Data Mapping tool enables the data transformation) and also means the mapping will be field -to- field,
such that a single field is mapped to a single field. "As -is" means the data will look in AA exactly as it
appears in the legacy system.
- Standard Data Inclusions: Permit Detail (work order detail), Parcel, Address, Owners, Contractors,
Contracts, Job valuation, People, Addresses, Inspection types, Fees.
- Data Mapping Tool Use: Data can be mapped using the Accela Data Mapping tool, an Accela
implementation tool used to map legacy data into Accela Automation. The standard allows for certain types
of mappings. For example, a legacy'yes /no' field that would map to an AA yes /no field is allowed for within
the standard. Another example the tool allows is mapping a legacy '1 or 0' to a checkbox field in AA. An
example of mapping that is NOT standard is mapping a legacy text field value into a dropdown box in AA.
- Database Formats: for historical conversions that utilize the data mapping tool, data must be provided in
either an MS SQL Server or Oracle database. Accela can provide a list of the most recent versions of each
that are supported at contract signing. (Note that APO and Business Tax Receipt/Certificate of Use data can
be provided in Oracle, MS -SQL Server, MS Access, or pipe delimited flat file because these two conversions
do not utilize the data mapping tool).
- Documents: The standard data conversion includes converting documents to ADS in AA provided the client
provides the documents in a structure Accela requires.. The documents will be converted to ADS and
written /stored in a file system, not a database.
- Conditions: Conditions of approvals can be mapped to workflow using the Data Mapping Tool and are
standard provided they correlate and are configured to a work flow item in AA. Conditions of lock /hold /notice
are standard.
44
Statement of Work
- Guidesheets: Legacy system guidesheet conversion for any product other than Permits Plus and Tidemark
is part of the standard.
- Concatenating data/rules: The following are the standard data concatenation /translation rules:
• Record level concatenation (e.g. Fielda & " and " & Fieldb),
• Type casting with defaulting (e.g. convert a string to a date or number if translation is possible,
• Null checked on required fields,
• Add two numbers (e.g. NumberA + NumberB),
• Translate legacy items that fit into the predefined translation tables,
• Eliminate duplicated records.
NON STANDARD DATA CONVERSION ITEMS (EXCLUSIONS)
- Concatenating data /rules: The following are NOT standard data concatenation /translation rules:
• Vertical concatenation,
• Parsing„
• Special exclusion rules Ex. Only when fields > 50 characters,
• Custom translation outside of the normally defined translations;
- Translating text box values in legacy system to dropdown object in AA;
- Parsing data (e.g. names, addresses);
- Converting business - specific rules - cannot be mapped in the Data Mapping tool;
- Fee screen items converting to application comments for any legacy product;
- Virtual data items (this is related to the Permits Plus product only);
- Hearing calendars;
- Sets or models;
- Permits Plus and Tidemark Guidesheets;
- Renewable Data.
45
Statement of Work
APPENDIX B - ACCELA AUTOMATION STANDARD REPORTS
Report Name Description Parameters
Address Activity Details of applications associated with the specified address, Address, Primary Address Only ?,
for the specified module(s). Module(s)
Assessor Report Details (include valuation) of applications filed or issued during Application Type, Date Range, Filter
specified date range. User can filter by file date or by workflow By, Workflow Task & Status
task /date. Grouped by application type /subtype.
Building Permit -HTML Building Permit showing application details (e.g., job address, Application Number
owner, applicant, contractor, valuation, fees, etc.) and
customizable legal declaration Legal declaration may be
supplied by agency. In HTML format & accessed from Permit
tab only.
C404 C404 report to U.S. Census Bureau. Provides data required for Application Type, Workflow Task &
the following C404 form sections: (3) New Residential Status, Status Date
Buildings, (4) Additions, Alterations & Renovations to Existing
Structures, (5) Construction over $500,000
Certificate of Occupancy Certificate of Occupancy, showing permit #, owner name and Application Number
address, and property address.
Fee Payment by Account Details of payments and refunds applied during the specified Payment Date Range
date range Grouped by account number.
Fee Payment by Payment summaries for applications filed during the specified File Date Range, Application Type
Application date range and for the specified application type (optional).
Inspection Activity Details of scheduled and completed inspections for the Inspection Date, Inspector,
specified date range, inspector (optional) and application type Application Type
(optional) Grouped by Inspector and date.
Inspection Count Count of inspections during the specified date range, both by Inspection Date, Scheduled or
Inspector and by Inspection Type. User can specify scheduled Completed Inspections, Show
inspections, completed inspections, or both. User can choose Inspector- Inspection Details ?, Count
to show counts by C404 code. by C404 Code?
Inspection Request List Details of scheduled inspections for the specified date, Inspection Date, Inspector,
inspector, or application number. Inspections are grouped by Application Number, Sort By
inspector, then application number.
Inspection Result List Details of inspections for which a result has been assigned, for Inspection Date Range, Inspector,
the specified date, inspector, or application number. Application Number, Sort By
Inspections are grouped by inspector, then application number.
Monthly Permit Summary Details of applications filed during the specified date range and File Date Range, Application Type
for the specified application type (optional).
Permit Permit showing details including job address, work description, Application Number
parcel number, owner, contractor, and fees.
46
Statement of Work
APPENDIX C - DELIVERABLES ACCEPTANCE FORM
Please acknowledge acceptance by:
A B
Sign and fax this document to: Email this document as an
attachment to
Accela Inc
YOUR NAME O R YOUR EMAIL
YOUR TITLE
Tel:
Fax:
Date:
Agency Name:
Approving Agency Manager:
Accela Manager:
Project Name / Code:
Contract / Agreement #:
Agency agrees that Accela has successfully completed the following Deliverables:
Source /
Deliverable # Reference
Details
Service
Agreement
Agency agrees that Accela has successfully completed the Deliverables described above in accordance with the
terms of the related Contract/Agreement.
APPROVALS:
Agency Name
Signature
Title
Date
47
Statement of Work
APPENDIX D - MIAMI BEACH'S CHANGE PROCESS FLOWCHART
48