Loading...
HomeMy WebLinkAboutProfessional Services Agreement - Implement PLL CityWorks Module for Business Licensing - Woolpert1316 COUNTY -CITY BUILDING i� PHONE 574/ 235-9251 227 W.JEFFERSON BOULEVARD FAx 574/ 235-9171 SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS November 12, 2019 Mr. Jeff Pesler Woolpert, Inc. 600 Superior Ave., Ste. 1300 Cleveland, OH 44114 RE: Professional Services Agreement Dear Mr. Pesler: The Board of Public Works, at its meeting held on November 12, 2019, approved the above referenced agreement to implement PLL CityWorks Module for Business Licensing in the amount of $153,928. Enclosed please find the original of the agreement for your signature. Please sign and return the original agreement to our office and retain a copy for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU AGREEMENT FOR PROFESSIONAL SERVICES This Agreement for Professional Services (this "Agreement") is made effective as of January 1, 2019 (the "Effective Date"), by and between the City of South Bend, Indiana, an Indiana municipal corporation, acting by and through its Board of Public Works (the "City"), and Woolpert, Inc. (the "Provider") (each a "Party" and collectively the "Parties"). For and in consideration of the mutual covenants and promises contained herein, the Parties agree as follows: 1. Services. The Provider will provide to the City the professional services (the "Services") set forth in the Provider's proposal attached hereto as ExhibiittAA (the "Scope of Work"). In the event of any conflict between the terms of this Agreement and the terms of the Scope of Work, the terms of this Agreement will prevail. The Provider will execute its obligations under this Agreement in accordance with the prevailing professional standard of care for projects of similar design and complexity. 2. Compensation. In exchange for the Provider's performance of the Services, and subject to the terms and conditions of this Agreement, the City will pay the Provider a total sum not to exceed One Hundred Fifty -Three Thousand Nine Hundred Twenty -Eight Dollars ($153,928.00) (the "Contract Amount"). The City will pay the Contract Amount in installments upon regular invoicing by the Provider (each a "Contract Installment"). The City will not be required to pay a Contract Installment if the City is not reasonably satisfied with the Provider's performance under this Agreement or any default or breach of this Agreement by the Provider exists, as the City may determine in its sole discretion. The City must identify any performance that is unsatisfactory and allow Woolpert a reasonable opportunity to cure. The sum of the Contract Installments will not exceed the Contract Amount, and the Provider will not incur or seek reimbursement for any expenses in excess of the Contract Amount. Termination, Unless earlier terminated in accordance with its terms this Agreement will commence on the Effective Date and end at such time as the Services have been completed and all Contract Installments have been paid. Notwithstanding the foregoing, effective immediately upon delivery of a written termination notice to the Provider, the City may terminate this Agreement, in whole or in part, for any reason, if the City determines that such termination is in the best interest of the City. In addition, in accordance with applicable laws, payments are subject to annual appropriation. If the City Controller makes a written determination that funds are not appropriated or are otherwise unavailable to support the continuation of this Agreement, it shall be cancelled. A determination by the City Controller that funds are not appropriated or are otherwise unavailable to support the continuation of performance shall be final and conclusive. The City will not be required to pay any Contract Installment or be otherwise liable for any cost associated with the Provider's performance of any Services after the effective date of termination. 4. Remedies for Breach of Contract. The Provider's failure to complete the Services in accordance with this Agreement will be considered a material breach. In the event of any breach of this Agreement by the Provider, the City may suspend all payments to the Provider and may pursue any and all remedies available at law or in equity. 5. Point of Contact. The City employee identified in Section 10 below will serve as the City's principal point of contact for purposes of this Agreement. 6. Relationshiv. The Provider shall at all times be an independent contractor for the performance of the Services rather than an employee of the City, and no act or omission to act by the Provider shall in any way bind or obligate the City. No employee of the Provider will be considered or deemed to be an employee of the City. This Agreement is strictly for the benefit of the Parties and not for any third party or person. This Agreement was negotiated by the Parties at arm's length and each of the parties hereto has reviewed the Agreement after the opportunity to consult with independent legal counsel. Neither party shall maintain that the language in the Agreement shall be construed against any signatory hereto. The City and the Provider hereby renounce the existence of any form of agency relationship, joint venture, or partnership between the Provider and the City and agree that nothing contained herein or in any document executed in connection herewith shall be construed as creating any such relationship between the City and the Provider. 7. Indeninilication of City. The Provider hereby agrees to indemnify, defend, and hold harmless the City and its officials, employees, and agents, from any and all claims of any nature which arise from the performance by the Provider under this Agreement and from all costs and attorney fees in connection therewith, except for claims arising out of the negligence or intentional acts or omissions of the City or its officials, directors, employees, or agents. The obligations of the Provider under this section shall survive the termination of this Agreement. 8. Wot 'Lo& . The Provider will submit its work product to the City in accordance with the terms of the Scope of Work. Any and all work product submitted by the Provider to the City as part of the Provider's performance of the Services shall be free from claims of infringement and will become the exclusive property of the City. The City will have the right to use and reproduce copies of the Provider's work product as the City determines in its sole discretion without compensation to the Provider except the compensation expressly provided for in this Agreement. The City agrees, to the fullest extent permitted by law, to indemnify, defend, and hold harmless the Provider against any damages, liabilities, or costs, including reasonable attorneys' fees, arising from or allegedly arising from or in any way related to or connected with the reuse or modification of the deliverables by the City. The City will credit the Provider each time the deliverables are used. 9. � sienment. The Provider shall not assign or subcontract the whole or any part of this Agreement or its obligations hereunder without the prior written consent of the City. 10. Notices. Any notice required or permitted to be delivered hereunder shall be deemed to be delivered when deposited in the United States Postal Service, postage prepaid, registered or certified mail, return receipt requested, addressed to the City or the Provider, as the case may be, at the address set forth below. Provider: City: Woolpert, Inc. City of South Bend, Indiana 600 Superior Ave., Ste. 1300 227 W. Jefferson Boulevard, Suite 1200 N. Cleveland, OH 44114 South Bend, IN 46601 Attn: Jeff Pesler, Attn: Daniel O'Connor, Program Director Chief Technology Officer I l t p cart r�i .� -Discrimination; Cor r liaa ce, The Provider shall comply with all applicable laws and regulations in its hiring and employment practices and policies for any activity covered by this Agreement. The Provider shall comply with all federal, state, and municipal laws, regulations, and standards applicable to its activities pursuant to this Agreement including, but not limited to, the requirements imposed by Ind. Code 22-9-1-10 (non-discrimination), the provisions of Ind. Code 5-22-16.5 (disqualification for dealings with the government of Iran), and the provisions of Ind. Code 22-5-1.7 (requiring E-Verify for new employees and prohibiting employment of unauthorized aliens). Each of the foregoing provisions is incorporated herein as if set forth in full, and the Provider certifies that she is in compliance with each such provision and shall remain in compliance through the term of this Agreement. 11. Contractor's Affidavit. The Provider agrees, as a condition precedent to the effectiveness of this Agreement, that its authorized representative will execute and submit to the City and any other appropriate bodies an affidavit in the form attached hereto as Exhibit B. 12. Drug -Free 'ork&c:_q. The Provider hereby agrees to make a good faith effort to provide and maintain a drug -free workplace. The Provider will give written notice to the City within ten (10) days after receiving actual notice that the Provider or an employee of the Provider within the State of Indiana has been convicted of a criminal drug violation occurring in the workplace. 13. No Waiver. No failure or delay on the part of either Party in exercising any right under this Agreement will operate as a waiver of, or impair, any such right. No single or partial exercise of any such right will preclude any other or further exercise thereof or the exercise of any other right. No waiver of any such right will have effect unless given in a written document signed by the Party waiving such right. No waiver of any right will be deemed a waiver of any other right hereunder. 14. Seve�bilit. In the event any portion of this Agreement shall be held illegal, void, or ineffective, the remaining portions hereof shall remain in full force and effect. If any of the terms or conditions of this Agreement are in conflict with any applicable statute or rule of law, then such terms and conditions shall be deemed inoperative to the extent that they may conflict therewith and shall be deemed to be modified to conform to such law. 15. Entire Agreement Amendment; Applicable Law. This Agreement sets forth the entire agreement and understanding between the parties as to the subject matter hereof, and merges and supersedes all prior discussions, agreements, and understandings of any and every nature between them. This Agreement may be amended only by separate writing, signed by authorized representatives of both the Provider and the City. This Agreement will be construed and interpreted according to the laws of the State of Indiana. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement for Professional Services to be effective as of the Effective Date stated above. CITY: CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Gary A. Gilot, President Geiievi v� Miller, Therese Dorau, Member IIII-Yaura O'Sullivan, Elizabeth Maradik, Member I<tc Linda M. Martin, Cler. PROVIDER: WOOLPERT, INC. By:___..____ Printed: Title: .�...�_.....__...... Date: I TER -OFFICE MEMORANDUM 'Department of Innovation & Technology City of South Bend 227 W Jefferson Blvd TO: Board of Public Works, Linda Martin CC: Shawn Delahanty, Dan Parker, Michael Schmidt, Clara McDaniels, Sandi Kennedy FROM: Daniel O'Connor SUBJECT: Woolpert Professional Services Agreement and Statement of work to implement the Cityworks PLL module for business licensing in DCI DATE: 10/29/2019 Linda and Members of the Board We are submitting for review and approval a Statement of Work for professional Services with Woolpert to expand our CityWorks Enterprise solution by implementing the Cityworks Permits, Licensing and Land(PLL) module for Business Licensing for DCI. The cost for this professional services agreement is in the amount of $153,928.00 and is a 2019 planned and budgeted item with funding coming from IT Professional Services Budget. Attached is the Statement of Work for this engagement. Thank you. Daniel O'Connor EXHIBIT A Scope of Work [See attached.] EXHIBIT B Contractor's Affidavit [See attached.] Cywoirks N Systery) Il imp�ernenlahoin I ni p I e rn e r-') fa fio n S e ry ��i c e s 11)"t-a ferrier-f of"Work, u s i rTess k.-.:en&ng Cfty of Souflh Bend, N Novernber 6, 20"19 "t A W 0 0 L ANOW 'I I RlI ::Nl3H4EEMNG GECISPAI Al Implementation Services Statement of Work Cityworks PLL Implementation Business Licensing — City of South Bend, IN November 6, 2019 Prepared by: Jeff Pesler, AICP, IAM 600 Superior Ave., STE 1300 Cleveland, Ohio 44114 614.827.6117 igtt-PslgL[@—woo ip rt co—m w 0 0 III IIE ���:) PII���������� iN.R^::k•dv"Ma" I,HI4dEi EN4MNIE'EMNGI GEDS.PAT "IIAL QUALITY At Woolpert, quality is the cornerstone of our business. We invite your comments and suggestions for improving this document. TRADEMARKS All brand names and product names are trademarks or registered trademarks of their respective companies. NOTICE OF PROPRIETARY INFORMATION © 2019, Woolpert, Inc., Dayton, Ohio. All rights reserved to Woolpert. This document was designed, prepared, and submitted by Woolpert to be used only by the recipient. None of this material is permitted to be reproduced in any way or distributed to anyone other than the authorized representatives of the recipient. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK ReportI Document Acceptance ..... ......... ......... ......... .......... . ........ ........ ......... ........ ......... ......... ...............6 DocumentControl,_, ............... ......... ..................... ......... ......... ......... ......... ......... .. ............,... ...............6 General.,,.. ..... ........... ...... . ,....., 7 Project Management ....... ......... ......... ......... ............ ........_,..9 Task PM,1: Provide Written Notice to Proceed (Client Owned Task) ......, ....... ......... ......... ...............9 Task PM.2: Project Kick -Off Meeting ....... ......... ......... ............. . ................. ,., .. , . ,..„.... .,....... .......,. ..,,.,.,,.,.,..9 Task PM.3: Project Schedule Coordination., ... ........... ............... - ......... ..,................... ..... ....,..., ..,.,,... ..,...,...,. 10 Task PM.4: Client Status Meetings... - ........... ........... ..,,,,,............ ,,,.........,,,,,.,. ............. ......... ..,.,.....,, 10 Task PM.5: Internal Coordination Meetings .................. ... .,,,,.. , ..,.....,,....,.,,,,,,., 1 1 Task PM.6: Project Administration ................................... ...... ...., .„ .,. ...,......,, 1 1 ChangeControl.._......... ......... ......................................... ......... ......... .......... .. ...... ......... ................... . ............ 13 TechnicalApproach.,... ..,...,...,. „ ... ..... .. . .... . ............... ... .............. ......... ..................... ......... ......... ........... 15 Phase 1 - Implementation Planning .............................................. ............. ..... . ............ ...„........., ......... .........,., 15 Task 1.1: Conduct Pre -Planning Discovery ........ ......... ......... ......,.. ....,.,,, . ,.....,, ., .,..,., .,,,.........,,,,... ..-......., 16 Task 1.2: Install and Configure Core Cityworks Software in Development Environment ..................................... 17 Task 1.3: Provide Permitting Software Demonstrations ......... ......... ......... ......... ..................... .......... .........., 18 Task 1.4: Conduct Business Process Reviews ................ ......... .......... ........ ............. ..... ......... ......... ........_. 19 Task 1.5: Phase 1 Quality Control ............ ......... ......... Task 1.6: Phase 1 Acceptance and Close ...................................................... ........ ....... .......... ..... ,..,, 20 Phase 2 - Core System Design and Configuration..,.,,.., ....... . ...........,..,...,,...., ....... 21 Task 2.1: Prepare Configuration Documentation., ... ..................... .......... ........, ,, .,., , ,,,................... 21 Task 2.2: Provide Permitting System Configuration Training ,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,. .....,,...,......... ................__,., 22 Task 2.3: Facilitate Core PLL Software Configuration ......................... .................... ........ ......... ......... ............ 22 Task 2.4: Review and Approval of Updated System Configuration and Documentation .... ............ ....... ,,.,.,,,,,, 24 Task 2.5: Provide PLL Software Demonstrations ....,.,., ......... ........... , ,..,.. ,,, ................, .,.,...., 25 Task 2.6: Phase 2 Quality Control .... ......_ ........................ 25 Task 2.7: Phase 2 Acceptance and Close ........ ......... ......... ......... Phase 3 - Advanced Functionality... ......... ......... . ........ ____..... ,........ ,.,,,,.,, ..................... ........... .,..,.....,. 26 PLL Task 3.1: Perform Data Conversion of Legacy Datasets...................................................................................... 26 Task 3.2: Develop Custom Reports.................................................................................................................................. 27 Task 3.3: Develop Custom Requirements (ID 1 1 and 20)................... ......... ......... ......... ,,.,.... ........... 28 Task 3.3: Phase 3 Quality Control ................................. ....„..,„ ., ............., ....., ,,... ,..... 29 Task 3.4: Phase 3 Acceptance and Close ........ ......... ..................... ......... ......... .. ....,....., .............. ....., 29 Phase 4 - Core System Deployment ...................... ............ ,,,.. _..............,,..,,,......... 30 Task4.1: Develop Test Plan..... ............................. ..................... ............... .... ................... ....... ................ 30 Task 4.2: Provide Tester Training,., .,.,.,.,,........... ....... ........... ...... ......... ........................ 31 Task 4.3: User Acceptance Testing in Development Environment., ........ ........ ......... ......... 31 Task 4.4: Provide End -User Training...... ....__... ......... ......... ........,,. ................ ......,., ,..,..... .,...,....,, 32 Task4.5: Provide Go -Live Support....... .... ........... ....... ,.. ,.,,,..., ......... ..... ......... ......... ....._ ........, .,.,....,.., 33 SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 4 Task4.6: Phase 4 Quality Control.................................................................................................................................... 34 Task 4.7: Phase 4 Acceptance and Close ........ ......... ProposedSchedule................................................................................................................................................................... 35 Fee,. .......... ...................... ........ .......... . ........ ........... ............ .............. , ...... ......... a........ ..,.,.... ..,....,. .....,,.,.,., 36 AppendixA ..,...... ........ ......... .................. ,.............. ,.. 33 SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 5 Report I Document Acceptance Jeff Pesler, AICP, IAM Woolpert, Project Manager Dater Dan O'Connor Chief Technology Officer City of South Bend, IN Document Control 10/14/2019 Jeff Pesler 10/28/2019 Jeff Pesler 11/6/2019 Jeff Pesler Date: 1.0 Original Draft 1.1 Update based on review call held 10/22 and follow up call on 10/25. 1.2 Update based on feedback received in redline doc on 11/1 SOUTH BEND, IN - BUSINESS LICENSING, PILL IMPLEMENTATION SERVICES I SCOPE OF WORK 6 General The City of South Bend, Indiana seeks to implement Cityworks Permitting, Land, Licensing (PILL) as their system of record to managing their business licensing processes and data. This Statement of Work (SOW) has been developed in response to South Bend's requirements, existing system documentation and data. Woolpert's Permitting System implementations are focused on delivering a comprehensive set of technology tools and best practices that support our clients' performance objectives. We achieve our clients' objectives by first understanding their Implementation Vision and then defining the Management strategies to achieve the vision. We then design and deploy the System Applications required to support sustained Management & Monitoring. There are many related Tasks and Sub -Tasks that must be properly executed to ensure a successful deployment of high -value Permitting Systems. Woolpert's project methodology fully addresses all aspects of this complex project and ensures all critical success factors are thoroughly addressed in a logical order. Figure 1- PILL Implementation - Guiding Principles Services, and associated deliverables, are categorized into five (5) major phases, as more fully detailed in the following sections. Orderly completion of the Tasks and Sub -Tasks within each phase culminates with the execution of a Phase Acceptance and Close document signifying the Client's acceptance of the services rendered to date and authorization for Woolpert to proceed with work on the subsequent Phase. Our project plan and associated budget and schedule were developed using the following overarching assumptions, which were taken from communications with members of your organization. Task -specific assumptions used to develop the detailed services and deliverables related to each task in our project plan are noted throughout this document against the appropriate task. • Cityworks PILL will be implemented for the South Bend Department of Community Investment — Business Licensing Division • The Client is to identify and empower a single Project Manager to manage the PILL implementation team. • The Client is to identify and empower power users, a Cityworks System Administrator, and Crystal Report Writer (from Departments of Community Investment and Innovation & Technology) who, along with the client Project Manager, will collectively constitute the Client Core Team. The Client Core Team will be formally documented in the Project Plan. • Woolpert will configure Cityworks PILL to manage twenty-seven (31) business license types as listed below: Adult Business License Arborist License Charitable Solicitation License Food Vending Machine License Hotels and Motels License Lawn Parking Massage Therapist License Open -Air License Peddlers and Canvassers License Precious Metal Dealer License Alarm Agent License Automotive Repair License Donation Box and Container License Food Vending Vehicle License Itinerant Restaurant License Massage Establishment License Mobile Food Vendor License Outdoor Motion Picture Theater License Pool Hall License Public Parking Facility License SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK Restaurant License Scrap Metal Dealer Self -Service Laundries License Tattoo and Body Piercing Establishment Taxi Driver License Vehicle Removal License Rubbish and Garbage Removal License Secondhand Stores License Tattoo and Body Piercing Artist License Taxi Company License Transient Merchant License • Woolpert will configure Cityworks PLL Public Access Portal to accept online applications and payments (including renewals) using out -of -the -box configuration capabilities and compatible payment processors (Authorize.net or PayPal). Requirements specified in Appendix A are included in this SOW. • If it is determined that a requirement specified in Appendix A cannot be met using the proposed solution, Woolpert will present alternatives for consideration. If the selected alternative does not utilize out -of -the -box configuration capabilities a change control may be needed. • Woolpert will not provide any customization of the PLL Public Access Portal beyond basic aesthetic changes to the interface. Specifically, Woolpert will not customize the PLL Public Access Portal to utilize payment processors other than those supported by Cityworks (Authorize.net, PayPal) • The City is responsible for ensuring secure access to the public access portal for external users. • The City is responsible for implementing a solution to scan attachments for malicious content. • The City is responsible for identifying an electronic payment gateway to facilitate online payments. • Integration with payment processors other than Authorize.net or PayPal is not included in the scope of services • Woolpert will migrate data from legacy Navil-ine system to Cityworks PLL as specified in Phase 3 SOW • Woolpert will develop custom reports while providing hands on training to the client's designated report writer in Crystal Reports • The client will be responsible for developing end -to -end workflow testing documentation to be followed during Phase 4 User Acceptance Testing Tasks Woolpert will train up to six (6) end -users including a system administrator and report writer • Woolpert will perform cutover from development to production ahead of go -live and will support system use per Phase 4 SOW • Phase 5: Extended Support is not included in this SOW • Any schedule slippage resulting in one (1) or more months of additional time will result in a Change Control Notice to ensure adequate Project Management time to maintain project controls • If the Client request for a previously scheduled workshop to be rescheduled, Woolpert Project Manager will make best efforts to reduce schedule slippage however, if significant slippage occurs a Change Control Notice may be required. • Woolpert Project Manager is responsible for setting up and managing content posted to the secure project site. • Woolpert Project Manager will provide a complete data download of the secure project site to the client upon completion of the project. • The Client Project Manager will ensure that review and feedback on Woolpert project deliverables occurs within five (5) business days SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK Project Management An enterprise system implementation is a complex endeavor that presents a variety of technical and organizational challenges that must be identified, analyzed, understood, and continually managed in order to ensure a 4P successful outcome. Woolpert's Project Management approach provides for the resources and tools needed to successfully manage the project through all phases/processes, including: • Initiation: project authorizations and expectations. • Planning: project definitions, objectives, deliverables, analysis of alternatives. • Execution: coordination of resources, quality management, product Figure 2 - Project Life -Cycle Process Groups and service delivery. • Monitoring and Controlling: monitoring and measuring to identify variances and initiate corrective actions. • Close -Out: acceptance of project deliverables and results, To fulfill each of these objectives, Woolpert will employ the project management tools described in the following sections: Task PMA : Provide Written Notice to Proceed (Client Owned Task) Upon agreement on scope, schedule, budget and contract execution, the client Project Manager shall deliver to the Woolpert Project Manager notice to proceed in writing. Woolpert Deliverables • N/A Assumptions • N/A Client Responsibilities • Client Project Manager to submit written notice to proceed to Woolpert Project Manager via email Task PM.2: Project Kick -Off Meeting As soon as is reasonably feasible, following receipt of the Written Notice to Proceed, Woolpert's project manager will work with the Client's project manager to schedule a Project Kick -Off Meeting. This meeting will be facilitated on -site at the Client's facilities for the purpose of: 1) establishing the necessary project management protocols to be adhered to by all stakeholders, 2) reviewing the Client's implementation goals and objectives with all team members, 3) identifying any Client -owned source documentation necessary to support the project, 4) identifying all critical path schedule milestones, and 5) addressing any outstanding scope or schedule questions that Client stakeholders may have. Development of the kick-off meeting agenda shall be the joint responsibility of the Woolpert's and Client project managers. Woolpert Deliverables • Woolpert Project Manager will create and submit kick-off meeting agenda to the Client Project Manager • Woolpert Project Manager to facilitate project kick-off meeting for up to two (2) hours in duration Assumptions SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client • Kick-off meeting will be held during the same week as the following on -site tasks as determined by Woolpert and Client Project Managers: o Task 1.1: Pre -Planning Discovery Workshops o Task 1.2: Install and Configure Cityworks PLL in Client Development Environment Client Responsibilities • Client Project Manager will schedule meeting space and supporting technology peripherals suitable for the kick-off meeting • Client Project Manager will be responsible for coordinating and supplying kick-off meeting agenda feedback to Woolpert Project Manager • Client Project Manager will coordinate and schedule meeting attendees Task PM.3: Project Schedule Coordination Project schedule coordination and management will be performed using Microsoft Project software. Project �" o schedules and tasks will be monitored and adjusted as needed, depending upon the Client's priorities and ability , make its staff and facilities available at the appropriate times throughout the project. An updated project schedule delineating resources, scheduled tasks, and completed tasks will be maintained and available to all Woolpert and N Client project participants. Figure 3 - Microsoft Project Gantt Chart Woolpert Deliverables Woolpert Project Manager will monitor and maintain the MS Project schedule on an on -going basis Woolpert Project Manager will report schedule status to the Client Project Manager during bi-weekly project meetings Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client Client Responsibilities • Client Project Manager will review project schedule and provide feedback to Woolpert Project Manager on an on -going basis Task PMA Client Status Meetings Woolpert will facilitate a regular occurring status meeting. Woolpert's project manager will lead regularly scheduled project status meetings with the Client's project manager and designees for the purpose of reviewing project issues including: 1) activities, action items, and deliverables completed to date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert meeting participants will include Woolpert's project manager and ad hoc team members, as required. Client meeting participants will be included as deemed necessary by the Client's project manager, or as requested by Woolpert's project manager. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 10 When feasible, Client Status Meetings will be held on -site at the Client's facilities in conjunction with other scheduled on -site tasks. Otherwise, Client Status Meetings will be facilitated remotely using teleconference and web meeting tools. Woolpert Deliverables • Woolpert Project Manager will schedule bi-weekly status meetings with the Client Project Manager using MS Outlook • Woolpert Project Manager will upload status meeting minutes to the project website • Woolpert Project Manager will lead monthly project status meetings Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client • Woolpert Project Manager will set-up, manage and maintain the secure project website. Client Responsibilities • Client Project Manager will schedule appropriate internal staff and provide facilities for on -site meetings and off -site conference calls • Client Project Manager will review and accept project status reports, or otherwise provide comments on same within a reasonable time frame • Client Project Manager will schedule meeting space and supporting technology peripherals suitable for on -site meetings • Client Project Manager will coordinate and schedule meeting attendees Task PM.5: Internal Coordination Meetings Internal coordination meetings will be held on a regular basis to ensure continuous communication about tasks in process, scheduled tasks, and any issues impacting a successful implementation. Woolpert's project manager will also utilize these meetings to gather information from project team members required to manage ongoing resource loading. Woolpert Deliverables • Woolpert Project Manager will coordinate regularly scheduled internal coordination meetings Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client Client Responsibilities • N/A Task PM.6: Project Administration Woolpert will provide the following general project management services: • Develop, in cooperation with the Client's project manager, a project plan and schedule; • Proactively manage and update project plan and schedule, as required, throughout the duration of the project. Project plan and schedule modifications will be facilitated upon common agreement between the Client and Woolpert in accordance with the issue control process detailed in the project plan; • Coordinate project events with the Client's project manager and Woolpert team members; • Author, edit, review, and distribute project documentation and technical reports as required; • Facilitate in -process review meetings with the Client's project manager, committees, management, and end -users as scheduled, and appropriate, throughout the duration of the project; SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 11 IL A • Maintain a secure project collaboration web site to post project schedule details, in -process tasks and responsible parties, technical documentation, as well as other project collaboration tools; • Perform miscellaneous project administration (e.g. arrange travel, internal project updates); and • Anticipate problem areas and propose and facilitate solutions. Woolpert Deliverables • Woolpert Project Manager will develop draft and final project plan • Woolpert Project Manager will create and submit monthly project status reports • Woolpert Project Manager will provide on -going project management, including resource allocation, invoicing and general consulting • Woolpert Project Manager will set-up and provide client access to password protected project collaboration environment and issue log Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client Client Responsibilities • Client Project Manager will assemble a team of domain and technical experts and have representation of all divisions / work groups involved throughout all phases of the project • Client Project Manager will serve as the client point of contact for all project management issues and questions • Client Project Manager will review, comment and accept draft project work plan within five days of document delivery • Client Project Manager will schedule appropriate internal staff and provide facilities for on -site meetings and off -site conference calls • Client Project Manager will review and accept project status reports, or otherwise provide comments within a reasonable time frame SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 12 I Change Control This section defines how changes to the original objectives and/or deliverables defined in this Statement of Work will be handled. Both Woolpert and the Client recognize that changes are a normal part of the project life cycle. Woolpert believes that managing change to project scope, cost, and schedule are critical to a project's success and employs a comprehensive approach to change control. Woolpert's established change control process is documented as follows: Any project team member (Client or Woolpert) may initiate a Change Request whenever there is a perceived need for a change that will affect the desired or anticipated outcome of the work or any element of the project. The project team member will use a Change Control Notice (CCN) form as appropriate for the change: • Agreement to a Change Request signifies agreement to a change in overall costs, functionality, time scales, or other identified project impact. • Changes will be identified and communicated by/to the respective Project Managers by any of the prescribed communication channels. Change Requests may be introduced via verbal conversation or other form of communication but must be supported by the appropriate CCN document. • All CCNs will be signed by both the Client and Woolpert Project Managers to indicate acceptance of the changes. • All project participants should understand that time is of the essence when initiating, reviewing, negotiating, and approving Change Requests, as any delays to work in progress caused by a CCN may impact the overall project schedule and budget. �u W O O L P I_ P T Change Control Notice-04 ..,.,,, &terprrse asset Atmmp—t System Implementation zaa.: ��.� � r �ae.wa'::xp av rxrrl;iarr �a Saar Frr.Trol:: a x 4ilv(yer; # F .jw:^ct. @rP f, Cu.at m: N [5— 2014: N'PaLtad MB Vy 1.3,203 4; ARF YavwueM.P—:i,?dJ 4 gwb*.,V.� har.q;ll ltred 7dr.ra cn .G:fry..o k..r o5r..onF p at xn fiat l.rp„�¢:a:;a : na;ur,�a{p,rrvrrnr. rhi1L11'.gdarI—Vdll,»x, r6 ima"'mto uvxtislY;v PFw -A—,cm } vrpl.a (,vxr '.rif- £{dpe w$ m u MT4MMi' va7'mNa M'C"ii'"59g w^d'I,gCi C 1l, ,ayd*�mt. S'xm'H'f eve.k beY 9TN'="+4c191 Wz,'�4aSN"s P.mv.pa JP t..f ron;'niki'�i' tmq pro- tl A �bPGNrt K'tna tl lry m"w"v,M'r�.rpwe M^,vr'I,SmM,'a.K�M a�`h.4d":4' %tfYS i4mM Ck7 Cd$FMI hr•;WLI✓.bM'?V'R'��PWiM t2A4 .YJ@'YA iLtSTtYM�'W M4MNdG$Hf@N'F9hf§'i@x r,�Pdu�E'� nan�r,�misi,p.�rra•�,��� y.,:�r,,:r�s r,. �:.�r.p,r�,Ma�ar � a.a�a._n:rr�,,~n: wrw✓aw.d Tru r.3h >" rx..;gd rhm.rrvwr, a p ,v w, H1n ,vwm•,a ¢�.sd ,^ .r rv+'... O..q tm—;m lM tM V. �. :mr'ip mwyAti Id 'dl✓ t " lr w•—�0.1v,.,&, nsnFyeru tar r�2ayn, +< (*wt vrde•r N Pw� . vc Anl4 rt. AxIP IPrr� ro'fra kYil l er ; 'ws rwM- .1 ' 9 fkrcahwe ;lD9R V iw} rs �. P�.t'px bi.uvri�tto-s a psrnSuri-.n .�—i ei tl'nn YA2vi�n trnmFraene. I.v yart4•.r 1 vm,"&.w Nw �M reap - f ehm . k' nsn- "W'k km d< �[ Ali, - P Q 1 r,...e ..roe ;xe— J. A,.t i—d Writ f mafY:kd,, 9n11 ynti�: a. 'ti t r xPe ff ni. ! uaev!.and 'e „;A,VS a I :n,-,: 1,; In,. � ,W I P' Y.I he. ro^rfnr r;d �aur„rl..l 'e, Yt . v .rvm:.l (. C WI YI P,'lW'_ im•wn".m :::Pia:r Figure 4 - Sample Change Control Notice All request changes should be managed from their initiation through to their completion (acceptance or rejection) within five (5) business days from the start of the process. If the Client and Woolpert project managers cannot reach common agreement on the request change within this time frame, the issue will be elevated to the next level of management (both Client and Woolpert) for resolution. During the resolution process, all downstream project tasks potentially impacted by the requested change will be placed on hold until such time that resolution is achieved. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 13 The following workflow diagram graphically depicts the above detailed process: Figure 5: Change Control Process Each Change Control Notice (CCN) will clearly document the following: • Date • Change Control Number • CCN Initiated By • Original Scope of Services (language from the original scope that is being considered for change) • Proposed Change (narrative of the proposed change(s) being sought) • Schedule Impact (details about the proposed change(s) impact to the overall project schedule • Fee Impact (details on the proposed change(s) impact to the project budget) • Risk Assessment (narrative discussion about the risks the proposed change(s) will introduce to the project and the ways in which said risk will be mitigated) • Acceptance Signatures (Woolpert and Client project managers) SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 14 „ Technical Approach Woolpert has developed a phased approach to implementing content rich enterprise permitting/licensing management solutions. Each of the technical phases are executed in conjunction with continuous Project Management, Knowledge Transfer & Change Management, and Quality Management activities. Deliberate execution of each phase, with continuous client involvement and feedback enables Woolpert to ensure a successfully planned, designed, configured, and deployed solution that is used and useful immediately upon "Go -Live”, provides for the tools and resources needed to support current and planned permitting/licensing workflows, and provides the means to monitor and measure continuous improvement of activities. Each of the phases is performed according to the MS Project Plan, with specific phase deliverables achieving client sign -off in each of the appropriately defined tasks or sub -tasks. The culmination of each phase is solidified by a Phase Acceptance and Close-out process that signifies delivery and acceptance of the Phase Tasks / Sub -Tasks and clears the way to proceed with the next subsequent phase or task. Each of the phases are presented in detail in the subsequent sections of this Statement of Work document. Phase 1 - Implementation Planning The Implementation Planning tasks are performed for the purpose of verifying / establishing and documenting a clear purpose for the permitting system implementation. Functional and technical requirements that were communicated to Woolpert are reviewed with Woolpert's implementation team and the Client's management and technical team leads in order to align goals and expectations and to establish critical success factors as a means to measure implementation milestones. Woolpert will facilitate a number of Pre -Planning discovery tasks comprised of a desktop audit of pertinent licensing data, followed by on -site discovery workshops designed to identify, validate, and document workflows and key licensing program details that we will need to configure the solution to support the to -be business licensing workflows. As part of these initial planning efforts, Woolpert will install instances of the FILL solution on both client site server and in Woolpert's internal environment. This initial system install will be used through all of the implementation phases to "teach and train" users how to navigate the system and ultimately use it to their daily benefit. As the project moves through the phases, this initial install will be updated to reflect the configuration decisions made by the client's project team until such time that at "Go -Live" it becomes the Production Environment. Additionally, as part of Woolpert's continuous knowledge transfer and change control efforts, we provide a series of software demonstrations to the client team early in the process. This early introduction to the system imparts a level of understanding among those client team members that will be asked to make design and configuration decisions. This is the first of many software demonstrations that will be used throughout our implementation process. The Planning Phase culminates with a series of Business Process Review workshops whereby Woolpert works with the client's key technical staff to establish a best practices approach to managing the license data that will be captured, routed, acted -upon, and reported within the permitting software application. Each of the related Implementation Planning Tasks and Sub -Tasks are detailed in the following sections„ SOUTH BEND, IN - BUSINESS LICENSING, PILL IMPLEMENTATION SERVICES I SCOPE OF WORK 15 Task 1.1: Conduct Pre -Planning Discovery Woolpert's Project Manager and Senior Systems Analyst will jointly facilitate a series of pre -planning discovery sub - tasks for the purposes of: 1) understanding the Client's over -arching business objectives and strategies; 2) aligning the Client's stated technical and functional requirements with the governing project plan (contract, Statement of lauon,se Work documents); and 3) identifying and documenting any 9 critical performance requirements that have not been adequately addressed to date (critical / unique licensing processes, system interfaces, unique workflow details, specific reporting requirements, data conversion requirements). Review Define llwse t Ultimately, we are utilizing this pre -planning discovery z 4 Design / opportunity to engage the Client's management team and Build Maintain technical leads to define the target system performance Phan measures the implemented permitting system will be required to support. By clearly articulating the Performance Management Roadmap implementing organization's implementation vision and aligning this with the corporate policies and goals, strategies, and objectives, we are able to establish the desired "to -be" position at the very on -set of the project. Woolpert will then compare requirements to the Client's current system baseline to define the outstanding measures that need to be implemented as part of the overall project. This will clearly establish the "roadmap" that will be used by project participants to navigate the design, configuration, and deployment phases of the project. The above diagram illustrates how the pre -implementation planning discovery is used to align implementation goals and objectives and establish the implementation road map. Any program elements that are discovered during this process that are not part of the Project Plan will be presented to the Client's management team for consideration. At their discretion, the Client's management team may elect to: 1) have these added to a revised Project Plan for inclusion in the core project implementation; 2) wait to address these issues as part of the Phase 5 — Extended Support; or 3) place them in a "parking lot" for future consideration outside of the scope of this implementation plan. Depending upon the Client's decision, Woolpert will make any necessary adjustments to the Project Plan and obtain acceptance from the Client. Related sub -tasks are as follows: Task 1.1: Conduct Pre -Planning Discovery Sub -Task 1.1.1: Woolpert to Prepare Request for Information (RFI) Sub -Task 1.1.2: Woolpert to Submit RFI to Client PM Sub -Task 1„1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert (Client -Owned Task) Sub -Task 1.1.4: Woolpert to Perform Desktop Audit of Collected Information Sub -Task 1.1.5: Woolpert to Prepare for On -Site Discovery Workshops Sub -Task 1.1.6: Woolpert to Facilitate Pre -Planning Discovery Workshops Sub -Task 1.1.6.1: Day 1 Workshops - Permit and Process Review (On -Site Task) Sub -Task 1.1.6.2: Day 2 Workshops - Permit and Process Review (On -Site Task) Sub -Task 1.1.7: Woolpert to Document Workshop Findings in Technical Memorandum Sub -Task 1.1.8: Woolpert to Submit Updated Documentation to Client PM Sub -Task 1.1.9: Woolpert to Facilitate Remote Review Meeting with Client's Implementation Team Woolpert Deliverables SOUTH BEND, IN — BUSINESS LICENSING, PILL IMPLEMENTATION SERVICES I SCOPE OF WORK 16 • Woolpert Project Manager will prepare a Request for Information and submit it to the Client Project Manager • Woolpert Project Manager and Lead Systems Analyst will perform a review of the data provided by the Client • Woolpert Project Manager and Lead Systems Analyst will facilitate a series of discovery workshops, on -site at the Client's facilities, for up to sixteen (16) hours over the course of two (2) business days • Woolpert Project Manager will document the workshop discussions and findings in the form of a Technical Memorandum and submit it to the Client Project Manager • Woolpert Project Manager will facilitate a remote conference call meeting with the Client team to review the contents of the Technical Memorandum Assumptions • Woolpert understands that the Client has already provided much of the information typically requested to prepare for pre - discovery workshop. The SOW contains minimal time allocated to the RFI task to allow for additional data requests should a gap be identified during the Implementation Team's data review. • The Client's Project Manager will provide the Data gathered from the Request for Information no later than one week before the pre -discovery workshops • All activities, other than the actual workshop will be performed remotely • The Client's Project Manager will ensure site readiness and staff participation for the workshop • Pre -discovery workshops will occur during the same week as the following on -site tasks: o Task PM.2: Project Kick -Off Meeting o Task 1.2: Install and Configure Core PLL Software in DEV Environment Client Responsibilities • The Client Project Manager will facilitate the data gathering process to collect the information detailed in Woolpert's RFI (as required) • The Client Project Manager will secure appropriate meeting facilities in which Woolpert will conduct the workshops • The Client Project Manager will schedule all Client workshop attendees • All identified Client workshop attendees will actively participate in the on -site meetings without undue interruption • The Client Project Manager and technical project team members will review the Technical Memorandum and provide feedback to Woolpert in a timely fashion • The Client Project Manager and technical project team members will participate in a remote conference call review meeting with the Woolpert Project Manager Task 1.2: Install and Configure Core Cityworks Software in Development Environment This task includes installing the core Cityworks PLL software within the Client's networked environment and providing knowledge transfer for the Client Administrator. Prior to beginning the installation, Woolpert will provide a full readiness checklist to the Client's IT staff to ensure the application and database servers are prepared in advance through the installation and configuration of the requisite operating system, relational database, and web services applications, along with any additional client -specific security and system administration applications. The readiness checklist will include recommendations/minimum requirements for hardware and software specifications suitable for supporting the software solution. Woolpert will perform the necessary software installation, testing and configuration required to ensure a successful deployment within the Client's on -premise development environment. At a minimum, Woolpert envisions a total of three environments — Development (DEV), Testing (TEST), and Production (PROD). Woolpert's Lead Systems Analyst will be on -site to assist the Client's IT technical staff with the installation and configuration of the various PLL software environments. The Woolpert Lead Systems Analyst will also provide system administration knowledge transfer and training (software installation, configuration, backup, and recovery) to the Client's identified system administrators. Related sub -tasks are as follows: Task 1.2: Install and Configure Core PILL Software in a DEV Environment Sub -Task 1.2.1: Woolpert to Prepare for Onsite Installation SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 17 Sub -Task 1.1.2: Woolpert to Facilitate a Remote System Specifications Review Meeting with the Client Technical Team Sub -Task 1.2.3: Woolpert to Install and Configure PLL Software in Development Environment Sub -Task 1.2.4: Woolpert to Test Installation and Configuration and Modify as Required Sub -Task 1.2.5: Woolpert to Replicate Initial Development Environment to Other Environments as Required Sub -Task 1.2.6: Woolpert to Provide Core PLL Software Administration Training to Client System Administrators Sub -Task 1.2.7: Woolpert to Provide the Client PM and Technical Team with a Technical Memorandum Documenting the Installation Process Woolpert Deliverables • Woolpert Lead Systems Analyst will provide PLL software and hardware specifications documentation, as recommended by Cityworks, for the Client to review • Woolpert Lead Systems Analyst will facilitate a remote system specifications review meeting for up to two (2) hours with the Client's IT team • Woolpert Lead Systems Analyst will perform on -site installation, configuration, and testing of the core software applications and databases in the Client's on -premise network environment (Test and Development) for up to eight (8) hours • Woolpert Lead Systems Analyst will provide Core software installation and to the Client's system administrators during the time on -site to perform the installation services. Assumptions • Activities including Installation, configuration, testing and training will be performed on -site at the Client's facilities. • Knowledge transfer will be facilitated utilizing the newly installed on -premise PLL environment on a one-on-one basis between Woolpert's Lead Systems Analyst and Client Cityworks Administrator • The Client Project Manager will ensure site readiness and staff participation for the training • The Client Project Manager will ensure IT Staff are available during the software installation and testing to ensure the proper access and permissions are granted • The Client will create a login for Woolpert for the necessary access to install software, set up databases, and test the software • Installation and system validation will be performed across all Client environments. This is anticipated to be Dev, Test and Prod Client Responsibilities • Client IT staff will create logins for Woolpert with the necessary permissions • Client IT staff will ensure the Servers are prepared for the installation of the PLL software including ArcGIS Server, SIDE, RDBMS (SQL Server or Oracle), and other supporting software applications • Client Project Manager to ensure the necessary staff participate in the training Task 1.3: Provide Permitting Software Demonstrations Once the initial PLL software sandbox environment has been installed and configured, Woolpert will facilitate on -site software demonstrations to introduce the Client's project team members to the core functionality and features of the PLL software application(s). These demonstrations will provide an initial overview of the features and functions of the new software and will serve as a basis of ongoing software training and knowledge transfer that will increase in frequency and complexity as the project progresses through the subsequent design, configuration and deployment phases. This demonstration is strategically scheduled during the same on -site trip as Task 1.4: Conduct Business Process Reviews to provide context for Business Process Workshops through providing the Client Core Team with a thorough review of how workflows function in the Cityworks solution. Related sub -tasks are as follows: Task 1.3: Provide Cityworks PILL Software Demonstrations Sub -Task 1.3.1: Woolpert to Prepare Software Demonstration Agenda SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 18 WAS Sub -Task 1.3.2: Woolpert to Submit Agenda to Client PM Sub -Task 1.3.3: Client PM to Prepare Site for Software Demonstrations (Client -Owned Task) Sub -Task 1.3.4: Woolpert to Facilitate Cityworks PLL Software Demonstrations (On -Site Task) Woolpert Deliverables • Woolpert Lead Systems Analyst will develop a Software Demonstration agenda and provide to the Client Project Manager • Woolpert Lead Systems Analyst will facilitate the Software Demonstrations onsite for up to four (4) hours Assumptions • Software Demonstrations will be facilitated utilizing a Woolpert environment configured for similar business licensing processes • The Client Project Manager will ensure site readiness and staff participation for the Software Demonstrations • The Client Project Manager will provide a conference room or training room with a projector. During the Software Demonstrations, individual computers are not needed for the participants. The software functionality will be demonstrated from the instructor's computer. Client Responsibilities • Client Project Manager to review and accept agenda for Software Demonstrations • Client Project Manager to schedule and accommodate the appropriate Client project team members such that they are available, without undue interruption, for the required number of days • Client Project Manager will secure an appropriate demonstration facility suitable for all participants Task 1 A Conduct Business Process Reviews The objective of the business process reviews is three -fold: 1) provide Woolpert's implementation team with a deep understanding of the Client's desired PLL workflows/business processes, 2) provide Client project participants with a deeper understanding of the impending business process improvements introduced by the planned PLL software solution, and 3) establish related work management workflows in the context of the Client's permitting processes as supported by the software's functional and technical capabilities. PLL workflows are far less standardized across organizations than asset management workflows however, there is still some level of best practices that can be followed. Woolpert will perform a single round of business process review workshops focused on discovering and documenting the current to -be permitting workflows within the organization. Woolpert and the core technical team will use best practice workflows as a starting point and adapt them to meet the organization's requirements. Upon the completion of these workshops, Woolpert will compile all comments and feedback received from the Client's technical team members and will update the standard workflow diagrams to reflect South Bend's practices. The resulting documentation will later be used by the Client's technical team and system administrators to develop standard operating procedures, user acceptance testing scenarios and training materials. Related sub -tasks are as follows: Task 1.4: Conduct Business Process Reviews Sub -Task 1.4.1: To -Be Business Process Review Workshops Sub -Task 1.4.1.1: Woolpert to Prepare for Business Process Review Workshops (To -Be) Sub -Task 1.4.1.2: Client PM to Prepare Site for Workshops (Client -Owned Task) Sub -Task 1.4.1.3: Woolpert to Facilitate Business Process Review Workshops (To -Be) Sub -Task 1.4.1.3.1: Day 1 Workshops (On -Site Task) Sub -Task 1.4.1.3.2: Day 2 Workshops (On -Site Task) SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 19 Sub -Task 1.4.1.3.3: Day 3 Workshops (On -Site Task) Sub -Task 1.4.2: Woolpert to Document Business Process Review Workshop Findings (To -Be) Sub -Task 1.4.3: Woolpert to Submit Draft Business Process Review Diagrams to Client PM Sub -Task 1.4.4: Woolpert to Facilitate Remote Review Meeting with Client Implementation Team Sub -Task 1.4.5: Woolpert to Prepare Final Updates to Business Process Review Diagrams Sub -Task 1.4.6: Client to provide approval of Final Workflow Diagrams (Client Owned Task) Woolpert Deliverables A Woolpert Lead Systems Analyst and System Analyst will facilitate a series of on -site To -Be Business Process Review Workshops over the course of three (3) consecutive business days. Woolpert Lead Systems Analyst will document the outcomes of the To -Be workshops in MS Visio (pdf) and submit to the Client Project Manager for review Woolpert Lead Systems Analyst will facilitate a remote review meeting up to two (2) hours in duration with the client technical team and update the Visio diagrams based on the outcome of the review meeting Assumptions All workshop activities will be performed on -site. It is anticipated the Day 3 workshops will include scheduled discussion and follow up on Phase 3 tasks for Data Migration, Reporting The To -Be workflows will be provided as MS Visios (PDF) format to the client. Once the client has approved the design, the client will take ownership of the diagrams and continue updates and modifications as needed. Client Responsibilities • Client Project Manager will secure an appropriate meeting facility suitable for participants, • Client Project Manager will schedule and accommodate the appropriate Client project participants such that they are available, without undue interruption, for the required number of days. Task 1.5: Phase 1 Quality Control Woolpert subject matter experts, not regularly involved with this implementation, will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. Task 1.6: Phase 1 Acceptance and Close The Woolpert Project Manager shall prepare and submit a Phase Acceptance and Closure document to the Client Project Manager for signature. This document indicates that Woolpert has delivered the Phase 1 services in accordance with the Statement of Work and Project Plan. Some subsequent Phase tasks may be initiated prior to acceptance of Phase 1. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 20 I At Phase 2 - Core System Design and Configuration Using the "road map" (technical memorandum and business process documentation) developed in Phase 1 as our guide, the Woolpert implementation team will lead the Client's project team through the permitting software configuration tasks. The result of Phase 2 activities is a fully configured licensing solution — deployed to the Client's development environment — that is ready to undergo User Acceptance Testing. Woolpert will initiate the configuration activities by developing a set of configuration documents. These will be reviewed by the Client's technical team for the purpose of gaining a level of familiarity with the various aspects of the system components that will need to be configured. Woolpert will then facilitate a series of implementation training courses whereby we will introduce, in greater detail, the PLL software solution to the Client's core team members. These will be the division managers, supervisors, and inspectors that will be expected to provide detailed and direct input into how the solution is designed and configured. This training will prepare these team members to proactively participate in the configuration workshops and make informed decisions as to how their system gets deployed. Following the configuration training, Woolpert's implementation team will facilitate a series of on -site configuration workshops, whereby the PILL software solution will be iteratively configured and loaded with the data required to support the Client's licensing workflows and support the defined reporting requirements. Once all configuration activities have been completed, Woolpert will facilitate a series of on -site system demonstrations. These demonstrations will "walk" the system through each configured licensing workflow to provide the Client's technical team with an opportunity to comment upon and request modifications to the configuration. After Woolpert updates the configuration (and related documentation) per the demonstration feedback, the system will be ready for User Acceptance Testing (pending completion and acceptance of Phase 3 deliverables). Task 2.1: Prepare Configuration Documentation Woolpert will compile the licensing program data gathered and documented through the multiple on -site workshops and other related project meetings completed to -date (pre -planning discovery) and distill this information into a series of organized configuration documents. This configuration documentation, consisting of standard PLL system elements, as well as the customized details required to support the Client's specific licensing program, will be used to guide the configuration of the system so that it directly responds to the Client's specific management requirements. Related sub -tasks are as follows; Task 2.1: Prepare Configuration Documentation for Cityworks PILL Solutions Sub -Task 2.1.1: Woolpert to Prepare Draft PLL Configuration Documentation Sub -Task 2.1.2: Woolpert to Submit to Client PM for Review Sub -Task 2.1.3: Woolpert to Facilitate Remote Review Meeting with the PLL Client Implementation Team Woolpert Deliverables • Woolpert Lead Systems Analyst will develop a set of configuration documents in MS Word format • Woolpert Lead Systems Analyst will facilitate a remote review meeting up to two (2) hours in duration with the Client's core team Assumptions • All above listed tasks will be performed remotely Client Responsibilities SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 21 1 • Client Project Manager shall ensure Core Team review of Draft Configuration Documentation • Client Project Manager shall coordinate Core Team participation in the remote review meeting Task 2.2: Provide Permitting System Configuration Training Woolpert will facilitate on -site configuration training to provide the Client's Core Team members with the PLL software knowledgebase needed to support the system design and implementation decisions. Configuration Training will cover all relative aspects of the PLL system configuration. Completion of the configuration training will ensure the Client's Core Team (those with implementation responsibilities) are provided with enough exposure to, and understanding of software functionality that they are able to make smart and informed configuration decisions as they relate to the overall implementation objectives. The intent of the Configuration Training is not to provide the skills needed to maintain the daily operations of the system. This End -User Training is provided later in the project. Configuration Training will be facilitated in a suitable environment (computer lab or training room) on - site at the Client's facilities. Related sub -tasks are as follows: Sub -Task 2.2: Provide PILL System Training Sub -Task 2.2.1: Woolpert to Prepare Core Team Training Agenda Sub -Task 2.2.2: Woolpert to Submit Core Team Training Agenda to the Client PM Sub -Task 2.2.3: Client PM to Prepare Site for Core Team Training (Client -Owned Task) Sub -Task 2.2.4: Woolpert to Provide Core Team Training Utilizing Client's Cityworks PLL Configured System (On -Site Task) Woolpert Deliverables • Woolpert Lead Systems Analyst will develop a Configuration Training agenda and submit to the Client Project Manager • Woolpert Lead Systems Analyst will lead Configuration training onsite for up to eight (8) hours Assumptions • Training will be facilitated utilizing the a Woolpert demonstration environment • Client Project Manager will ensure site readiness and staff participation for the training • Client Project Manager will provide a conference room or training room with a projector. During Configuration Training, individual computers are not needed for the participants. The software functionality will be demonstrated from the instructor's computer. • Client Project Manager shall ensure Woolpert access to the PLL software environment installed on -premise to perform training • On -site PLL System Training will occur during the same trip as Sub -Task 2.3.1: Round 1 Configuration Workshops Client Responsibilities • Client Project Manager to review and accept agenda for training • Client Project Manager to schedule and accommodate the appropriate Client Core Team members such that they are available, without undue interruption, for the required number of days • Client Project Manager will secure an appropriate training facility suitable for participants Task 2.3: Facilitate Core PLL Software Configuration Woolpert will facilitate the Core PLL Software Configuration through a series of on -site configuration workshops. The first round of workshops will address the license types and related workflows documented in the To -Be Business Process workflows. Woolpert will update the System Configuration Document upon completion of the first round of configuration workshops. In support of the configuration workshops, Woolpert will utilize a demonstration environment to help facilitate ideas and approaches to the configuration —this is also part of the overall iterative learning process. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 22 At the end of the first round of workshops, there will be a set of action items for the Client team members, such as compiling datasets required for configuration efforts. Woolpert will prepare a detailed list of action items and submit them to the Client Project Manager. At the end of first round of configuration workshops, Woolpert expects to have gathered enough information to configure approximately 70% of the Client's desired system functionality. The second round of workshops will review and refine the configurations developed from the initial workshops. During second round workshops, the Client's actual configured data will be available for viewing within the PLL System software. Key topics of the second round of workshops will include details of the PLL Public Access Portal. At the end of second round of workshops, Woolpert expects to have gathered enough information to configure approximately 85% to 100% of the Client's Core PLL System requirements. In some instances, a third round of configuration workshops may be required to achieve 100% configuration. The need for a third round of configuration workshops will be determined by common agreement between the Client Project Manager and Woolpert's Project Manager and will be impacted by factors such as the number of and complexity of the planned licensing workflows, and the efficiency of the Project Team in the first two rounds of configuration workshops. Related sub -tasks are as follows: Sub -Task 2.3: Facilitate Core Cityworks PLL Configuration Workshops Sub -Task 2.3.1: Round 1 Configuration Workshops Sub -Task 2.3.1.1: Woolpert to Prepare for Configuration Workshops (Round 1) Sub -Task 2.3.1.2: Client PM to Prepare Site for Workshops (Client -Owned Task) Sub -Task 2.3.1.3: Woolpert to Facilitate Configuration Workshops (Round 1) Sub -Task 2.3.1.3.1: Day 1 Workshops (On -Site Task) Sub -Task 2.3.1.3.2: Day 2 Workshops (On -Site Task) Sub -Task 2.3.1.4: Woolpert to Update Configuration Documentation (Round 1) Sub -Task 2.3.1.5: Woolpert to Update Configuration in Development Environment Sub -Task 2.3.2: Round 2 Configuration Workshops Sub -Task 2.3.2.1: Woolpert to Prepare for Configuration Workshops (Round 2) Sub -Task 2.3.2.2: Client PM shall Prepare Site for Workshops (Client -Owned Task) Sub -Task 2.3.2.3: Woolpert to Facilitate Configuration Workshops (Round 2) Sub -Task 2.3.2.3.1: Day 1 Workshops (On -Site Task) Sub -Task 2.3.2.3.2: Day 2 Workshops (On -Site Task) Sub -Task 2.3.2.4: Woolpert to Update Configuration Documentation (Round 2) Sub -Task 2.3.2.5: Woolpert to Update Configuration in Development Environment Woolpert Deliverables • A Woolpert Lead Systems Analyst will facilitate Round 1 Configuration Workshops on -site, over the course of two (2) consecutive business days. • Woolpert Lead Systems Analyst will update the configuration documentation in MS Word based on the outcome of the first round of configuration workshops • Woolpert Lead Systems Analyst will perform system configuration in the Client's on -premise development environment via remote access • A Woolpert Lead Systems Analyst will facilitate Round 2 Configuration Workshops on -site, over the course of two (2) consecutive business days. • Woolpert will update the configuration documentation in MS Word based on the outcome of the second round of configuration workshops • Woolpert staff will perform system configuration in the Client's on -premise development environment via remote access Assumptions SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 23 • All workshop preparation activities will be performed remotely • Workshops will be administered on -site at Client facilities • It is anticipated that Round 1 workshops will primarily focus on licensing workflows while Round 2 workshops will target PLL Public Access Portal and fee configuration Client Responsibilities • Client Project Manager to schedule and accommodate the appropriate Client Core Team members such that they are available, without undue interruption, for the required number of days • Client Project Manager will secure an appropriate training facility suitable for participants • Client Project Manager shall ensure Core Team review of all project documentation and will compile and submit feedback to Woolpert Project Manager Task 2.4: Review and Approval of Updated System Configuration and Documentation Woolpert will submit the updated Configuration Documentation (completed in Tasks 2.1 through 2.3) to the Client for review. The Client's Project Manager and Core Team members will undertake an internal review of this documentation, providing feedback to Woolpert. Upon completion of this task, Woolpert will have delivered a comprehensive set of configuration documents, updated to reflect the current state of the system configuration in the Client's development environment. There will be additional opportunities to update this documentation in future project phases up to and including the final/accepted configuration documents delivered just prior to Go -Live. Related sub -tasks are as follows: Sub -Task 2.4: Review and Approval of Updated System Configuration and Documentation Sub -Task 2.4.1: Woolpert to Submit Updated Configuration Documentation to Client PM Sub -Task 2.4.2: Client Implementation Team to Review Updated Configuration and Documentation (Client -Owned Task) Sub -Task 2.4.3: Woolpert to Facilitate Remote Review Meeting with the Client Implementation Team Sub -Task 2.4.4: Woolpert to Update Configuration Documentation per Client Implementation Team Review Comments Sub -Task 2.4.5: Client to Provide Acceptance of the Configuration Documentation Sub -Task 2.4.6: Woolpert to Perform Updates to the Database Configuration Woolpert Deliverables • Woolpert Lead Systems Analyst will submit updated configuration documentation in MS Word format to the Client Project Manager Woolpert Lead Systems Analyst will facilitate a remote configuration documentation review meeting, up to four (4) hours in duration, with the Client Core Team Woolpert Lead Systems Analyst will update the system configuration (in Client's development environment) and configuration documentation based on the outcome of the Client review and re -submit the updated documentation to the Client Project Manager Assumptions Configuration Documentation updates are limited to documentation developed in Phase 2. Any decisions made during Phase 2 after acceptance and closure of Phase 1 that require updates to Phase 1 deliverables shall be the responsibility of the Client. Client Responsibilities SOUTH BEND, IN - BUSINESS LICENSING, PILL IMPLEMENTATION SERVICES I SCOPE OF WORK 24 • Client Project Manager will ensure Core Team review and will compile configuration document feedback for delivery to Woolpert Project Manager • Client Project Manager and Core Team will participate in a remote configuration document review meeting Task 2.5: Provide PLL Software Demonstrations After completion of the core PLL software configuration approval of the updated configuration documentation, Woolpert will provide a remote PLL software demonstration to Client Core Team members and stakeholders. The demonstration is intended to review the configuration in depth and answer any questions. At the end of these meetings, it is anticipated that there may be some minor requested changes to the system configuration. Woolpert will make those configuration updates to the development software environment and update the configuration documentation, as required. Related sub -tasks are as follows: Sub -Task 2.5: Provide Cityworks PILL Software Demonstrations Sub -Task 2.5.1: Woolpert to Prepare for Software Demonstrations Sub -Task 2.5.2: Client PM shall Schedule Core Team for Demonstrations (Client -Owned Task) Sub -Task 2.5.3: Woolpert to Facilitate Remote Software Demonstrations Sub -Task 2.5.4: Update Software Configuration and Documentation based on Client Feedback Deliverables • Woolpert Lead Systems Analyst will provide a fully configured PLL system demonstration for up to four (4) hours • Woolpert Lead Systems Analyst will update the PLL software configuration in the Client's on -premise development environment, per the demonstration feedback as well as update the configuration documentation Assumptions All demonstration tasks shall be performed remotely It is up to the Client Project Manager and Woolpert Project Manager to determine whether Phase 3 tasks have been completed to a point necessary to fully demonstrate the system's capabilities and functionality. It is anticipated that certain reports and data migration must be completed prior to full system evaluation. Demonstration is not limited to Core Team members. Other organizational stakeholders are encouraged to participate. Client Responsibilities Client Project Manager shall coordinate and schedule demonstration attendees. Client Project Manager will collate and submit any feedback from the software demonstration to the Woolpert Project Manager Task 2.6: Phase 2 Quality Control Woolpert subject matter experts, not regularly involved with this implementation, will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. Task 2.7: Phase 2 Acceptance and Close The Woolpert Project Manager shall prepare and submit a Phase Acceptance and Closure document to the Client Project Manager for signature. This document indicates that Woolpert has delivered the Phase 2 services in accordance with the Statement of Work and Project Plan. Several Phase 3 and 4 tasks are scheduled to be initiated prior to acceptance of Phase 2. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 25 A yr Phase 3 - Advanced Functionality Phase 3 tasks are focused on advanced areas of the overall system development. The subjects of data migration and report development are quite nuanced and are unique to each client. Therefore, these topics require special attention and forethought in planning and executing tasks. All tasks performed in Phase 3 will be on a time and materials basis. PLL Task 3.1: Perform Data Conversion of Legacy Datasefs South Bend currently utilized NaviLine as the system of record for business licensing processes. The NaviLine database is not owned or maintained by the client. The client desires to migrate this data to the Cityworks PLL system in order to provide accurate historical reference and continuity of their licensing program. Woolpert will initiate Data Conversion Discovery during Task 1.1: Conduct Pre -Planning Discovery. Findings from Task 1.1 will be included in the Technical Memorandum deliverable associated with that task. The Task 1.1 Technical Memorandum will inform a follow up discovery meeting dedicated to NaviLine data migration. During this discovery, the Client will be asked to provide detail on structure and content of the existing database. The client will be asked to identify key tables and attribution that will enable data migration from the legacy system to Cityworks PLL. Woolpert will conduct two rounds of data migration. The initial pilot migration will be used to test conversion scripts against the data conversion plan. This step will occur prior to the deployment phase and will result in data migrated into the Cityworks system in the Client's development environment. The final data migration will occur as part of go -live and will utilize scripts updated from the pilot migration. The final migration will be conducted in the Client's production environment. Related sub -tasks are as follows: Task 3.1: Perform Data Conversion of Legacy Data Sets Sub -Task 3.1.1: Facilitate Data Migration Workshops Sub -Task 3.1.1.1: Woolpert to Prepare for Data Migration Workshops Sub -Task 3.1.1.2: Client PM to Prepare Site for Workshops (Client -Owned Task) Sub -Task 3.1.1.3: Woolpert to Facilitate Data Migration Workshop (Remote Task) Sub -Task 3.1.2: Develop Data Conversion Plan Documentation Sub -Task 3.1.2.1: Woolpert to Prepare a Data Conversion Plan Documentation Sub -Task 3.1.2.2: Woolpert to Facilitate Data Conversion Plan Remote Review Meeting with Client Technical Team (Remote Task) Sub -Task 3.1.2.3: Woolpert to Update Draft Data Conversion Plan Based on Client Review Comments Sub -Task 3.1.2.4: Woolpert to Submit Updated Data Conversion Plan to Client PM Sub -Task 3.1.2.5: Client to Provide Written Acceptance of Data Conversion Plan (Client -Owned Task) Sub -Task 3.1.3: Perform Data Migration Sub -Task 3.1.3.1: Data Migration Round 1 Sub -Task 3.1.3.1.1: Client to Prepare Scrubbed Legacy Data Sets and Provide to Woolpert (Client -Owned Task) Sub -Task 3.1.3.1.2: Woolpert to Develop Data Conversion Scripts Sub -Task 3.1.3.1.3: Woolpert to Migrate Legacy Data Sub -Task 3.1.3.1.4: Woolpert to Review Data Migration Results and Provide Report to Client Sub -Task 3.1.3.1.5: Client to Update / Scrub Legacy Data Sets (Client -Owned Task) Sub -Task 3.1.3.1.6: Woolpert to Update Data Migration Scripts Sub -Task 3.1.3.2: Data Migration Round 2 Sub -Task 3.1.3.2.1: Client to Provide Updated Legacy Data Sets to Woolpert (Client -Owned Task) Sub -Task 3.1.3.2.2: Woolpert to Migrate Legacy Data Sub -Task 3.1.3.2.3: Woolpert to Review Data Migration Results and Provide Report to Client Woolpert Deliverables • Woolpert Data Migration Specialist will facilitate a remote discovery workshop for up to four (4) hours in duration SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 26 • Woolpert Data Migration Specialist will produce a DRAFT Conversion Plan Document in MS Word format and submit to the Client Project Manager • Woolpert Data Migration Specialist will facilitate a remote review of the Conversion Plan Document for up to two (2) hours in duration • Woolpert Data Migration Specialist will produce the FINAL Conversion Plan Document in MS Word format and submit to the Client Project Manager • Woolpert Data Migration Specialist will conduct a pilot data migration in to the Client's development environment • Woolpert Data Migration Specialist will conduct a final data migration in to the Client's production environment Assumptions • Any necessary Cityworks configuration to support the data conversion will be coordinated with and performed during the system design and configuration tasks. • All data to be converted will be provided to Woolpert in an appropriate digital format, utilizing the staging table template specified in the Conversion Plan Document • All data scrubbing and prep work specified by the Conversion Plan will be performed by the Client • All data will have appropriate primary and foreign key relationships. • Woolpert will provide an initial suggested mapping between old data types from the NaviLine system to the new data types within Cityworks PLL. The City will review, verify, and fill in any missing mappings. • Woolpert will update the data conversion document to include the data types and lengths for the corresponding fields within Cityworks PLL. • Only two iterations of data migration will be performed. If datasets are not scrubbed per the migration specifications, and require additional iterations a Change Control Notice will be required • Conversion Plan Document will contain the following sections: o Overview o Data Conversion Procedures o Data Conversion Assumptions o NaviLine to Cityworks PLL o Data Conversion Field Mapping o Action Items o Conclusion Woolpert will only migrate data into the following PLL tables: ca_object (transaction case main), ca_people (transaction people), and ca_payment (transaction payments) All Phase 3 tasks will be completed on a time and materials basis Woolpert will make best efforts to complete development, testing and deployment of data migration within the time and fee allocated to this task. If it is determined that additional time is required a Change Control Notice may be required. Client Responsibilities • Client Project Manager shall be responsible for all legacy dataset revisions and clean-up based on specifications in the Conversion Plan Document • Client Project Manager shall provide Woolpert with clean datasets formatted as specified in the Conversion Plan Document • Client Project Manager shall be responsible for additional dataset revisions based on the Pilot Data Migration • Client Project Manager is responsible for obtaining feedback required to appropriately prioritize data for migration (prioritization is critical in resolving issues such as data type and/or character constraints) Task 3.2: Develop Custom Reports Woolpert will establish an initial list of custom reports using the requirements documentation and data delivered by the client. Woolpert will validate this list during Task 1.1: Conduct Pre -Planning Discovery. Any additional reports determined to be required during Phase 2 will be added to this list. Following mutual acceptance of the reports list, the Client Project Manager will perform an internal review and prioritization exercise with Core Team members. This prioritized list will provide the basis for reports to be developed during this task. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 27 Woolpert aims to but does not guarantee that all reports identified on the reports list will be developed as part of this task. The primary goal of this task is to train the identified Client Crystal Report Writer on report development, testing and deployment in the Cityworks interface. This task is built on the philosophy of making the Client a self-sustaining user organization. A Woolpert Report Specialist will spend a full week on -site with the Client Crystal Report Writer. They will work in tandem to develop reports as prioritized in the reports list. Following the full week of hands on experience the Client Crystal Report Writer is expected to be fully capable of developing the reports remaining on the list in a manner consistent with organizational needs and project schedule. Related sub -tasks are as follows: Task 3.2: Develop Custom Reports Sub -Task 3.2.1: Client to Provide Woolpert a Prioritized List of Reports (Client Owned Task) Sub -Task 3.2.2: Woolpert to Prepare for On -site Report Development Workshop Sub -Task 3.2.3: Woolpert to Lead Development Workshop (On -Site Task) Sub -Task 3.2.4: Woolpert to Provide Remote Report Development Assistance Woolpert Deliverables • Woolpert Report Specialist will provide on -site Crystal Report development, testing and deployment training in addition to direct report development over the course of one (1) forty (40) hour work week. • Woolpert Report Specialist will provide up to twenty (20) hours of remote support over the course of three (3) weeks following the on -site training Assumptions • Report list will be addressed in the prioritized order specified by the Client • Some reports may not be able to be developed until all the system integrations have been fully tested and deployed to the Development environment « Dashboards can, and likely will, be modified during the testing and acceptance process which will be included in the deployment scope of services • Client has purchased Crystal Reports license and installed on the Client Report Writer's workstation • All Phase 3 tasks will be completed on a time and materials basis • Woolpert will make best efforts to complete development, testing and deployment of custom reporting within the time and fee allocated to this task. If it is determined that additional time is required a Change Control Notice may be required. Client Responsibilities • Client Project Manager shall identify and schedule the Client Crystal Report Writer for on -site training • Client Project Manager is responsible for evaluating the reports list with the Client Core Team, prioritizing the list, and submitting to the Woolpert Project Manager • Client Project Manager will ensure that suitable training location is available for on -site training and that the Client Crystal Report Writer is available, without undue interruption, for the duration of the training Task 3.3: Develop Custom Requirements Woolpert intends to deliver all requirements specified in Appendix A with out -of -the -box configuration. However, some requirements may need custom scripting in order to be met. This task allows for additional time in order to develop, test and deploy custom scripting that will enable the Cityworks deployment to meet the Client's expectations in the case that out -of -the -box configuration is not acceptable. Additional discussion and review of Cityworks functionality is anticipated prior to authorizing any work to occur under this task. Woolpert shall provide the client a level of effort estimate in order to facilitate review and SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 28 authorization to proceed with this task. Requirements ID 11 and 20 are currently anticipated to require customization. This task is intended to be flexible so that based on client needs, prioritized requirements, level of effort, and available fee, Woolpert will be able to develop customizations for any requirement authorized by the client. Related sub -tasks are as follows: Task 3.3: Develop Custom Requirement Scripts Task 3.3.1: Woolpert to Develop Scripts Task 3.3.2: Woolpert to Test Scripts in DEV Environment Task 3.3.3: Woolpert to Update Scripts and Redeploy to DEV Environment Task 3.3.4: Woolpert to Deploy Final Scripts to Client Configuration Woolpert Deliverables • Woolpert Senior Developer will spend up to fifty-five (55) hours developing custom scripting to achieve acceptance of any requirement documented in Appendix A that is requested by the client. Assumptions • All Phase 3 tasks will be completed on a time and materials basis • Woolpert will make best efforts to complete development, testing and deployment of custom scripting within the time and fee allocated to this task. If it is determined that additional time is required a Change Control Notice may be required. • Development of custom scripting will occur in parallel to Sub -Task 2.3.1: Round 1 Configuration Workshops. • Testing of custom scripting shall occur between Sub -Task 2.3.1: Round 1 Configuration Workshops and Sub -Task 2.3.2: Round 2 Configuration Workshops. Client Responsibilities • Client Project Manager will ensure that custom scripting developed by Woolpert is tested by appropriate Core Team members and that feedback is delivered to the Woolpert Project Manager • Client Project Manager will be responsible for coordinating Woolpert requests for technical requirement information and feedback during development. Task 3.3: Phase 3 Quality Control Woolpert subject matter experts, not regularly involved with this implementation, will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. Task 3.4: Phase 3 Acceptance and Close The Woolpert Project Manager shall prepare and submit a Phase Acceptance and Closure document to the Client Project Manager for signature. This document indicates that Woolpert has delivered the Phase 3 services in accordance with the Statement of Work and Project Plan. Phase 4 tasks are scheduled to be initiated prior to acceptance of Phase 3. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 29 It u. tea,..,........ Phase 4 - Core System Deployment Once the Core PLL system has been configured, there are still a number of critical tasks that must be completed before the solution is placed into a production environment. Woolpert's implementation team will lead the Client's team through a series of related deployment tasks that will ensure a fully tested and accepted solution as well as a Client team of fully trained system administrators and end users ready to put the system to use on a daily basis. Woolpert will assist the Client system administrators in developing a thorough Testing and Acceptance Plan, designed to step the configured solution through all technical and functional requirements that the system was configured to support. Following acceptance of the test plan, Woolpert will facilitate a series of Tester Training classes for the Client's selected testing team. Immediately upon completion of this training, the Client's testing team will execute the User Acceptance Testing program in accordance with the plan. Woolpert will provide on - site support for User Acceptance Testing. Once the system testing has been completed, and configuration updates have been made, Woolpert will deliver end -user training. This training will be scheduled and delivered "just in time," immediately prior to the Go -Live activities to ensure system administrators and end users are prepared to adopt and embrace the new technology solutions right out of the gate. The final deployment task is for Woolpert to assist the Client system administrator's in migrating the solution from the Development/Testing environment to a live Production environment and provide on -site Go -Live support for the first several days that the new system is being placed into productive use. Task 4.1: Develop Test Plan The focus of system testing efforts is to thoroughly test the newly installed/configured PLL System solution and ensure all delivered functionality (application workflows, templates, reports, and interfaces) are properly functioning. The Client will lead the effort to develop a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared PLL System Configuration documents. Functional metrics that the PLL System configuration must successfully achieve prior to being promoted to the Client's production environment will be defined. Additionally, test scenarios designed to step Client Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per common agreement between the Client testing team and Woolpert and will serve as the "script" for testing and approving the system configuration. The test plan will address the PLL System functionality specified and configured per the Technical Memorandum, Business Process Documents, Configuration Document, Data Conversion Plan, Report List and Export Requirement Specification. Related sub -tasks are as follows; Sub -Task 4.1.1: Client to Develop Draft Cityworks PLL UAT Plan Sub -Task 4.1.2: Client to Submit Draft UAT Plan to Woolpert PM Sub -Task 4.1.3: Woolpert Review Draft UAT Plan Sub -Task 4.1.4: Woolpert to Facilitate Remote Review Meetings with Client Implementation Team Sub -Task 4.1.5: Client to Update UAT Plan Sub -Task 4.1.6: Client to Submit Final UAT Plan to Woolpert PM Woolpert Deliverables • Woolpert Project Manager will supply sample UAT Plan documentation as requested by the Client Project Manager • Woolpert Project Manager will facilitate a remote review meeting, up to two (2) hours in duration, with the Client testing team. • Woolpert Project Manager will provide feedback on the UAT Plan document to the Client Project Manager SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 30 Assumptions • The UAT Plan will be authorized per common agreement between the Client and Woolpert Project Managers • Client developed UAT Plan will contain detailed end -to -end process testing for each of the configured business license applications, renewal processes, reporting mechanisms, dash boa rds/inboxes, and export to DOF Client Responsibilities Client Project Manager will coordinate and ensure the development of the UAT Plan document Client Project Manager will submit UAT Plan document to Woolpert Project Manager for review Client Project Manager will update the UAT Plan document based on Woolpert feedback provided during remote review meeting Task 4.2: Provide Tester Training It will be the responsibility of the Client to select the end -users who will provide testing of the newly configured PILL System. In order to effectively test the system in accordance with the UAT Plan, training will be provided to these end -users. The Woolpert Lead Systems Analyst will provide training for how to navigate the Cityworks interface to effectively test the system. The training provided in this task is essential to prevent test fails due to user inexperience. Related sub -tasks are as follows: Sub -Task 4.2.1: Woolpert to Prepare for Tester Training and Provide Agendas Sub -Task 4.2.2: Client PM shall Prepare Site for Training (Client -Owned Task) Sub -Task .2.: Woolpert to ProvideOn-Site Training (On -site Task) Sub -Task 4.2.3.1: Client PLL Permitting Cases (On -Site Task) Woolpert Deliverables • Woolpert Lead Systems Analyst will deliver UAT Tester Training for up to eight (8) hours Assumptions • The Client understands that failure to provide the Client testing team with the appropriate training documents will impact Woolpert's ability to properly train users • The Client understands that failure to properly prepare for and participate in the training sessions will significantly impact the Client testing team's ability to effectively ensure usability of the configured PILL System. • On -site Tester Training will occur during the same on -site trip as Task 4.3: User Acceptance Testing in Development Environment Client Responsibilities Client Project Manager will distribute UAT Plan to Woolpert Project Manager and Client testing team prior to the scheduled training session. Client Project Manager will secure an appropriate training facility suitable for participants. Client Project Manager will schedule and accommodate the appropriate Client testing team members such that they are available, without undue interruption, for the required number of hours. Task 4.3: User Acceptance Testing in Development Environment Once the UAT Plan has been approved by all parties and tester training has been delivered, the Client testing team will undertake the UAT activities defined within the plan — and only those activities defined within the UAT Plan. Woolpert will provide dedicated on -site and ad -hoc remote support during Client -owned testing activities. Additionally, upon the completed testing, and at specific SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 31 in -testing milestones defined within the plan, Woolpert will make the required configuration updates/modifications/corrections to achieve testing acceptance. Client testers will "step" the System configurations through the test scenarios defined within the UAT Plan. The test scenarios steps will be marked as either "pass" or "fail" with appropriate notes and screen shots provided to Woolpert for correction. Testing and related configuration updates will continue until acceptable performance is achieved as defined within the UAT Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. Related sub -tasks are as follows: Task 4.3: User Acceptance Testing in Development Environment Sub -Task 4.3.1: Client Testing Team to Perform User Acceptance Testing (Client -Owned Task) Sub -Task 4.3.2: Woolpert to Provide On -Site Testing Support (On -Site Task) Sub -Task 4.3.3: Woolpert to Provide Ad -Hoc Testing Support (Remote Task) Woolpert Deliverables • Woolpert Lead Systems Analyst will provide up to eight (8) hours of on -site UAT support • Woolpert Lead Systems Analyst will provide up to eight (8) hours of remote ad -hoc UAT support • Woolpert Lead Systems Analyst will update the PLL System configuration based on UAT results • Woolpert Lead Systems Analyst will update the configuration documentation based on UAT results and updated configurations Assumptions Client UAT efforts will remain focused on the scripts and criteria mutually agreed to in the UAT Plan Woolpert on -site support for testing will occur during the same on -site trip as Task 4.2: Provide Tester Training Client Responsibilities • Client Project Manager will coordinate and schedule testing participants, manage the testing process, ensure test results are documented and submitted to Woolpert Project Manager for correction Task 4A Provide End -User Training Completion of the training efforts will result in Client system administrators and end -users being provided the system knowledge and capabilities necessary to manage (administrators) and use (end -users) the configured PLL System and integrated applications in an effective manner such that the Client's overarching business objectives can be met through use of the newly configured system. End -User Training is intended as the final system interaction in the development environment for end -users prior to go -live. All functions of the system critical to the management of business licensing will be covered in detail. Related sub -tasks are as follows: Task 4.4: Provide End -User Training Sub -Task 4.4.1: Woolpert to Prepare Training Materials Sub -Task 4.4.2: Client to Prepare Client Site for Training (Client -Owned Task) Sub -Task 4.4.3: Woolpert to Provide Training (On -Site Task) Sub -Task 4.4.3.1: Cityworks PLL Administrator Training Sub -Task 4.4.3.2: Client Business License and PLL Public Access Portal Training SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 32 Woolpert Deliverables • Woolpert Lead Systems Analyst will prepare and deliver a list of training scenarios and Cityworks produced PLL Training Manual and in-app help for system administrators and end -users • Woolpert Lead Systems Analyst will provide Administrator Training for up to three (3) Client Cityworks Administrators for up to four (4) hours • Woolpert Lead Systems Analyst will provide End -User Training for up to five (5) end -users for up to sixteen (16) hours Assumptions • The Client will ensure that appropriate system knowledge is redundant within the organization • Upon completion of training, Client Core Team members should be able to provide further internal training with little to no Woolpert support Client Responsibilities Client Project Manager to review and accept agenda for training Client Project Manager to schedule and accommodate the appropriate Client Core Team members such that they are available, without undue interruption, for the required number of days Client Project Manager will secure an appropriate training facility suitable for participants Task 4.5: Provide Go -Live Support Immediately following the PLL System Training, Woolpert will provide on -site System Go -Live support in order to assist with the successful start-up of the PLL System. During this time, Woolpert's Lead Systems Analyst will assist the Client's end -users and system administrators with site -specific configuration issues. Additional coaching and supplemental training services will also be provided during this time. In preparation for go live, Woolpert's Lead Systems Analyst will work on -site with the Client's Project Manager and IT support staff to ensure that all user log -ins requiring access to the PLL System application(s) are tested for connectivity; all terminals requiring the ability to print documents are tested for connectivity; and all system user accounts are tested for login ability. Additionally, as part of the go -live preparation activities, Woolpert's Lead Systems Analyst will migrate the configured and approved PLL System database from the Development environment to the Production environment. During the first week of live PLL System operations, Woolpert Lead Systems Analyst will provide the on -site support required to coach new users and provide detailed technical systems support. Woolpert will provide remote support the two subsequent weeks. Related sub -tasks are as follows. Task 4.5: Provide Go -Live Support Sub -Task 4.5.1: Woolpert to Migrate Cityworks Development Database to Production Environment (On -Site Task) Sub -Task 4.5.2: Woolpert to Test Production Environment Configuration and Data Load (On -Site Task) Sub -Task 4.5.3: Woolpert to Provide On -Site Go -Live Support (On -Site Task) Sub -Task 4.5.4: Woolpert to Provide Remote Post Go -Live Support (Remote Task) Woolpert Deliverables • Woolpert Lead Systems Analyst will migrate all applications and databases from Development to Production environment • Woolpert Data Migration Specialist will perform a final data load of converted legacy data sets to Production database • Woolpert Lead Systems Analyst provide on -site support for up to sixteen (16) hours onsite to support system go -live activities • Woolpert Lead Systems Analyst will provide up to sixteen (16) hours of remote post go -live support during the first two weeks of full system use immediately following the go -live activities. SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 33 ,,,,,� i;,,, ,,,,.,,,,,i o,. „✓riot,,, ,% ,�, /ii% �i�/ /� ,,,�„ i�,,,,, � i � , ��, � „�.< Assumptions • The Client Project Manager will provide project sign -off within agreed upon timeframe following Go -Live. • Woolpert Lead System Analyst will assist in transitioning Client Cityworks Administrator to the Cityworks Help Desk Team • Woolpert will perform on -site tasks during the same trip as Task 4.4: Provide End -User Training • Client will be responsible for notifying Woolpert Project Manager of any potential scheduling conflicts arising from IT or business requirements Client Responsibilities • Client Project Manager and IT support staff should equally assist in administering the Go -Live tasks to make sure it is clear to the End -Users that the Client is internally capable of supporting the newly deployed PILL System solution. The Client system administrators and IT support staff will benefit from learning basic PILL System troubleshooting routines during this time. Task 4.6: Phase 4 Quality Control Woolpert technical resources, not regularly involved with this implementation will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. Task 4.7: Phase 4 Acceptance and Close The Woolpert Project Manager will deliver a final project acceptance and close document to the Client Project Manager for review and signature. Signing this document indicates acceptance of the project at -large. SOUTH BEND, IN — BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 34 r-1 M. I Fee Fee broken out by primary Task is included in the table below It is intended that phases PM, 1, 2, and 4 of this project will be invoiced on a fixed fee, percent complete basis. Phase 3 will be invoiced on a time and materials basis. Invoicing will be submitted monthly. Expenses will be invoiced as actuals according to Woolpert's expense policy and the terms of the contract. PM I Project Management $18,491.00 1.1 Conduct Pre -Planning Discovery $10,522.00 1.2 Install and Configure Core PLL Software in Test Environment $2,310.00 1.3 Provide Cityworks PLL Software Demonstrations ------------ $1,325.00 1.4 Conduct Business Process Reviews $13,266.00 1.5 Phase 1 Quality Control $1,295.00 1.6 Phase 1 Acceptance and Close $0.00 w �u e r ► 2.1 Prepare Configuration Documentation $1,910.00 2.2 ProvidePermittingSystem Configuration Training $2,650.00 2.3 Facilitate Core Cityworks PLL Configuration Workshops $26,680.00 2.4 Review and Approve Updated System and Configuration $2,740.00 2.5 Provide Cityworks PLL Software Demonstrations $2,650.00 2.6 Phase 2 Quality Control $1,665.00 2.3 Phase 2 Acceptance and Close $0.00 3.1 Perform Conversion of Legacy Data Set $16,645.00 3.2 Develop Custom Reports $8,250.00 3.3 Develop Custom Requirement Scripts ................................. $9,975.00 3.4 Phase 3 Quality Control $2,220.00 3.5 Phase 3 Acceptance and Close $0.00 4.1 Develop Test Plan $1,326.00 4.2 Provide Tester Training $1,650.00 4.3 User Acceptance Testing in Development Environment $4,065.00 4.4 Provide End -User Training $3,425.00 4.5 Provide Go -Live Support $5,940.00 4.6 Phase 4 Quality Control $740.00 SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 36 VA I SOUTH BEND, IN - BUSINESS LICENSING, PLL IMPLEMENTATION SERVICES I SCOPE OF WORK 37 A mo T o, m 3 cu Y Q c:aai E aEi 0 m Y L aJ Q M1, 00 M 1_ Y Y +T+ m c m C m C m CQJ m C m C m C O cu O aj O ai O O O cu O U U U U U U u a+ C •Y C - C Y C Y C Y C +-' C Z LL Z LL Z LL Z LL Z LL Z LL Z LL a) a, v > > > L O co L m L O Y O Y O '.. Y o Y m o o m m m a) c ai ai c c c Z Z Z o Y aj v oa 0 c c m m a C a� a, aYi u m 3 a� 6 aJ D c °c° = m z 0O' Yil c ai a ui > > ul = m U L E O LL I E C Ql L Y CU m m O LL O Q aJ j E ,C = C O X aJ a� _^ N F O c O Y aJ U C L N c a/ T a/ ,., L U! a) a O> a v > C c p c „I ar c w C o m L al U a L 3 U a) Y o K N O c m ui E •+, O O 7 > a) a g m '+� u v O m C — c a L ,n m E`o a o v o o .� o- v 3 v a° ° a o N o Ln ro E I m 7 0 t OD v O D 'in w C al u C o 0A N O O_ aJ D 0 c w a) crY Y p C > Q Y Q m O E Q a v > v v p aVi a N u— v u j a) m a`r a Tc n - c'v Q -�aa 0 a.Qw E a E c ca n as aa) n U In a O m a aJ O L m a 3 Q) N v a a1 a s ,u u Q Q m N Q m m aa) `—' z0 wp — v� m c _ u Y m - .� — _5 I° uu a c c c c c c c E E E E E E E W w tw to ov a mo m w w J m C m C m C m C m C m C m c d J C C C C C C C W O O •m O O O O O N U u N U ''. rroo u m u m u rru Z u Q Q a 0. Q Q N Q Z W a a a a a a a a a a a a a a N V Y a al C C C EO C m V) W ��' av+ Z m V o m as O m w Y c c w v v n x m f0 ��., m m aJ m 0 C 0 O C ++ H m 7 U C O 0 C U Q N > C O U C O C m }, N Y Y m �••' ] _ p a a VB +' u E U Z C v�i iT, a C +' Y u +' aJ O .v C a y '^ rn Q- iy 7 u T N- 0 m m 7 O '. u '� u C c w U C o'....... L C Q m .( a U�-L Q E m m m m' Q a a m m m L I Q �n = Y k.'... L Q a ruo T m m w Y Q m W O W m x .-I m in �o rl :D 0 m -o a a y+ } C '^ y •� a p y 'p C G. m 041 v a o w- �' w E a 41 E U n v o is a +°n = 0 a u o E m u x a N p c o a �,, ++ C a C +, a E a C E41w.0 o EoY�Q N C i L ipp'pp OD J a& .- h u p Y VI +' ` p a U a C o a u c E°° o a v� m r o 0 4 a o v g m� p�� a`i H e y 75 0�� L 3 L m� -6 m " +� n o`- "'^ C'a U 1- O 7 o E i+ m vai N N .aC m L a c a p a_ c L c U. ;, o a E m -o a s o' 22 p x L— p ,,, a m n o. U o c a L 3 `o U IA E v�'i u a -@ = v m E a y c 4 ° o c a> ,� c F- c o c p x_ m a mccc`vw u o E (V ou c 76 +j C C C y� N m m C C a, .2 a° a° E a° a }°+ > u > 11 > u 7 ° > > IJ +' C +•� C +' C Q VY1 +C +� C Z LL Z LL Z LL O[ u Z LL Z LL a _0 v m ry0 T > CCLO C C m fC0 O O O N N N a O L 3 m Mn Cu mN O a L ' cu > 0 w of L a C a ^ n v a 41 U L f7/1 C m - C ° C L �.. 2 cu +� c ++ O•pL a o E a 5. N .U,E. 1-0 C u m n a M UO '+CC a6 n� a c a`� 0 m 4°a m m F' h L N a L C .� C L m .� 5 a v a v +� x O m n t/ALn C m aL+ J m °� a C C C 4 4� E E Eai v v aci tw Oa0 w E E E M m m m c C c M m m 2 2 2 IM IM m O IM _' u ° _ E E E u O O O a a a n n n ` 3 a a a c'� u' u' 3 v~ a In o° o$ c n a vai a j c0 m_ c m a m o N N O m° O O O w C p' o C O a E ° a ern c c c c c n v m O c +� u^ .� ._ c U-0 C n 'C L O a p .iN p O 4mN x L a�'+ U C � 'O U. Q m- Q m m O Q +� U ma; �t a c u o a Q m m a m m 00 M O e-1'� N M M 0 Z m x H O LA 0 v muuuuII 47 41 io m m m m m c e c c c c v O 0){( 0 a) g w o � vzj (U � Z 11 Z LL Z li Z LL Z LL Z LL ar 4J > > L t 0 0 0 O O mZca7 pp u u C m t m C m z z 2 LA g C L C 0 = OD C N N U O f L C N U :r f m w +' m o 'a m c w E OU o '�9 - 0 c w E C +' ,, o Lu1 o ar +- OC cmJ 7 �O U 7 UO 0 L L Q N c al vl w a 3L a 3r e L E o�� o 5 U U cli .m Q) 0 m C � m W c U 13 o-0 c N P Y r Q w 3 0 w ' C v o C a, o c m o o a3i c c a m o w `° `—' o c ai a o `--' a o �" v W`a °c° to M E c m y n '�—° `� rco �+ x N v c c� o N L W N m u �q' O au u c .7 7 �1 c C �+ 0 m N E N o u 0 c C al 0 C C G! F- to 0 L LL +L+ C L C 41 C C G C C N N b � C N C C C c m m g L m m L m L c E E E E `° o 0 o o c w n m c_ u U U U V LL Nor WT al aJ C 0 N j '{_j y C m 10 'yam' yµ4y"�1 41 +� O ", -0 m E 0— C V O m e L"1. o O c v a`r m 0 ,� m E as as �° a° 0 a "> u ` wr 0 0 c O L c .' 0 C {= '0 C ++ C 7 0 """ C — ar v O 0 E O m y -, �.,d '...... v ; ^ U y +v., py E. >- u O O Q. V� y,r. m m, 0 Q m '� a+ V�1 Q a Q m u Q 14 � r 4 1-4 �q a -0 tfUpO? Y a a 0 N in a o m Y-a L D` a m «' '^ E a m H .- w_ H— 0 -m0 0 L!1 O` O 3 N r m 3 C N a O Ln > c a a+ L m 0 c mvozc�o'^c��a"41 CL u x ' O L o U a ,gym 41 1; Q � Qu � kn Q L � N 'm0 w 0 a m> di o v J o u v IIIIIIIIIIII a +� c a.. a v a O u n a m m m m (v CL 0) 0 3 13 o` c w= Y c c c" +% a c 0 h � i E 0 Er cu cc u 2 41 H (A a u O ac) Inu .` u n= Y L 4' o v c o E $ 2 E o O L � a w c °- E c o a m a a oo a W = :Ei a E a 00 m c m m m c 11 aC G o �_ r w < N N Fa F1 F' m C m 2 ►, a Z c a M o Co C C u O -0 C m C +� o N E m m f6 a c c oL t a u � d a+ � h .� p� cc>u0 w ci�E� E �n -0 Y • ;} = C 4L >• a :E -0 a s C �a,,, b•i m m a a 3 a a c ,o o a a Ea u CkUy -0 0E 0 OCL _ c a > }. M c Z LL 21 O m C m Un a c N u c � U v — a ,o v E v o m v u a a 3 L 0 a� C 0 a o �E c c c c a a a a E E E E a tin a to a Co a Un m c m c m c m m m m m m m m c c m c m c m c m c a C C O vi C a E m E t3 0> C a a c c c a a C a p +m+ c > a u > U O L O «O Q O .O N N N N a N o C 3 r u �� ti4 cCU to a) m O (L) u m 0` L 7 � c > O x FO m + p — Q L 3 u, > E +T+ N Y m J m j w Y o a m E aci u Y c v N 3 E E C j O- j C O O E ar — 3 u Y o v a o a T U y N a N E > + a, 7 m +, v @ E a, p cr C d> 0 a- L Y v W ON 3�?° M c u w aJ } + a p w -0 +, 7 c a u aL o T N 7 > (1 c N ?� (V s N a) d •N : d N •— L 7 O C v H m o u C) T Y N O > + +' C m Z Ui N cu O N C to O m m — O pD m N C CO OD c C .3 J Y o o CL a m a a/ U C +-' 0 C Y aJ O g N `1 U C m L L Y E v L L C 3~ o u j a i- Y O 33 aEi `m m> Y (u 0 v a1 - o _ T C Q J E C O N Y T_ Z O U }' J 3 a a U m L C v ar 3 E O. u-0 d m E N 0Ln L C \ N C V1 ,� m U O 3 C O C O O C m to aJ C u c ar o ;� 7 N m o� o +� O U L O E aal c� o U C a) u 'U v O Y E N E v C N C u C E>° m m >' al m E Y al �, c 7 C C N T E al Y E C U O O z u al L O T om T EL E o m Y o a� 7 7 N �' o Y c c +T Y Y O O m C m C m C N •N N N O O O v E 2 E cu — O O +� C Z LL ++ C Z LL }• C Z LL CY VY1 o1' U r oC U O O O O O O m m m m m ccaa a a a a a c c c c c c c Z> 2 v m 4- m— N m o c m ai m m N E 3 Y U • c C a 7 aJ U Y N m E 7 .� uYf O N al t E u Y L N M a E -O w a L N N O .(D clic a E; Y 7 o T �O C L L O a+ O u ai N Y m G0 ai U 7 u� U N ap Y m CL L C O. L L E L L aj E N m m T m m aJ E m m E a ^ c +� U u CU CL u o p a m u aai a a, a o o ° v w " aEi E Y L C m L �' O. aJ u-a1 o m OD O a/ `1 U- L u T m al m V) O_ N U L C to u aJ N = N Y C C C C c c E E E E E E 0o OO D OD CD GD OD 0 m C m C m C m C m C m C m m m m m m •V .0 .� .0 .0 .0 c C C C c c m m C m c m C m c m c U- LL LL LL LL U- L Y •C N Y m m N m pp N O Y f6 N C L m L OD �- -O aJ al `0 mto C U C m o° F `� c aY' v E aJ al +' 3 E °' U o o U C u o +, O N o aJ o E, oai 0 O C V m C L U >. > m Y CL, O u m Y m E a) *_ N N C: ++ OD m aT+ E C '"K9' a- T aJ +T+ C 7 C c OM N L •O 7 m L L c u L a) a L N m L C L C C j G` aJ 7 Q .� > 0 9 ':.. Q m Y m m Q a O Q O. L N ,... Q ._ ._ OD Q m ._ N 4) a 0 ONO N N N N M 43, O a)++ J O N J LU _ a > C7— L O. O J Y CL Lal 'D m U U 00 4+ mro C C C C •C C H N C C v u a o v .2 u o E v° ° > >_41 Z. LL. Z LL Z LL Z LL Z LL Z LL U Z LL ZLL ''... O O O O O O O O v a v i v a Ul y+ L > IA C ++ LA ++ C Y L O LD aL_+ v LA O C fop N O N= as E o Y �' ° s m y Le_n o o c o 4' c vo- c axi °^' 3 ,� °c v t v c ° E° m m$ L O CO y v Ln o K'o °J v.0 N o B -° c n r c ax-- TCL L C n C r = C° N Ll7 7 c v^ _� 0 N 7 N N C1 U C U M UJ y m y (Op Ln p V 'Ci 4+ vL J N — L C '�^ T 'Oa' L � � � � � V- N° ca fO N N L6 L U •� OJ Gl N L C N E "•' ++ C LiL V N i.n L yy lU L UI L.. X E 1A O (� X ° CC (� N > C C LU C .�7 H LU C O y O C O y N -C N u `J �@C to ' m L U O E '� . �' N Ln > Lp - c Gl � N L uo 7 m v�i i r. m 7 m U'..... J .0 L N LL > 'O m m Z O Q H + Z N N C C C C C C C 110 N a)N 41 Eyy a O,0 h0 00 00 t% 00 00 C C C C C C c l7 '� Lail Vw1 1di/1 Lail H VQjj Ln Z C U U U L�J U U U '.. U LL LL J J J J J '.. J J L) Ln LA O y o> g 'v Z—n Lu E oZS °' E �? v a m 't c o v L° E au a Lu > a m a, _ o E o u —g c m aj O +' L(Lnpp ° u >• °;uw'$V', L7J' '" ' O> O 7 CJ 41 C O ++ a) ++ ry N N O �_ L G1 `, LU ,c'a O N N C LNiL Z f0 u L C w C +T+ C C C C •�� C ++ U Y C Q LEu ` u . Q m° .E x u [S ' c a m LO v-0 ow s? v Z E a v u Q v o— Q m o Q �v — Q 5 m- Q La E_ 0 o m Q m E 1°c m m x H m m rrn m m m m m m O Ln ,+ m c ar g •+ m c ai a C m c ar •Y C m c Z IL LY Z LL Z M.L. '.. v > > N v L L O O O pa c m U V E ra z z l g Q L N a d L w c C c c c O a1 3 c m M ca w-, ul 'O y m C m L aai 7, Cs C Y N C O S L mac, Q+ L Y+ > N N_ u r y�y�� u v H 0� C 4- 4 N N_ N Q1 v N' 0C a _ 1/M O 61 k v `) C N 7 N �Qq�yy N �S U�7f (L) N ra aL+ O C .R E N L X C E NE •gyp a) u m N �}`; N E 4 +' C N m m c � c m aLn am...I m.o �- "="2 2L D ?.0 C0nt4--J V) C E C C E E �C�rr E E CA CO 00a :1D '''.... aD C C C CC C G a) C C C E C ai u u m ?� to O_ Xli •'.. '° co O 'Zy aY E to O O N N Y Y N O N i•�+' Y N "w+ di4 L 7 O Y c Y O ijY Y E. O o O Y 7 w N Y fa Q a+ fa N Y� N 'w.. N. 41 t a, 0a N +•W. aa' a N v� a, N Ca '^ o f O O � cm ' O 7 O "O..e%+ Q L O "'CY Q L- L L U Q Q. �+' A E w%M C.7 L a/ C U :,7. Q O C f0 Y m m .O ,Y Ta u= .'.O r a a c +• O E c ° N ° E o E N o at°B oa, f�pp C: CJ u u C u 'O u! N L V-• u Y u C yr oO .. m 5. C L C D a Y m N ° a by a7 N to 7 00 :2 V1 ' aJ aJ 7 +�+ fb a7 a1 y C u � O. Q- � � N N L C � a1 w a Sa�yy o�-0 f6 O a' Q L C O om N E O u u ? S 4? Y �' C ca C 4' O pp bo C� C T C V [S ^ E 1% •D C O. 'a N N N w U an E O Y m m E 0 N 7 W U O C N 2 7 LL O CO C aJ E bn m C m 0 v aC N -0 E LLLLO tr-' •_ � C in v a v Y cc 3 O w d 0 u O w w � E C L o al y t+ E r- v C L .2 v ••- O M _n O p N _a O E O N Q CL C C '�'ra � C `� C C N C �> C YVJi � CO U Ou p O 'a 4L•� Ou p m OC O ' uO a E, u u u u a a a I In n a L a L a L a to ui to c c c c c c � o O Q E E E Ep 0 p 0 o O w 0) � 7 Qp N N LA t Ln to C O C O C O t6 N N to N N fa N N E v E �' E K U w U cc U Z � � O O O m a m a to � C C C C G E E E till RO Ua G C C 2 m Z. n FL ai K K to as Y m C y •` y tiT aJ c 06 N O u E m �4 • — E L.Y g a m ° Q C C C Y Y Y C'. Y C C Y C 21 LL Z LL ZLZ Z LL a a v i ai (U Z T O O 00 m pp m c ra O L c ra T '.. O C N aJ T E vj O al .� J tp C f0 C C ma utVi u al of � a L a1 J N d J aJ C T A O U u C C J C +' E C u '.............''.... al u C p C u C aJ CL C (Cuto 7 m al ai al C U (a — LLO •u iJ C Y C C 0i E aJ E N E al a) to rya) wm m u u C ra E E E °) v to to to aa.. U- C C9 al C ^ p c •tn R L to .u. N C p aci �. s E 0 ar + o •� uQ +°� mm 0a o S7 J p jn aLi J tuj J °! Q c u _^ <i �i Q_ E o � Ln v Y 0 0 0 u µ 44 c CY +O+ r c m g .n m c a c E u � N m m � c m u d E ui a 0 E yYj Y E v `CSC y '^ O LL m U c c� C u N O v 9 '?! Z i OO cc r- rc m m Y °c m � — R a pp � C 0 a to t O m m N 4 N � C CL N C N E u E u = C -o 13 a Q m O m CD E u Z a �' y Q XE_.�v' o c E a�°�,g 4°N > Z. e w `i tr O 16 s m a N N ai vtC-Eco%avv c O ++ N NL E O v U u u u t ai C C C L N ti p O >Ep,p ui O Q u "O 4 O rn v1 a Ln L M (D Ln a BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 10/29/19 Department Name Daniel O'Connor Innovation & Tech BPW Date 11/12/19 Phone Extension 6201 W ilOr )9N N[Y/0/He/HHAyiANFPoWMii/13f5A1e'+. �Jbu &M IW,TJGW.W.R�MI�MMI9�llIW'IIVVWWllWL'W!W'W.�IWIW.NIWWIW.'WIWIIV iVNNIW vmm. .mvz�mrrq PlA9llJ9lA1�/9J/W °lAWi.WWWW.W�V�V�W�W�W�WNW.W;.W!'W.YW.'W:WWWWWOi✓." ��.�m„w,m....,..,,�..m.e�.........mm............ �......................�.�..... ,,,,,,,,,m.m.m .... ..�,.... ..,�... wmm .....m..... mm..... �...�.�.. ...���. Req,�ncd Prior to Submittal to Board BPW Attorney Attorney Name McDaniels Dept. Attorney Attorney Name Kennedv Purchasing ® Schmidt Check the Appropriate Item Type -- Professional Services Agreement E] Contract E] Open Market Contract ❑ Amendment/Addendum ❑ Bid Opening [-I Bid Award Quote Opening EJ Quote Award [� Proposal Opening C/O & PCA No. Chg. Order, No. E] Traffic Control Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description uired Information All Submissions Proposal L_] Special Purchase, QPA ❑ Req. to Advertise ❑ Reject Bids/Quotes PCA Resolution Ease./Encroach ❑ Title Sheei Woolpert ❑ ❑ If Yes, Approved by Purchasing ® No ❑ MBE Completed E-Verify Form Attached Yes ❑ WBE No Cityworks implementation of Permits, Licensing and Land(PLL) module or Business Licensing within DCI IT Profesional Services 279-0672-415.31-06 Professional Services Statement of Work Work To implement the PLL CityWorks module for Business Licensing in DCI For Chan ge Orders Only« ...._ _ ... __... .... __:._ ..�.......� ... ......._ ..._ .. Increase $ Amount of �] Decrease ($ ) Previous Amount $ m.....Increase...........�...................... ,,._ Current Percent of Change: Decrease % New Amount $ � mm( Increase �...............................%... Total Percent of Change: Decreased % Time Extension Amount: New Completion Date: