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Home My WebLink AboutProfessional Services Agreement - zedIT Solutions Inc - Internal IT Resources for Accela SupportM6 COUNI Y-CIFY BUILDINO 227 W. JITFERsoN BouLE'VARD sorni 11FND. INDIANA 46601-1930 CITY OF SOUTH BEND PF'U BUTTICAEG, MAYOR BOARD OF PUBLIC WORKS August 28, 2018 Derek Porter zedIT Solutions Inc. 210 Water St #400, St. John's, N L A I C I A9, Canada RE: Professional Services Agreement Dear Mr. Porter: PHONE 574/235-9251 ["'AX 574/ 235-9171 The Board of Public Works, at its meeting held on August 28, 2018, approved the above referenced agreement to augment internal IT resources for Accela support and development in the amount of $10,000, for eighty (8 0) hours at $125 an hour. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. 1 Sincerely, Linda M. Martin, Clerk - Enclosure GAILY A. Gn,o'r SUZANNA M. FizITZBERG ELIZABETH A. MARADIK JAMFS A. MUELLER Ti WRESL J DORAU INTER -OFFICE MEMORANDUM Department of Innovation & Technology City of South Bend 227 W Jefferson Blvd TO: Board of Public Works, Linda Martin CC: Santi Garces, Jennifer Hockenhull, Michael Schmidt, Clara McDaniels, Benjamin Dougherty, Sandi Kennedy, Shawn Delahanty FROM: Daniel R. O'Connor, III SUBJECT: Professional Services Agreement to augment internal IT resources for Accela support and development. DATE: 8/20/2018 Linda and Members of the Board We are submitting for review and approval a professional services Accela Support Agreement with zedlT Solutions. With this agreement, we would partner with zedlT to augment our internal resources and our ability to support and enhance our existing Accela solution which is relied upon by our Code Department. For each support ticket, a statement of work will be developed to estimate number of hours to be used, item(s) that will be addressed, and detailed deliverables will be presented. zedlT is an Accela recommended partner. Accela embraces partnering with a third party for augmented resources. This will position City IT and Code resources to successfully define the top prioritized support\development issues and then will allow the completion of the work in a timelier manner than what we could accomplish with city only resources. The proposed Accela Support Agreement with zedlT solutions is for a total of $10,000, As work is defined and accomplished South Bend will be invoices at an hourly rate of $125 an hour. This agreement will equate to 80 hours of work effort by zedlT. Thank you. Daniel R. O'Connor IT Professional Services Technology Consulting South Bend, Indiana Accela Support Agreement August 20, 2018 P SOLUTIONS zedlT Solutions - Accela Support General Description Support services for issues that may arise with Customer and its existing installation of and Process for the Accela Civic Platform. Requesting and Performing Services The services will be performed remotely, unless specifically requested otherwise by Customer, at which time travel costs will be discussed and approved by Customer prior to commencement of the applicable services. The lead time required to be onsite and/or manage any issues will be discussed with Customer on an ongoing basis. zedlT uses Zendesk for all support requests. Support tickets are initiated by emailing our zedlT Accela Support Team at the following email address: accelasupport@zedit.com Any and all support requests must be submitted via Customer's Director of IT (or other assigned resource approved by zedlT) using the above e-mail address. An automatic response with a ticket number will be provided by zedlT within 24 hours after receipt of the email. This will allow for accurate tracking and monitoring of all requests. Your zedlT Accela Support team member will review the request and provide initial feedback of estimated time to resolve. Any task that is estimated to be beyond 10 hours to complete must be quoted by zedlT and approved by Customer in order to proceed. Customer agrees that, from time to time, remote access to Customer's Accela environment will be required for zedlT to investigate and address specific tasks. When deployed at Customer's site, the engaged zedlT Accela Support Consultant will comply with Customer's daily work hours, statutory holidays and all applicable human resources and corporate policies. Detailed Work Scope ® Technical Assistance o Assistance with and updates on current and/or development of new customized reports. o Troubleshooting and updating existing configuration for the back office Accela Automation and public facing Citizen Portal. o Analysis, testing, client testing support, and client training on technical updates above. o Assistance with and/or development and execution of additional historic data migration. o Assistance with and/or development and execution of quarterly post -production Address, Parcel, Owner (APO) data uploads. o Assistance with and/or development and execution of additional post -production licensed professional data uploads. 0 functional Updates zeds T 50 LUT 10 N S zediT Solutions - Accela Support Tm i. ! J�;ioa` Signature APPROVED BOOM 'Df "'IdAlk Works Name Derek Porter A irl Title Account Manager Phone 709-722-7213, Ext. 220 E-mail Derek, Po rter,@ zed IT,corn Date August 210, 2018 zedzedlT Solutions - Accela Support SOLUi1OIdS O Implementation and configuration of additional Accela Automation features, i.e.: adding additional modules, departments, and record types. o Configuring additional Accela Automation users, user groups and their associated permission levels. o Project management, analysis, testing, client testing support, and client training on features, setup, and use of additional functions. • General Support o General consulting on Accela setup, use, and functionality. o User training on Accela setup, use, and functionality. Excluded Services For the avoidance of doubt, the Software Support Services do not include any of the following: • Network, security, and infrastructure setup and support. • Investigation, analysis and resolution of issues related to: o Accela Civic Platform software bugs & defects; o Accela Civic Platform software updates; o Accela Civic Platform cloud hosted environment issues; or o Customer's GIS layers and associated data configuration. • "Cleaning" of data provided by Customer in data migration templates, Data cleaning and validation should be performed directly by Customer for data integrity and correctness reasons. • Checking the business correctness of Customer's data except for determining if it is valid for import into Accela Civic Platform. For this purpose, zedlT will import data provided by Customer if it passes Accela import tool validation. Software Support Services. For zedlT's performance of the Software Support Services, Customer will pay zedlT fees at its Accela Support Consultant rate of $125.00 USD per hour. In addition, Customer will reimburse zedlT for all pre - approved travel, lodging and other related expenses incurred by zedlT or its personnel and subcontractors in connection with performance of any Software Support Services at Customer's site. At Customer's request, zedlT will provide Customer with receipts and other reasonable supporting documentation for such expenses. 5 business days' cancellation notice is required for any scheduled Software Support Services that are to be performed at Customer's site. Otherwise, the scheduled time and related expenses will be billed to Customer. Term of Support Agreement. It is understood that this agreement is based on a bank of 80 hours ($10,000 USD), effort will be billed at a time & materials basis but total effort is not to exceed 80 hours unless pre -approved by the Customer. Hours can be extended at the Customer's discretion. zed IT SOLUTINS zedlT Solutions - Accela Support WILY ZEDIT? zedlT Solutions is a professional services firm that has been developing and implementing leading edge IT solutions for clientele worldwide since 1992. As part of Group zed, zedlT has access to a knowledge base of over 450+ IT professionals housed in offices across The Globe. zedlT's team consists of multidisciplinary IT consultants who bring with them industry best practices across public and private sectors. Implementing technology solutions is at the very core of zed's offering, throughout the last several years we have successfully implemented over 2,400 COTS solutions for private & public customers across North America and currently provide support & maintenance for 1,6000 active clients. Project Governance Structure Our governance structure increases communication amongst stakeholders. Our project engagement has dedicated internal zedlT management and processes in place to increase efficiencies with stakeholder engagement. zed Delivery Management zed Client Account Management C11en1 Focused Continuous E7edlcaled supped pelivory ` rerd)wWaSatlsfac1kRntvi9i12M Managemont Combined f'ro,wV"erA Managemcwii Cornbinad Design and Development piausiness 5atutiana.. zedlT resources are full-time employees. We remain committed to our resources throughout their project deployment. We use a delivery model to actively engage and support our resources. Our internal processes lower operational risks by providing appropriate training, support and management to integrate our services into a cohesive workforce. 4 Zle d I "WzedlT Solutions - Accela Support SULUT10NV IT PROFESSIONAL SERVICES Flexible and pragmatic, with an adaptable approach to fit organizational needs, we work in partnership to understand our client's business needs. As a dedicated IT professional services vendor, we collaborate with our customers on a strategic level; delivering an approach that can support the changing needs of your organization. As a professional services firm, we engage our clients in long term partnerships in order to maximize our delivery approach and increase value to the company. Understanding the dynamism of your organizational environment and industry makes zedlT a first point of contact for IT leadership and support. Delivering customer service and anticipating customer needs are integral to our long-lasting relationships. The value of our consulting services lies in our ability to not only provide qualified and competent individuals, but to provide the full support of a professional consulting organization with a vested interest in the long-term success of our clients. Please contact your zed1T Account Manager (Derek Porter) to learn more about the IT Professional Services that zedlT can provide to your Agency: derel<.porter@zedit.com 5 Date Name BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM 8/20/2018 Daniel O'Connor Department Innovation & Tech BPW Date 8128/18 Phone Extension 6201 Legal Attorney Name Kennedy/McDaniels Controller review is required for all Contracts $5,000.00 or more Controller ® and greater than one year in length per the City Purchasing Policy Purchasing I_j Agreement II Contract I_I Proposal U Addendum ® Professional Services ❑ Amendment ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Chg Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease./Encroach. ❑ Traffic Control ❑ Resolution n Other: li Claim Company or Vendor Name New Vendor MBENVBE Contractor Project Name Project Number Funding Source Account No. zedlT Solutions ® Yes ® If Yes, Approved by Purchasing ❑ No Ye ❑ WBE BE Completed E-Verify Form Attached ❑ No Professional Services Agreement to augment internal IT resources for Accela suDDort and development. IT Professional Services 279-0672-415-31-06 Amount $10,000 (80 hours @ $125/hr will be invoiced as work is completed) Terms of Contract 80 hours @ $125/hour— invoiced as work is completed Purpose/Description To augment internal city resources to address a list of prioritized items the code department has to enhance the Accela aDnlication. Amount of ❑ Increase $ ❑ Decrease $ Previous Amount $ Current Percent of Change: % New Amount $ Total Percent of Change: % Time Extension: Dispersal After Approval Copy Original ® ❑ Shawn Delaha ® ❑ Dan O'Connor ❑ ❑ BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM