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Item 13 - Approve Agreements with Carahsoft Technology Corp. and IK Consulting, LLC
Information Technology www.santa-ana.org/departments/information-technology/ Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report October 1, 2024 TOPIC: Enterprise Land Management System Software and Implementation Services AGENDA TITLE Approve Agreements with Carahsoft Technology Corp. and IK Consulting, LLC for Enterprise Land Management System Software and Implementation Services (Specification No. 24-087A) (General Fund and Non -General Fund) (Revive Santa Ana) RECOMMENDED ACTION 1. Authorize the City Manager to execute an agreement with Carahsoft Technology Corp. for software subscription licensing, support, and training of Accela Civic Platform planning, permitting, and licensing system, in an aggregate amount not to exceed $1,800,000, for an initial one-year term beginning October 1, 2024, with provisions for four optional one-year renewals. (Agreement No. A-2024-XXX) 2. Authorize the City Manager to execute an agreement with IK Consulting, LLC for Accela Civic Applications implementation services, in an amount not to exceed $1,107,445, for a 27-month term beginning October 1, 2024 and expiring December 31, 2026. (Agreement No. A-2024-XXX) GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Santa Ana Property Information Network (SAPIN) is an internally developed land management, permitting, and code enforcement system that was implemented in 2000 to replace a problematic DOS -based permitting system that had been used by the City since 1993. In 1999, members of the City's management team researched the software applications that were available at the time and determined that none of them could meet the functional business needs of the City of Santa Ana without heavy customization and special add-ons. Therefore, the decision was made to internally develop the SAPIN system to better meet the City's needs. Since 2000, the City has been using the SAPIN system for plan checking, building permitting, building inspections, Public Works permitting, and Code Enforcement case management. Enterprise Land Management System Software and Implementation Services October 1, 2024 Page 2 Although the SAPIN system has been enhanced over the years and has met the needs of the City for more than two decades, its capabilities have fallen behind the technology and functionality now available from off -the -shelf applications on the market. It now makes sense for the City to move from an internally developed application to a standard vendor package that can better meet the City's needs and provide the improved functionality that the SAPIN system is lacking. On June 15, 2021, the City Council approved agreements with Clariti Cloud and Avocette Technologies to implement the Clariti Permitting and Licensing system. The consultants worked with the Information Technology Department (ITD), Planning and Building Agency (PBA), and the Public Works Agency (PWA) to document the City's business processes, use cases, and information requirements. This effort resulted in the desired future processes for a new system that allowed all applications to be performed through an online portal. During this phase, it became apparent that, the Clariti Cloud system would require extensive configuration and customization in order to meet the needs of the City. Furthermore, the system would be labor-intensive to support, upgrade, and enhance over time. Given that these systems are typically in use for 15-20 years or longer, the project team collectively decided it would be beneficial for the City to halt the project with Clariti Cloud and Avocette Technologies. At this point, only 31 % of the project budget, or $1,053,548, had been spent, and the team concluded that switching to a different solution would be a better long-term fit for the City. A team of staff from ITD, PBA, and PWA decided to re-evaluate the Accela Civic Platform, which was one of the runner-up solutions from the previous procurement. This included seeing several system demonstrations of the system and meeting with other cities to see the system being used. The team determined that the Accela Civic Platform would be the best solution to successfully meet the City's requirements due to their long history providing this technology to municipalities, the robust functionality of the system, and the successful track record with numerous other cities here in California. Accela was formed in 1981 and incorporated in California in 1999. Accela is a leader in the permitting and licensing space and has more than 2,000 separate agencies that utilize their software. Their latest solution is the Accela Civic Platform which is a cloud - based system that includes modules for planning, permitting, code enforcement, and licensing. The system is currently operating in many local California agencies, including the cities of Huntington Beach, Anaheim, Ontario, Whittier, Torrance, Moreno Valley, Sacramento, Stockton, and Roseville, among others. Santa Ana City Ordinance No. NS-3041 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The National Association of State Procurement Officials (NASPO) awarded contract #AR2472 to Carahsoft Technology Corp. Technology Corp., an authorized reseller of Accela Civic Platform software and related support services. The contract was awarded as a result Enterprise Land Management System Software and Implementation Services October 1, 2024 Page 3 of an open and competitive bidding process that meets the City's requirements. The first action of this agenda item is to approve the Accela Subscription Services Agreement (Exhibit 1) and authorize purchases of Accela software subscription licensing, support, and training through Carahsoft Technology Corp. (Exhibit 3) In addition to system licensing, the City requires an implementation partner to assist with the system configuration, data migration, interface development, report development, training, and technical support of the Accela Civic Platform. On June 27, 2024, the City issued RFP No. 24-087A for Accela Civic Applications Implementation Services on the City's online bid management and publication system. A summary of vendor participation and results is as follows: 1,009 Vendors notified 0 Santa Ana vendors notified 23 Vendors downloaded the RFP packet 3 Proposals received Proposals were solicited, opened on July 17, 2024, and evaluated. The three proposals submitted by the RFP deadline were all determined to be responsive to the specifications and met the City's requirements. A selection team consisting of staff from the IT Department, Planning and Building Agency, and Public Works evaluated the proposals and recommend awarding an agreement to IK Consulting, LLC, the best suited vendor. Proposing firms' rankings according to the criteria listed in the RFP are as follows: Vendor Name Location Rank IK Consulting Tucson, AZ 1 TruePoint Solutions Loomis, CA 2 Br ne Software Technologies Chesterfield, MO 3 The second action on this agenda item is to approve an agreement with IK Consulting to serve as the implementation partner for the Accela Civic Platform. (Exhibit 2) ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the FY 2024-25 Planning & Building Agency —Permit & Plan Check, accounting unit 01116530, Public Works - Development Engineering, accounting unit 10117605, and American Rescue Plan Act accounting unit 18120013. Future fiscal year funding will be included in the proposed budgets for City Council consideration. The following table is an estimate of the account distribution by fiscal Enterprise Land Management System Software and Implementation Services October 1, 2024 Page 4 year; however, the actual amounts for each fiscal year may vary based on the timing of the system implementation. Account Account FY FY FY FY FY Unit — Account # Description 24-25 25-26 26-27 27-28 28-29 Total Planning and 01116530- Building Agency- 66511 Permit & Plan 72,000 225,000 243,000 255,000 285,000 1,080,000 Check - Computer Software Subscriptions Public Works - 10117605- Development 66511 Engineering - 48,000 150,000 162,000 170,000 190,000 720,000 Computer Software Subscriptions 18120013- ARPA - IT - 62300 Contract Services 300,000 525,795 281,650 1,107,445 Professional Total $2,907,445 EXHIBIT(S) 1. Agreement with Accela 2. Agreement with IK Consulting, LLC for Implementation Services 3. Draft PO to Carahsoft Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nunez, City Manager ACCELA SUBSCRIPTION SERVICES AGREEMENT This Accela Subscription Services Agreement (this "Agreement") is entered into as of the date of the applicable Order, as defined below, that incorporates these terms (the "Effective Date") by and between Accela, Inc. and the entity identified in such Order ("Customer"). 1. DEFINITIONS. 1.1 "Accela System" means the information technology infrastructure used by or on behalf of Accela in performing the Subscriptions Services, including all computers, software (including but not limited to Accela Software), hardware, databases, electronic systems (including database management systems), and networks, whether operated directly by Accela or its third party suppliers. 1.2 "Aggregate Data" means data and information related to Customer's use of the Subscription Services, including anonymized analysis of all data processed in the Subscription Services, that is used by Accela in an aggregate and anonymized manner, including compiling statistical and performance information related to the provision and operation of the Services, 1.3 "Authorized User" means one named employee, contractor or agent of Customer (each identified by a unique email address) for whom Customer has purchased a subscription to the Subscription Services and who is authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this Agreement. 1.4 "Consulting Services" means packaged or time and materials consulting, review, training or other services (but excluding Subscription and Support Services) delivered by Accela to Customer pursuant an Order. The current Consulting Services Policy is available at www.accela.com/terms/. 1.5 "Customer Data" means the content, materials, and data that Customer, Authorized Users, and External Users enter into the Subscription Services. Customer Data does not include any component of the Subscription Services, material provided by or on behalf of Accela, or Aggregate Data. 1.6 "Documentation" means the then -current technical and functional user documentation in any form made generally available by Accela for the Subscription Services. 1.7 "External Users" means third party users of the Subscription Services that access the public -facing interfaces of the Subscription Services to submit queries and requests to facilitate communications between such third party and Customer. 1.8 "intellectual Property Rights" means any patent rights (including, without limitation, patent applications and disclosures), copyrights, trade secrets, know-how, and any other intellectual property rights, in all cases whether or not registered or registrable and recognized in any country or jurisdiction in the world. 1.9 "Order" means an Accela order form or other mutually acceptable document, including purchase orders (PO), fully executed between Customer and Accela that incorporates this Agreement. 20201023 1.10 "Service Availability Policy" means the Service Availability and Security Policy located at www,accela.com/terms/. 1.11 "Subscription Services" means the civic administration services, comprised of the Accela System, Software, and Support Services, to which Customer may license access to in accordance with the terms herein. 1.12 "Software" means any licensed software (including client software for Authorized Users' devices) and Documentation that Accela uses or makes available as part of the Subscription Services. 1.13 "Support Services" means those technical and help services provided by Accela in accordance with the Software Support Services Policies (SaaS) located at www,accela.com/terms/. 1.14 "Subscription Period" means the duration of Customer's authorized use of the Subscription Services as designated in the Order. 2. USAGE AND ACCESS RIGHTS. 2.1 Right to Access. Subject to the terms and conditions of this Agreement, Accela hereby grants to Customer a limited, non-exclusive, non -transferable right and license during the Subscription Period, to permit: (i) Authorized Users to access and use the internal and administrative interfaces of the Subscription Services in accordance with the Documentation to support Customer's internal business purposes and (ii) its External Users the ability to access and use the publicly available interfaces to submit requests and information to Customer. Each instance of the Subscription Service shall be provisioned with the amount of storage set forth in the Order and additional storage may be purchased at the then -current rates. 2.2 Support Services & Service Availability. During the Subscription Period, Accela shall provide to Customer the Support Services specified in the Order and shall make all commercially reasonable efforts to attain the service levels specified in the applicable policies. The remedies set forth in the Support Services and Service Availability Policy are the sole and exclusive remedies for any breach of the service levels. Customer grants Accela a royalty -free, worldwide, transferable, sub- licensable, irrevocable, perpetual license to use or incorporate into its software or services any suggestions or other feedback provided by Customer or Authorized Users relating to the operation or features of the Subscription Services. 2.3 Purchasing Consulting Services. Customer may purchase Consulting Services from Accela by executing an Order for such services. All prices are exclusive of travel and expenses, which will be invoiced at actual cost, without markup, and will comply with the Consulting Services Policy located at www.accela.com/terms/ or as otherwise agreed in the applicable Order. If applicable, one Consulting Services day shall be equal to eight (8) hours. 2.4 Restrictions on Use. Customer shall not, and shall not permit others to: (i) use or access the Subscription Services in any manner except as expressly permitted bythe Agreement, including but not limited to, in a manner that circumvents contractual usage restrictions set forth in this Agreement; (ii) license, sub -license, sell, re -sell, rent, lease, transfer, distribute, time share or otherwise make any portion of the Subscription Services available for access by third parties except as otherwise expressly provided herein; (M) use the Subscription Service in a way that: (a) violates or infringes upon the rights 20201023 EAccela of a third party; or (b) stores or transmits libelous, tortious, or otherwise unlawful material or malicious code or viruses; (iv) create derivative works, reverse engineer, decompile, disassemble, copy, or otherwise attempt to derive source code or other trade secrets from or about any of the Subscription Services (except to and only to the extent such rights are proscribed by law); (v) interfere with or disrupt the security, integrity, operation, or performance of the Subscription Services; (vi) access, use, or provide access or use to the Subscription Services or Documentation for the purposes of competitive analysis or the development, provision, or use of a competing software, SaaS or product or any other purpose that is to Accela's detriment or commercial disadvantage; (vii) provide access to the Subscription Services to competitors of Accela; (viii) access or use components of the Subscription Service not licensed by Customer; (ix) use or allow the use of the Subscription Services by anyone located in, under the control of, or that is a national or resident of a U.S. embargoed country or territory or by a prohibited end user under Export Control Laws (as defined in Section 12.3, Compliance with Laws); (x) remove, delete, alter or obscure any trademarks, Documentation, warranties, or disclaimers, or any copyright, trademark, patent or other intellectual property or proprietary rights notices from any Subscription Services; or (xi) access or use the Subscription Services in, or in association with, the design, construction, maintenance, or operation of any hazardous environments, systems or applications, any safety response systems or other safety -critical applications, or any other use or application in which the use or failure of the Subscription Services could lead to personal injury or severe physical or property damage, 2.5 Ownership. Accela retains all Intellectual Property Rights, including all rights, title and license to the Subscription Service, Software, Accela System, Support Services, Consulting Services, and Aggregate Data, any related work product of the foregoing and all derivative works thereof by whomever produced; provided however, that to the extent such materials are delivered to Customer as part of the Subscription Services, Consulting Services or Support Services then Customer shall receive a limited license consistent with the terms of Section 2 to use such materials during the Subscription Period. 2.6 Customer's Responsibilities. Customer will: (i) be responsible for meeting Accela's applicable minimum system requirements for use of the Subscription Services set forth in the Documentation; (ii) be responsible for Authorized Users' compliance with this Agreement and for any other activity (whether or not authorized by Customer) occurring under Customer's account; (iii) be solely responsible for the accuracy, quality, integrity and legality of Customer Data; (iv) use commercially reasonable efforts to prevent unauthorized access to or use of the Subscription Services and Customer Data under its account, and notify Accela promptly of any such unauthorized access or use, and; (v) use the Subscription Services only in accordance with the applicable Documentation, laws and government regulations. 3. PAYMENTTERMS. 3.1 Purchases Directly from Accela. Except as otherwise set forth in an Order, Subscription fees shall be invoiced annually in advance and such fees shall be due and payable on the first day of the Subscription and on each anniversary thereafter for each renewal, if any. All other invoices shall be due and payable net thirty (45) from the date of the applicable invoice. All amounts payable to Accela under this Agreement shall be paid by Customer in full without any setoff, deduction, debit, or withholding for any reason. Any late payments shall be subject to an additional charge of the lesser of 1.5% per month or the maximum permitted by law. All Subscription Services fees are exclusive of any taxes, levies, duties, 20201023 withholding or similar governmental assessments of any nature (collectively, "Taxes"). If any such Taxes are owed or payable for such transactions, they shall be paid separately by Customer without set-off to the fees due Accela. 3.2 Purchases from Authorized Resellers. In the event that Customer has purchased any products or services through a reseller, subject to these terms, any separate payment arrangements and terms shall be exclusively through such reseller and Accela is not a party to such transactions. Accela's sole obligations are set forth herein and Customer acknowledges that its rights hereunder may be terminated for non-payment to such third party. 4. CONFIDENTIALITY. As used herein, "Confidential Information" means all confidential information disclosed by a one party to this Agreement to the other party of this Agreement whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. However, Confidential Information will not include any information that: (i) is or becomes generally known to the public without breach of any obligation owed to the disclosing party; (ii) was known to the receiving party prior to its disclosure without breach of any obligation owed to the disclosing party; (Ili) is received without restriction from a third party without breach of any obligation owed to the disclosing party; or (iv) was independently developed by the receiving party. Each party will use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) not to disclose or use any Confidential Information except as permitted herein, and will limit access to Confidential Information to those of its employees, contractors and agents who need such access for purposes consistent with this Agreement and who are bound to protect such Confidential Information consistent with this Agreement. The receiving party may disclose Confidential Information if it is compelled by law to do so, provided the receiving party gives the disclosing party prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the disclosing party's request and cost, to contest, limit, or protect the disclosure. 5. CUSTOMER DATA. 5.1 Ownership. Customer reserves all its rights, title, and interest in and to the Customer Data. No rights are granted to Accela hereunder with respect to the Customer Data, except as otherwise set forth explicitly in Section 5. 5.2 Usage. Customer shall be responsible for Customer Data as entered in to, applied or used in the Subscription Services. Customer acknowledges that Accela generally does not have access to and cannot retrieve lost Customer Data. Customer grants to Accela the non-exclusive right to process Customer Data (including personal data) for the sole purpose of and only to the extent necessary for Accela: (i) to provide the Subscription Services; (ii) to verify Customer's compliance with the restrictions set forth in Section 2.4 (Restrictions on Use) if Accela has a reasonable belief of Customer's non-compliance; and (Ili) as otherwise set forth in this Agreement. Accela may utilize the information concerning Customer's use of the Subscription Services (excluding any use of Customer's Confidential Information) to improve Subscription Services, to provide Customer with reports on its use of the Subscription Services, and to compile aggregate statistics and usage patterns by customers using the Subscription Services, 5.3 Use of Aggregate Data. Customer agrees that Accela may collect, use and disclose Aggregate Data derived from the use of the Subscription Services for industry analysis, benchmarking, analytics, 20201023 r rri 0 marketing and other business purposes. All Aggregate Data collected, used and disclosed will be in aggregate form only and will not identify Customer, its Authorized Users or any third parties utilizing the Subscription Services. 6. WARRANTIES AND DISCLAIMERS. 6.1 Subscription Services Warranty. During the Subscription Period, Accela warrants that Subscription Services shall perform materially in accordance with the applicable Documentation. As Customer's sole and exclusive remedy and Accela's entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to: (a) repair the Subscription Services in question; (b) replace the Subscription Services in question with those of substantially similar functionality; or (c), after making all commercially reasonable attempts to do the foregoing, terminate the applicable Subscription Services and refund all unused, prepaid fees paid by Customer for such non -compliant Subscription Services. 6.2 Consulting Services Warranty. For ninety (90) days from the applicable delivery, Accela warrants that Consulting Services shall be performed in a professional and workmanlike manner. As Customer's sole and exclusive remedy and Accela's entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to (a) re -perform the Consulting Services in a compliant manner; or, after making all commercially reasonable attempts to do the foregoing, (b) refund the fees paid for the non -compliant Consulting Services. 6.3. Disclaimers. EXCEPT AS EXPRESSLY PROVIDED HEREIN, ACCELA MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, SECURITY, FITNESS FOR A PARTICULAR PURPOSE OR NON -INFRINGEMENT, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ACCELA SHALL MAKE BEST TIMELY EFFORT TO RESOLVE ANY BUGS AND ISSUES. 6A. Cannabis -Related Activities. If Customer purchases any Subscription Services for use with any cannabis -related activities, the following additional disclaimers shall apply: Accela is considered a software service provider to its customers and not a cannabis related business or agent thereof. In addition to the foregoing, Accela only retains Subscription Services fees of this Agreement from its Customer for general software services, a state or local government agency, and does not retain these fees from any type of External Users. It is the sole responsibility of the Customer to offer state law compliant services, which may be coordinated and facilitated through the use of the Subscription Services. Accela makes no representations, promises, or warranties with respect to the legality, suitability, or otherwise regarding any third party provider, including partners, and have no responsibility or liability with respect to services provided to Customer by such third parties. 7. INDEMNIFICATION. Accela will defend (or at Accela's option, settle) any third party claim, suit or action brought against Customer to the extent that it is based upon a claim that the Subscription Services, as furnished by Accela hereunder, infringes or misappropriates the Intellectual Property Rights of any third party, and will pay any costs, damages and reasonable attorneys' fees attributable to such claim that are finally awarded against Customer, provided that Customer provides: (a) Accela notice of such claim as soon practical and in no event later than would reasonably permit Accela to respond to such claim, (b) reasonable cooperation to Accela, at Accela's expense, in the defense and/or settlement of such claim and (c) Accela the sole and exclusive control of the defense, litigation and settlement of such claim. In the event that Accela reasonably believes, in its sole discretion, that such claim may 20201023 OAccela prevail or that the usage of the Subscription Services may be joined, Accela may seek to; (a) modify the Subscription Services such that it will be non -infringing (provided such modification does not materially reduce the functionality or performance of Customer's installed instance); (b) replace the Subscription Services with a service that is non -infringing and provides substantially similar functionality and performance; or, if the first two options are not commercially practicable, (c) terminate the remainder of the Subscription Period and refund any, pre -paid, unused fees received by Accela. Accela will have no liability under this Section 7 to the extent any claims arise from (i) any combination of the Subscription Services with products, services, methods of a third party; (ii) a modification of the Subscription Services that were either implemented by anyone other than Accela or implemented by Accela in accordance with Customer specifications; (iii) any use of the Subscription Services in a manner that violates this Agreement or the instructions given to Customer by Accela; (iv) a version of the Subscription Services other than the current, fully patched version, provided such updated version would have avoided the infringement; or (v) Customer's breach of this Agreement. THIS SECTION 7 STATES THE ENTIRE OBLIGATION OF ACCELA AND ITSLICENSORSWITH RESPECT TO ANY ALLEGED OR ACTUAL INFRINGEMENT OR MISAPPROPRIATION OF INTELLECTUAL PROPERTY RIGHTS RELATED TO THIS AGREEMENT. 8. LIMITATION OF LIABILITY. EXCEPT FOR LIABILITY ARISING OUT OF EITHER PARTY's LIABILITY FOR DEATH OR PERSONAL INJURY OR CUSTOMER'S BREACH OF SECTION 2, NEITHER PARTY'S AGGREGATE LIABILITY FOR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF OR INABILITY TO USE THE SERVICE, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY OF LIABILITY, SHALL EXCEED TWO TIMES (2X) THE TOTAL AMOUNT PAID BY CUSTOMER HEREUNDER IN THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING THE INCIDENT. EXCEPT FOR LIABILITY ARISING OUT OF CUSTOMER'S BREACH OF SECTION 2 OR EITHER PARTY'S LIABILITY FOR DEATH OR PERSONAL INJURY, IN NO EVENT SHALL EITHER PARTY OR ANY OTHER PERSON OR ENTITY INVOLVED IN CREATING, PRODUCING OR DELIVERING THE SERVICE BE LIABLE FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFITS, LOSS OF DATA OR LOSS OF GOODWILL, SERVICE INTERRUPTION, COMPUTER DAMAGE OR SYSTEM FAILURE OR THE COST OF SUBSTITUTE PRODUCTS OR SERVICES, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF OR INABILITY TO USE THE SUBSCRIPTION SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR ANY OTHER LEGAL THEORY. THE FOREGOING EXCLUSIONS APPLY WHETHER OR NOT A PARTY HAS BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGE, AND EVEN IF A LIMITED REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE. 9. SECURITY. Accela has implemented commercially viable and reasonable information security processes, policies and technology safeguards to protect the confidentiality and integrity of Customer Data, personal data protect against reasonably anticipated threats. Customer acknowledges that, notwithstanding security features of the Subscription Services, no product, hardware, software or service can provide a completely secure mechanism of electronic transmission or communication and that there are persons and entities, including enterprises, governments and quasi- governmental actors, as well as technologies, that may attempt to breach any electronic security measure. Subject only to its limited warranty obligations set forth in Section 6, Accela will have no liability for any such security breach. Customer further acknowledges that the Subscription Services is not guaranteed to operate without interruptions, failures, or errors. If Customer or Authorized Users use the Subscription Services 20201023 EAccela in any application or environment where failure could cause personal injury, loss of life, or other substantial harm, Customer assumes any associated risks and will indemnify Accela and hold it harmless against those risks. 10. THIRD PARTY SERVICES. Customer may choose to obtain a product or service from a third party that is not directly produced by Accela as a component of the Subscription Services ("Third Party Services") and this may include third party products resold by Accela. 11. TERM AND TERMINATION. 11.1 Agreement Term. This Agreement shall become effective on the Effective Date and shall continue in full force and effect until the expiration of any Subscription Periods set forth in an applicable Order governed by the Agreement. 11.2 Subscription Periods & Renewals. Subscription Periods begin as specified in the applicable Order and, unless terminated earlier in accordance with this Agreement, continue for the term specified therein. Except as otherwise specified in the applicable Order, (a) all Subscription Services will automatically renew for additional Subscription Periods equal to the expiring Subscription Period, unless either party gives the other at least sixty (60) days' notice of non -renewal before the end of the annual Subscription Period and (b), Orders may only be cancelled or terminated early in accordance with Section 11.3. Subscription Services renewals may be subject to an annual increase as specified in section 12.6, forwhich Accela shall provide Customer notice prior to the renewal of the Subscription Period. In the event of any non- renewal or other termination, Customer's right to use the Subscription Services will terminate at the end of the relevant Subscription Period. 11.3 Termination or Suspension for Cause. A party may terminate this Agreement and Subscription Services license granted hereunder for cause upon thirty (30) days' written notice to the other party of a material breach if such breach remains uncured at the expiration of such thirty (30) day period. Either party may terminate immediately if the other party files for bankruptcy or becomes insolvent. Accela may, at its sole option, suspend Customer's or any Authorized User's access to the Subscription Services, or any portion thereof, immediately if Accela: (1) suspects that any person other than Customer or an Authorized User is using or attempting to use Customer Data; (ii) suspects that Customer or an Authorized User is using the Subscription Services in a way that violates this Agreement and could expose Accela or any other entity to harm or legal liability; (iii) is or reasonably believes it is required to do so by law or court order or; (iv) Customer's payment obligations are more than ninety (90) days past due, provided that Accela has provided at least thirty (30) days' notice of such suspension for delinquent payment. Should Customer terminate this Agreement for cause, Accela will refund a pro-rata portion of unused, pre -paid fees. 11.4 Effect of Termination. If this Agreement expires or is terminated for any reason: (I) within thirty (30) calendar days following the end of Customer's final Subscription Period, upon Customer's request Accela provided Customer Data and associated documents in a database dump file; provided that Customer pays (a) all costs of and associated with such copying, as calculated at Accela's then -current time -and -materials rates, and (b) any and all unpaid amounts due to Accela; (ii) licenses and use rights 20201023 EAccela granted to Customer with respect to Subscription Services and intellectual property will immediately terminate; and (iii) Acceia's obligation to provide any further services to Customer under this Agreement will immediately terminate, except as mutually agreed between the parties. If the Subscription Services are nearing expiration date or are otherwise terminated, Accela will initiate its data retention processes, including the deletion of Customer Data from systems directly controlled by Accela. Accela's current Data Storage Policy can be accessed www.accela.com/terms/. 11.5 Survival. Sections 2.5 (Ownership and Proprietary Rights), 4 (Confidentiality), 5.3 (Disclaimer), 8 (Limitation of Liability), 11.4 (Effect of Termination), 11.5 (Surviving Provisions), and 12 (General Provisions) will survive any termination or expiration of this Agreement. 12. GENERAL. 12.1 Notice. Except as otherwise specified in this Agreement, all notices, permissions and approvals hereunder will be in writing and will be deemed to have been given upon: (1) personal delivery; (ii) three days after sending registered, return receipt requested, post or; (iii) one day after sending by commercial overnight carrier. Notices will be sent to the address specified by the recipient in writing when entering into this Agreement or establishing Customer's account for the Subscription Services. 12.2 Governing Law and Jurisdiction. This Agreement and any action related thereto will be governed by the laws of the State of California without regard to its conflict of laws provisions. The exclusive jurisdiction and venue of any action related to the subject matter of this Agreement will be the state and federal courts located in the Central District of California -- Southern Division and each of the parties hereto waives any objection to jurisdiction and venue in such courts. 12.3 Compliance with Laws. Each party will comply with all applicable laws and regulations with respect to its activities under this Agreement including, but not limited to, export laws and regulations of the United States and other applicable jurisdictions. Further, in connection with the services performed under this Agreement and Customer's use of the Subscription Services, the parties agree to comply with all applicable anti -corruption and anti -bribery laws, statutes and regulations. 12.4 Assignment. Each party may not assign or transfer this Agreement, whether by operation of law or otherwise, without the prior written consent of Accela, which shall not be unreasonably withheld. Any attempted assignment or transfer, without such consent, will be null and void. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respective successors and permitted assigns. 12.5 Publicity. Notwithstanding anything to the contrary, each party will have the right to publicly announce the existence of the business relationship between parties without disclosing the specific terms of the Agreement. 12.5 Additional Commercial Terms. Pricing Delivery Details Amount: Aggregate five-year (5) year not -to -exceed amount of $1,800,000. Additional licenses ordered mid -year will be based on the pricing table, below, and will be prorated to co -term with existing licenses. Renewal rates will be based on the aggregate number of licenses ordered by the City. 20201023 EAccela Pricing table for Multi -Solution SaaS 12-month license. Term Year Total User Licenses Price per user 10/1/2024 — 9/30/2025 (1) 0 --150 $3,007.83 150+ N/A 10/1/2025 — 9/30/2026 (2) 0 —150 $3,158.72 150+ $1,718.22 10/1/2026 — 9/30/2027 (3) 0 —150 N/A 150+ $2,056.14 10/1/2027 — 9/30/2028 (4) 0 —150 N/A 150+ $2,158.95 10/1/2028 — 9/30/2029 (5) 0 —150 N/A 150+ $2,266.89 Accela Enhanced Reporting Database (ERD) will be made available at no charge for year 1 and will be invoiced for the remaining years based on the table, below. ERD Pricing table Term Year Cost 10/1/2024 — 9/30/2025 (1) Free for year 1 10/1/2025 — 9/30/2026 (2) $38,185.15 10/1/2026 — 9/30/2027 (3) $40,094.33 10/1/2027 — 9/30/2028 (4) $42,099.35 10/1/2028 — 9/30/2029 (5) $44,203,95 12.7 Miscellaneous. No failure or delay by either party in exercising any right under this Agreement will constitute a waiver of that right. Other than as expressly stated herein, the remedies provided herein are in addition to, and not exclusive of, any other remedies of a party at law or in equity. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision will be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement will remain in effect. Accela will not be liable for any delay or failure to perform under this Agreement to the extent such delay or failure results from circumstances or causes beyond the reasonable control of Accela. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or similar relationship between the parties. This Agreement, including any attachments hereto as mutually agreed upon by the parties, constitute the entire agreement between the parties concerning its subject matter and it supersedes all prior communications, agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement will be effective unless in writing and signed by a duly authorized representative of each party against whom the modification, amendment or waiver is to be asserted. Notwithstanding, any language to the contrary, no additional or conflicting terms or conditions stated In any of Customer's purchase order documentation or otherwise will be incorporated into or form any part of this Agreement, and all such terms or conditions shall be null and void. [signatures appear on following page] 20201023 EAccela ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM Sonia R. CatvaUho City Attorney By: Jonathan T. Martine Assistant City Attorney RECONEVIENDED FOR APPROVAL owc�,7o4 C', 1914, 1� r,�e Jack Ciulla Executive Director Information Technology CITY OF SANTA ANA Alvaro Nunez City Manager ACCELA, INC. Signed 6y: �liG�tat,�f .4 t h Name: i t ae i g i e o Title: Controller 20201023 CONSULTANT AGREEMENT WITH IK CONSULTING, LLC FOR ACCELA CIVIC APPLICATIONS IMPLEMENTATION SERVICES THIS AGREEMENT is made and entered into this 1 st day of October, 2024 by and between IK Consulting, LLC, an Arizona limited liability company ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). Consultant and City are also collectively referred to herein as "Parties" or singularly as a "Party." RECITALS A. On June 27, 2024, the City issued Request for Proposal ("RFP") No. 24-087A seeking to retain a consultant having special skill and knowledge in the field of Accela civic applications implementation services on behalf of the City's Information Technology Department. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-087A. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the "Scope of Services," attached hereto and incorporated herein by reference as Exhibit A; as further described in "Consultant's Proposal," attached hereto and incorporated herein by reference as Exhibit B; and as further described in "Consultant's Request for Clarification," attached hereto and incorporated herein by reference as Exhibit C. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in "Consultant's Final Cost Estimate," attached hereto and incorporated herein by reference as Exhibit D. The total amount authorized during the term of this Agreement, including any extension periods, shall not exceed $1,107,445.00. Page 1 of 10 b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on October 1, 2024 and terminate on December 31, 2026, unless terminated earlier in accordance with Section 17, below. 4. PREVAILING WAGES Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical Page 2 of 10 drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractors prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 7. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for security breaches, system failures, injuries to persons, damages to software, or damages to property (including computer equipment) which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant shall procure and maintain for the duration of the contract insurance claims arising out of their services and including, but not limited to loss, damage, theft or other misuse of data, infringement of intellectual property, invasion of privacy and breach of data. Minimum Scope and Limit of Insurance. Coverage shall be at least as broad as: • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. • Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non - owned), with limit no less than $1,000,000 per accident for bodily injury and property damage. • Workers' Compensation insurance as required by the State of California, withStatutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. • Technology Professional Liability Errors & Omissions. Insurance appropriate to the Consultant's profession and work hereunder, with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Consultant in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses. Page 3 of 10 • The Policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of the Agency in the care, custody, or control of the Consultant. • If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limitsmaintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additionalinsureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished inconnection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). Please note, if there is an insured vs. insured exclusion on the Consultant's policy, carefully reviewwith the Consultant and their insurance carrier on whether being added as an additional insured onto the Consultant's policy removes your organization's ability to file suit against the Consultant anddraw upon the policy should final adjudication in a lawsuit state that the Consultant shall pay damages to your organization. Primary Coverage. For any claims related to this contract, the Consultant's insurance coverage shall be primary. Coverage for commercial liability shall be at least as broad as ISO CG 20 0104 13 as respectsthe City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of theConsultant's insurance and shall not contribute with it. Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of saidConsultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may requirethe Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide,or be endorsed to provide, that the self -insured retention may be satisfied by either the namedinsured or City. Page 4 of 10 Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A-:VII, unless otherwise acceptable to the City. basis: Claims Made Policies. If any of the required policies provide coverage on a claims -made • The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. • Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. • If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract work. Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 8. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, Consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the Page 5 of 10 defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney's fees, for infringement of any United States' letters patent, trademark, or copyright contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 11. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. Page 6 of 10 12. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647-6956 To Consultant: Executive Director Information Technology Dept. City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 IK Consulting, LLC Attn: Melissa Kern P.O. Box 17661 Tucson, Arizona 85731 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these timeframes, weekends, federal, state, County or City holidays shall be excluded. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Page 7 of 10 Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services, which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work, which fails to meet the standard of performance specified in the Recitals of this Agreement. 18. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital Page 8 of 10 status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 19. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 20. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 21. FUNDING -RELATED PROVISIONS Funds from the Coronavirus State Fiscal Recovery Fund and/or the Coronavirus Local Fiscal Recovery Fund, together known as the Coronavirus State and Local Fiscal Recovery Funds ("CSLFRF") program, will be used to fund all or a portion of this Agreement. As applicable, Consultant shall comply with all federal requirements including, but not limited to, the following, all of which are expressly incorporated herein by reference: a. Sections 602 and 603 of the Social Security Act as added by Section 9901 of the American Rescue Plan Act of 2021 (the "Act"); b. U.S. Department of the Treasury ("Treasury") Final Rule for the Act, available at https://www.govinfo.gov/content/pkg/FR-2022-01-27/pdf/2022-00292.pdf; C. Treasury Compliance and Reporting Guidance for the Act, available at https://home.treasury.gov/system/files/ 136/SLFRF-Compliance-and-Reporting-Guidance.pdf, d. 2 C.F.R. Part 200 — Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, other than such provisions as the U.S. Department of the Treasury may determine are inapplicable to the CSLFRF program and subject to such exceptions as may be otherwise provided by the U.S. Department of the Treasury; Page 9 of 10 Treasury Coronavirus Local Fiscal Recovery Fund Award Terms and Conditions; and f. Federal contract provisions attached hereto as Exhibit E and incorporated herein by reference. Subcontracts, if any, shall contain a provision making them subject to all of the provisions stipulated in this Agreement. With respect to any conflict between such federal requirements and the terms of this Agreement and/or the provisions of state law and except as otherwise required under federal law or regulation, the more stringent requirement shall control. 22. MISCELLANEOUS PROVISIONS Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power- is not, in fact, held by the signatory or is withdrawn. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. ATTEST: Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO City Attorney r By: Jonathan T. Martirffiz Assistant City Attorney RECOMMENDED FOR APPROVAL jz� 4A Jack iulla Exe tive Director Information Technology Department CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT Digitally signed by Melissa O. Kern Melissa 0. DN: cn-Melissa O. Kern, o=IK Consulting, LLC, ou=Managing Partner, email=missy.kern@ikcpanners.com, Kern 2-?S.'— ., ..,, -- By: Melissa O. Kern Title: Managing Partner Page 10 of 10 EXHIBIT A SCOPE OF SERVICES City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services 4 Scope of Services 4.1 LMS Required Record Types and Flows The City has conducted an analysis of the existing LMS business processes and has determined the new process flows and record types that are desired to be implemented in the Accela application. Table 5, Required Functionality, lists the desired process flows and the associated record types that use those flows. Table 5 — Required Functionality Flows cord Type Planning Flows Planning Record Types Conceptual Review Inclusionary Housing Plan Conceptual Review Environmental Review PBA Environmental Review Development Project Development Project DP Plus Discretionary Amendment Application Annexation Appeal Conditional Use Permit Development Agreement General Plan Amendment Minor Exception Ordinance Amendment Off Premise Billboard Subdivision Map Regional Planned Sign Program Site Plan Review Special Use Permit Variance Zoning Ordinance Amendment DP plus not Discretionary Off Premise Billboard Subdivision Map Density Bonus Density Bonus Application Discretionary Public Hearing (ABC Licenses - Conditional Use Permit Restaurant, ABC Licenses - Store, After Hours at Minor Exception Restaurants) Ordinance Amendment Public Facilities Naming Street Naming Zoning Ordinance Amendment Residential Structural Relocation Discretionary No Public Hearing Parking Minor Exception Page 111 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services rL Flows Record Type 1W Ministerial Over the Counter - Planning only Home Occupation Permit Land Use Certificate Residential Fence Temporary Sign Permit Historic Residential Reroof Addition (Minor Commercial or Residential) Non -Residential Fence Demolition (Non -Residential) Demolition (Residential) Ministerial Over the Counter - Other department Certificate of Occupancy Entertainment Permit Land Use Certificate Ministerial - Minor Review - Planning only Address Change Adult Entertainment Business CSM Parking Waiver Determination of Legal Non -Conforming Status Neighborhood Review Reasonable Accommodation Sign Sign Program Temporary Trailer Permit Zone Interpretation Letter Zoning Verification Letter Landscape Plan Application ADU and JADU Application Structural Relocation (Non -Residential) Housing Crisis Act New Non -Residential Building (Under 2,500 sq. ft.) New Single -Family Residence Ministerial - Minor Review - Other department Certificate of Compliance Underground Utility Waiver Historic Discretionary excluding HEMA Historic Property Preservation Agreement Historic Property Application Historic - Discretionary HEMA standalone Historic Exterior Modification Application Historic - Discretionary DP+HEMA Historic Exterior Modification Application Inclusionary Housing Plan Inclusionary Housing Plan Page 112 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Record Type Data Conversion ONLY - No Flow C3 Parking waiver Project Waiver Neighborhood project review Use Permit Redevelopment Area Street Closure Legal Nonconforming Status Tract Map Non -Residential Residential NO FLOW Fee Only Record Medicinal Marijuana Collective Medicinal Marijuana Collectives Commercial Cannabis Cannabis Phase 1/Registration Regulatory Safety Permit Cannabis Phase 2/Regulatory Safety Permit Lot Merger Standalone Lot Merger Enforcement Flows Enforcement Record Types NEW Commercial & Residential - Code Enforcement Commercial Code Enforcement Residential PREP PREP Enforcement Cannabis Cannabis Enforcement Animal Control Services Animal Control Services Building Flow Building Record Types No Plans Required & No Planning Approval Residential Remodel/Alteration (Combination) Required Residential Electrical Residential Mechanical Residential Plumbing Commercial Miscellaneous No Plans Required & Planning Approval Required Commercial Re -Roof Residential Re -Roof Residential Remodel/Alteration (Combination) Commercial Miscellaneous Plans Required & No Planning Approval Required Commercial Sign Residential Solar (Combination) Page 113 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services RecordrL Type Plans Required & Planning Review Required Commercial Addition Commercial New Commercial Sign Commercial New Mixed Use Residential New (Combination) Residential ADU (Combination) Block Wall/Fence/Gates Residential Building Relocation Commercial Cell Sites/Antennas Commercial Building Relocation Building Record Types That Have a Concurrent Commercial T.I./Alteration Review with Building and Planning Commercial Demolition Commercial Pool and Spa Commercial Solar Commercial Electrical Commercial Mechanical Commercial Plumbing Residential Addition (Combination) Residential Remodel/Alteration (Combination) Residential Demolition Residential Pool and Spa (Combination) Residential Patio/Shed Residential Electrical Residential Mechanical Residential Plumbing Revision/Supplemental Deferred Submittal Shoring Commercial Miscellaneous One and Done Residential Re -Roof Express Residential Electrical Express Residential Plumbing Express Residential Mechanical Express Certificate of Occupancy Certificate of Occupancy Supplemental Revision Revision/Supplemental Deferred Submittal Inspections All building permits Special Inspection Special Inspection Grading Permit Grading Permit Page 114 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services RecordFlows .- Public Works Flows Public Works Record Types PWA Map Check with No Permit Issuance, with Map Check - Survey Monument Deposits & Refunds PWA Map Check with No Permit Issuance Map Check - Dedication Map Check - CC&R Map Check - Easement Quitclaim Map Check - Certificate of Compliance Map Check - Certificate of Correction PWA Plan Check (to Encroachment Permit) Streets Plan Check Utilities Plan Check Application Encroachment Permit (w/ CIP Inspection, Deposit/Refunds, Bonds, and CAO Streets Permit Acknowledgments) Utilities Permit Application Wireless Facility Permit Application Wireless Facility Permit Application Wireless Facility Plan Check Application Wireless Facility Plan Check Application Wireless Facility License Application Wireless Facility License Application Outdoor Dining Outdoor Dining Environmental Environmental CIP Permit Application CIP Permit Application Utilities Blanket Permit Utilities Blanket Permit PROW Vacation PROW Vacation Water Service and Meter New Water Service & Meter Application Meter Evaluation Request Meter Evaluation Request Fire Hydrant Fire Hydrant Meter Permit Entitlement Plan Check Entitlement Plan Check FOG FOG Permit Inspection Flow Utility Permit Application Streets Permit (multiple types if inspections) Utilities Blanket Permit Wireless Facility Permit Application Wireless License Application New Water Service and Meter Application Map Check - Certificate of Compliance Map Check - Survey Monument Map Check - Certificate of Corrections CIP Permit Application Grading Permit Page 115 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services rL Flows Record Type PWA Support of Identified Existing Record Types Map Check - Subdivision Parcel or Tract Map *not a new flow Map Check - Lot Line Adjustment Map Check - Lot Merger PWA Impact Fees for Building Permits Grading Permit No flow created yet Transportation Permit Public Works Record Types (Potential Later Public Works Flows (Potential Later phase) Phase) Construction and Demolition Recycling (Later Construction and Demolition (Later Phase) Phase) Parking Permit (Later Phase) Parking Permit (Later Phase) RV Parking Permit (Later Phase) RV Permit (Later Phase) PWA Sanitation Citation (Later Phase) PWA Sanitation Citation (Later Phase) PWA Sanitation Case (Later Phase) City Property Maintenance (Later Phase) City Property Maintenance (Later Phase) 4.2 Additional System Functionality The City is interested in adopting modern, automated tools that support LMS best practices. Key functionality in these areas would include, but not be limited to: robust public portal, dashboards, mobility, workflow, robust inquiry and reporting capabilities, etc. Specific functional requirements have been provided in Appendix A— Requirements. 4.3 Required Interfaces Table 6, Required Interfaces, identifies several systems in use across the City for which interfaces with the Accela system will be required. Vendor proposals should identify each of these required interfaces and include the necessary work effort related to and cost of these interfaces. Table 6 — Required Interfaces Department Planning & Building Avolve ProjectDox Plan review Information Technology ESRI GIS GIS Layers, including addresses Financial and Management Services Infor Financials Accounting transactions Financial and Management Services Systems & Software iNovah Cashiering Financial and Management Services Business Tax System Contractor Business Licensing Information Technology Laserfiche Document Management Planning & Building; Public Works CA Contractor State License Board Validate Contractor License Page 116 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Department Planning & Building; Public Works Selectron IVR (Optional) Schedule inspections Code Enforcement Selectron IVR (Optional) PREP accounts and payments 4.4 Data Conversion The City desires to retain, convert and load its current and historical data (including records, libraries, supporting documents, and related file attachment meta -data) to the Future System. Table 7, Data Conversion Requirements, provides a list of data by functional areas and a description; estimated counts of records are included in Appendix A — LMS Requirements spreadsheet, tab "13- Data Conversion". Table 7 — Data Conversion Requirements RepositoryCurrent MCT (Miscellaneous Cash Invoice used for Application or Permit payments at Cashier or Transactions) via Online Payment Services Granular code complaint types associated to a Parent Code Violations Case, that are tracked and determined individually PBA Permit Types include Building (1 series), Electrical (2), Plumbing (3), Mechanical (4), Grading (5) and Solar (6). Permits (PBA and PWA) includes all PWA Permit Types include Plan Check (P), Street Work (S), statuses Utility (U), Legal (L), Outdoor Dining (D), and Traffic Study (T). In order for a construction permit to be issued and the work to be properly inspected, plans must be prepared and submitted to the city for review and approval. Plan check involves review of the submitted plans by various city departments to meet its respective code requirements. Once the plans have been approved by all applicable city departments, the Building Plans Safety Division will be authorized to issue the permit. Identified Individuals or Companies connected to an Contacts Application, Permit, Code Case, or Occupancy Unique codes associated to a PBA or PWA Permit Type. Inspections are required at various times during the course of Inspections (includes all statuses) construction, depending on the scope of work. Final or Approved documents associated to a given Property Attachments address Each individual City of Santa Ana property address defined by Addresses/Properties (includes Street Number and Name, Direction (optional), Type (optional), inactive and units) Unit (optional) Building (optional) Addresses identified by a % in the Address Partial field, along Utilities with an identified Utility Type including Cable Box, Meter Box, Wireless, Power Pole, etc) Page 117 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services RepositoryCurrent Parent Property address that contains all geographic attributes Primary Properties identified by the Planning staff Child address associated to a Primary address that identifies Unit Properties the unique Property Use, but inherits all other geographic information from the associated Parent. Users City personnel needing access to a repository system to read/research/validate information, or enter/track/process work attached to department workload. 4.5 Implementation Timeline The City seeks guidance from the Proposers based on their experience for the recommended module phasing and timing. Proposers should clearly communicate all key assumptions along with their proposed schedule. The City is open to suggestions on how best to implement the Proposer's solution. The Proposer's recommended implementation timeline should be clearly articulated in their proposal response as described in Section 6 — Implementation Approach and Work Plan under the Proposal Submission Requirements discussed in Section 5 of this document. 4.6 Requirements Proposers must respond to the LMS Requirements included in Appendix A — LMS Requirements, tab 1 — Functional Requirements.; responses should be entered into the document. Proposers are to respond to each of these requirements following the instructions on the spreadsheet. 4.7 Implement Proactive Rental Enforcement Program (PREP) Billing (Optional) Proposers must respond with the ability to address and implement the requirements specified in Appendix D — PREP Billing utilizing the Accela system. Page 118 EXHIBIT B CONSULTANT'S PROPOSAL c f r U o n P.O. Box 17661 Tucson, AZ 85731 Phone: (520) 891-5376 or (520) 891-5319 Fax: (520) 733-6282 admin@ikcpartners.com July 11, 2024 Jack Ciulla, Chief Technology Innovations Officer City of Santa Ana — Information Technology 20 Civic Center Plaza Santa Ana, CA 92701 Enclosed is our response to the Accela Civic Application Implementation Services, Request for Proposal No. 24-087A for the City of Santa Ana. IK Consulting, LLC is a Gold Certified Professional Services Partner with Accela, Inc., established in Tucson, Arizona in May 2002 by Connie Ingram and Missy Kern. With over 25 years of experience each working in Land Management departments in Arizona, our founders have supported various jurisdictions with Accela software since 1994. From Permits Plus to Accela Automation to the current Civic Platform software, IK Consulting's founders have been configuring, implementing, migrating, and supporting Accela Software for nearly 30 years. We have successfully executed numerous data conversions from Accela's Legacy Permits Plus software, as well as from other software programs and spreadsheet tracking systems. IK Consulting is a Limited Liability company and is certified as a Woman -Owned Small Business with the U.S. Small Business Administration. Our primary expertise lies in Accela software including Civic Platform, Accela Citizen Access, Accela Mobile and Accela GIS. Primary contact for this RFP process: Melissa Kern PO Box 17661 Tucson, AZ 85731 missy.kern,ikcpartners.com (520) 891-5376 Proposed Project Manager this project: Connie Ingram PO Box 17661 Tucson, AZ 85731 connie.in rg am@ikcpartners.com (520) 891-5319 This response is being presented by IK Consulting, LLC, with Gray Quarter, Inc. as subcontractor. Gray Quarter is also a Certified Professional Services Partner with Accela, Inc. Their company is owned by managing partners John Schomp, Dane Quatacker and Larry Cooper. While IK Consulting, LLC will be actively managing all aspects of this project, Gray Quarter, Inc will be handling many of the interfaces and the data conversion from the City's existing Santa Ana Property Information Network system (SAPIN). The combined expertise of IK Consulting and Gray Quarter in Land Development and Technical Implementation brings you unmatched value for your project. We have reviewed Santa Ana's sample Consultant Agreement (Appendix B) and accept with the following exceptions related to the Insurance requirements. IK Consulting does not currently carry the Cyber Liability portion of the insurance specified. Given that we will not need access to Santa Ana's network, nor will we store or control anything related to the Civic Platform database, we anticipate that our current insurance coverage will suffice for this project's requirements. IK Consulting does not own any automobiles, therefore we do not carry commercial auto; instead, we carry $1 M in Hired/Non-Owned vehicle coverage, which we believe will still meet the requirements for Automobile Liability. IK Consulting has been with The Hartford from the beginning, and they are a highly rated company. They do not utilize the ISO forms; however, they have their own forms which are considered comparable to the ISO forms. Because they are comparable, this has not been an issue in the past. If the City necessitates a new certificate with additional requirements for this project, we are open to negotiating this if selected as the successful bidder for this contract. IK Consulting does not now, nor have we ever had, any pending litigation against us, nor any bankruptcy or insolvency proceedings. IK Consulting, and all individuals who would perform work under this contract are free of any and all possible conflicts of interest. The attached proposal will remain valid for 180 days. Thank you for considering our response. Sincerely, ��1- Melis ern Managi Partner IK Consulting, LLC Consulting ACCELA CIVIC APPLICATIONS IMPLEMENTATION SERVICES CITY OF SANTA ANA, CA REQUEST FOR PROPOSALS NO.24-087A July 17, 2024 Table of Contents Section 1— Executive Summary............................................................................................ 1 Section 2 — Company Background........................................................................................ 2 IKConsulting, LLC.........................................................................................................2 GrayQuarter, Inc.............................................................................................................2 The IKC and Gray Quarter Teams....................................................................................3 Section 3 — Company Qualifications...................................................................................... 3 Section4 — References......................................................................................................... 6 Section 5 — Implementation Approach and Work Plan............................................................10 a) Project Organization Chart......................................................................................10 b) Project Management Methodology/Approach............................................................12 ProjectManagement.................................................................................................12 ChangeManagement................................................................................................13 RiskManagement.....................................................................................................13 Issues Management..................................................................................................14 Communications Management..................................................................................14 c) Recommended Work Plan.........................................................................................16 d) Deliverables and Documentation...............................................................................17 e) Roles and Responsibilities of City Staff......................................................................19 f) Data Conversion and Migration Approach................................................................20 g) Data Cleansing and Mapping....................................................................................20 h) Training Plan...........................................................................................................20 i) Testing Approach......................................................................................................22 Section 6 — Ongoing Maintenance and Support (Optional)......................................................23 a) Ongoing Managed Support Services..........................................................................23 b) Upgrades, Patches and Other Maintenance...............................................................23 c) Change Management (Post Go-live)..........................................................................24 Section 7 — Pricing (Price Sheet Made Available as a Separate Document).................................24 Section 8 — Proactive Rental Enforcement Program (PREP) Billing (Optional)...........................24 Section 9 — Sample Documents............................................................................................24 RFP Appendix A — Requirements.........................................................................................24 RFPAppendix C — Price Sheet............................................................................................25 RFP Appendix D — PREP Billing (Optional)..........................................................................25 Appendix A-23-087ARequired Attachments .....................................................................26 Attachment A - Proposer's Certification and Proposal Item Pricing...................................27 Attachment B — References.............................................................................................28 Attachment C — Proposer's Statement.............................................................................30 Attachment D — Non -Collusion Affidavit..........................................................................31 Attachment E — Non -Lobbying Certification.....................................................................32 Attachment F— Non -Discrimination Certification.............................................................33 Attachment G—Sam.gov UEI Verification.........................................................................35 Attachment H — Certificate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion......................................................................................................................36 Appendix B — Sample Contract Acknowledgement..............................................................38 AppendixC — Price Sheet..................................................................................................41 Appendix D — PREP Billing (optional)..................................................................................42 Appendix E — Key Personnel Resumes................................................................................44 ConstanceIngram..........................................................................................................45 MelissaKern................................................................................................................._47 ReinaSchmid.................................................................................................................50 SherrieDishroon............................................................................................................53 Exhibit 1 —Change Order Example Document.....................................................................55 Exhibit 2 —Design Document Example...............................................................................57 Exhibit 3 —Test Script Examples.........................................................................................69 Page I ii ACCELA CIVIC APPLICATIONS IMPLEMENTATION SERVICES REQUEST FOR PROPOSALS NO.24-087A CITY OF SANTA ANA, CA Section 1— Executive Summary IK Consulting, LLC (IKC) is a software services company and an Accela Gold Professional Service Partner, specializing in the implementation, development, training and on -going support of Software and many 3ra party integrated services since 2002. This implementation proposal is a combination of efforts between IKC and Gray Quarter, Inc. (Gray Quarter) via subcontract between our two companies; with IKC acting as prime and Gray Quarter as subcontractor. With this blend of expertise and experience, we are confident that the City of Santa Ana will achieve the most successful implementation possible. IKC's founders both worked for over 20 years for Planning and Land Development departments within Arizona agencies. Our strength lies in the combination of our meticulous approach to understanding client needs, our wealth of hands-on industry experience and our unwavering commitment to customer success. The IKC and Gray Quarter teams of seasoned professionals bring a diverse array of skills and expertise; ensuring a comprehensive perspective that drives results. What truly sets IKC and Gray Quarter apart is our dedication to customer success. We view our clients as partners on a shared journey, and your success is our ultimate goal. Our collaborative approach means we don't just deliver effective solutions, we forge lasting relationships that extend beyond the project's scope. We're committed to being accessible, responsive, and adaptable ensuring that your evolving needs are met with agility and precision. Page 11 Section 2 — Company Background IK Consulting, LLC IK Consulting, LLC (IKC) is a software implementation company who offers affordable professional system design, development, training, and implementation for Accela's Civic Platform software, including Land Management, Licensing and Case Management, and Asset Management. With over 30 years of Land Development software implementation experience, our services include project management, business process analysis, development, migration, reporting, training and administration of the Civic Platform software, Mobile solutions, Citizen portal, Electronic Document Review and Interactive Voice Response (IVR) systems. Our consulting professionals have extensive training and experience in the areas of information technology, process management, system migration, system design, training, reports and implementation. IKC was formed in Arizona in 2002 by Connie Ingram and Missy Kern who both worked within Arizona jurisdictions within Land Management departments for over 20 years each. Our extensive understanding of the unique needs and requirement of government allows a unique and highly effective approach to project management, business systems analysis, training and software solution implementation for our customers. Connie and Missy are both fully engaged in hands-on development, configuration and project management in all IKC projects; with one being designated to each implementation project to provide high level focus on the specific needs of that project. We are committed to customer success and working as a team with our customers to ensure the most effective solutions for all their needs and knowledge transfer to allow management by the customer post go -live. Over 50% of our staff also come from working in the building industry for several years, which helps our staff truly understand how your organization functions. As a company, we have been implementing solutions using Accela products since we opened our doors in 2002. We have migrated many customers from Accela's legacy Permits Plus product to their current Civic Platform (pka Accela Automation). Additionally, we have worked with non-Accela legacy clients, to implement the Accela Civic Platform software both on -premise and in the SaaS environment. Over the years, we have implemented multiple departments including (but not limited to): Building, Agriculture, City Clerk, Enforcement, Engineering, Fire, Fleet Services, Landscape, Licensing, Long Range Planning, Operations, Planning, Process Engineering, Public Works Facilities, Recreation and Parks, Urban Runoff and Utilities. IKC's offices are located in Tucson Arizona. Gray Quarter, Inc Gray Quarter, Inc. (Gray Quarter) is a California -based Corporation that is owned by managing partners John Schomp, Dane Quatacker, and Larry Cooper. Each of these partners served in leadership roles at Accela for over a decade; working closely with executives, product management, engineering, customer support, sales, and cloud operations. Gray Quarter empowers government agencies to provide transparent and efficient services to their citizens through innovative solutions and collaborative partnerships. Their mission is to help municipalities get the maximum value from their substantial investment in their Permitting and Licensing Software, including Accela and Oracle with whom they have long-standing partnerships. Page 12 They specialize in the technical aspects of software implementations with the proven experience required in the most challenging projects. Armed with in-depth enterprise platform knowledge as well as familiarization with the latest emerging technologies, they bring the tools necessary to complete tasks with efficiency and precision. Gray Quarter resources have worked with and designed in a variety of architectures in previous projects and their team is able to successfully complete all phases of a Permitting and Licensing Implementation: analysis, development, configuration, testing, maintenance, training, and administration. The IKC and Gray Quarter Teams IKC and Gray Quarter founders have successfully worked together on multiple projects including (but not limited to): Chino, CA Huntington Beach, CA Prescott Valley, AZ Santa Rosa, CA Washington County, MD Washington County, OR West Sacramento, CA Collectively, we have worked with more than 200 jurisdictions. Section 3 — Company Qualifications IKC's founders began their journey with Land Management System (LMS) software over 30 years ago while working for Pima County (an Arizona jurisdiction), as end users in the Planning and Development Services department. As previous LMS users we understand the ins and outs of business processes related to Land Management/Land Development from a functional perspective, not just a software prospective. The knowledge was then extended further, to the software side, as Accela's software became the first migration we participated in back in 1994 and we have been working with Accela software ever since. This hands-on experience allows us a unique understanding of the needs and requirements of government agencies and our 30 years of working with LMS systems allows us in-depth knowledge of the needs, uses and best practices for Land Management/Land Development needs. Over the past 22 years, IKC staff has worked with numerous City, County and State jurisdictions across the United States providing services from support to system enhancement to full system implementation and data conversion for Accela software. We currently offer support to their Legacy Permits Plus software, but more predominately we provide services for jurisdictions using the current Accela Civic Platform software — versions up to, and including, the most current version 24.1. Implementation services that we have been successfully providing for full implementations similar to this Request for Proposal include: • Project Management • Business Process Analysis • System Configuration • System Scripting • Data Conversions • Report Development (SSRS and Crystal Reports) • Electronic Document Review Configuration Page 13 • Accela GIS Integration • 31 Party Integration Assistance • Accela App Configuration • Accela Citizen Access Configuration • Accela Mobile Office Configuration • End User and Administrator Training Our full system implementation experience includes (but is not limited to) development for the following Land Development, Licensing and Asset Management modules: • AMS • Agriculture • Building • Business Licensing • City Clerk • Enforcement • Engineering • Fire • Fleet Services • Landscape Architecture • Long Range Planning • Operations • Planning • Process Engineering • Public Works Facilities • Recreation and Parks • Service Requests • Urban Runoff • Utilities IKC has an active client base with scope ranging from an annual fee increase and minimal assistance, to monthly support and enhancements. Some of these agencies currently use an On -Premise version of Accela's Civic Platform, but the vast majority utilize the cloud version, currently at version 24.1. Below is an alphabetic list of some of the active California iurisdictions using Accela's Civic Platform. Jurisdiction Partner On -Premise / Modules Services Include Cloud Im lemented Anaheim Gray Quarter Actively Building Post implementation Orange County moving from License enhancement and daily On -Premise to Code support, as needed. Cloud Fire Planning ver 21.1 PublicWorks Chino IKC with On -Premise AMS (Assets) Full implementation and San Bernardino County Gray Quarter Building continued support, as as Sub ver 22.2.2 Enforcement needed Planning PublicWorks ServiceRe uests Downey IKC Cloud Building System enhancement and Los Angeles County Business continued support, as ver 24.1 Enforcement needed Page 14 Fire Housing Planning PublicWorks Hermosa Beach 1KC Cloud Building Full implementation and Los Angeles County Enforcement continued support, as ver 24.1 Planning needed PublicWorks Huntington Beach IKC with On -Premise Building Full implementation and Orange County Gray Quarter License continued support as Sub ver 24.1 Enforcement upgrade in Engineering process EnvHealth Fire Planning UrbanRunoff Jurupa Valley IKC with Cloud Building Full implementation and Riverside County Gray Quarter Engineering continued support as Sub ver 24.1 Licensing Planning Menifee IKC Cloud Engineering System enhancement, Riverside County Fire Accela Help Desk ver 24.1 Permits management and Planning continued support Monterey Park IKC Cloud Building Full implementation and Los Angeles County Engineering continued support, as ver 24.1 Fire needed Planning San Dimas IKC Cloud Administration Full implementation and Los Angeles County Building continued support, as ver 24.1 Enforcement needed Licenses Planning PWEn ineerin Santa Rosa IKC with On -Premise Building Full implementation and Sonoma County Gray Quarter Enforcement continued support, as as Sub ver 19.2 Engineering needed Fire Planning RecAndParks Utilities Sonoma County IKC/ On -Premise AgComm Full implementation and Gray Quarter Building continued support, as ver 23.1 CustomerService needed Enforcement Engineering Fire Planning PublicComment WellAndSe tic West Sacramento IKC with On -Premise AMS (Assets) System enhancement, Yolo County Gray Quarter Building Accela Help Desk as Sub Ver 22.2 Licenses management and Code continued support Engineering Fire Page 15 Planning ServiceRe uests Whittier IKC Cloud AMS (Assets) Full implementation and Los Angeles County Building continued support, as ver 24.1 Enforcement needed Engineering Planning ServiceRe uests IKC is a Gold Certified Services Partner with Accela, and staff hold the following certifications: • Accela Certified Partner - Accela Citizen Access • Accela Certified Partner - Records and Mobile Configuration • Accela Certified Partner - GIS • Accela Certified Partner - User Experience Configuration • Accela EMSE Scripting Level 1 • Accela EMSE Scripting Level 2 • Accela EMSE Scripting Level 3 • Accela GIS Administration • Accela Configuration Manager • Accela Insights • Accela Civic Platform Form Designer • Accela Asset Management Professional Section 4 — References The below references are listed with their full/original implementation services identified. All jurisdictions are also current customers whom what have had continued enhancement and support contracts with since their original implementation; some were also customers prior to their Civic Platform implementation. Reference 1 Sonoma County, CA Contact Name, Title Thomas Cirimele, DIS Manager Address 2550 Ventura Ave, Santa Rosa, CA 95403 Phone (707) 565-8354 Email Thomas. Cirimelesonoma-coup .or Project Description Full Civic Platform System Implementation and ongoing support. Current software version 23.1. Modules Implemented AgComm Building CustomerService Enforcement Engineering Fire Planning PublicComment WellAndSe tic Number of Users 450+ Services Provided Project Management Business Process Analysis System Configuration System Scripting Page 16 Data Conversion Report Development Selectron Interface Assistance Citizen Access Configuration Training Interfaces CSLB Laserfiche Selectron PayPal ePermitHub — Digital Plan Room — Post Go Live Implementation Timeline 2014 — 2016 Go Live Date June 2016 Reference 2 Santa Rosa, CA Contact Name, Title Brian Tickner, Chief Information Officer Address 100 Santa Rosa Ave, Santa Rosa, CA 95403 Phone (707) 543-4370 Email btickner(a-,)srcity.org Project Description Full Civic Platform System Implementation and ongoing support. Current software version 19.2 Modules Implemented Building Enforcement Engineering Fire Planning RecAndParks Utilities Number of Users 150 Services Provided Project Management Business Process Analysis System Configuration System Scripting Data Conversion Report Development Selectron Interface Assistance Citizen Access Configuration Training. Interfaces CSLB Laserfiche Selectron — Initial Go Live PayPal ePermitHub — Digital Plan Room — Post Go Live Implementation Timeline 2013 — 2015 Go Live Date July 2015 Reference 3 Huntington Beach, CA Contact Name, Title Address Richard Chenette, City Contract Project Manager 2000 Main St, Huntington Beach, CA 92648 Page 17 Phone (949) 275-2938 Email richard@golivetechnology.com Project Description Full Civic Platform System Implementation and ongoing support. Actively moving to the Cloud environment version 24.1 Modules Implemented Building Licenses Enforcement Engineering EnvHealth Fire Planning UrbanRunoff Number of Users 195 Land, 40 Business Licenses Services Provided Project Management Business Process Analysis System Configuration System Scripting Report Development Citizen Access Configuration Training Interfaces CSLB RPS Bill Collection Forte JD Ewards Laserfiche CERS Implementation Timeline 2016 - 2021 Go Live Date March 2021 Reference 4 Juru a Valley, CA Contact Name, Title Jennifer Trujillo, IT Business Analyst Address 8930 Limonite Ave, Jurupa Valley, CA 92509 Phone (951) 332-6464 Email trujillo uru avalle .or Project Description Full Civic Platform System Implementation and ongoing support. Current software version 23.1. Modules Implemented Building Engineering Licensing Planning Number of Users 46 Services Provided Project Management Business Process Analysis System Configuration System Scripting Data Conversion Report Development Page 18 Electronic Document Review Configuration GIS Integration Citizen Access Configuration Training Interfaces PayPal GreenHalo — Post Go Live Implementation Timeline 2018 — 2019 Go Live Date August 2019 Reference 5 Chino, CA Contact Name, Title Chase Jones, IT Analyst Address 13220 Central Ave Phone (909) 334-3393 Email cjones@ciiyofchino.or Project Description Full Civic Platform System Implementation and ongoing support. Current software version 22.2.2 Modules Implemented AMS (Asset Management) Building Enforcement Planning PublicWorks ServiceRe uests Number of Users 70 Land, 30 Assets Services Provided Project Management Business Process Analysis System Configuration System Scripting Data Conversion Report Development GIS Integration Citizen Access Configuration Training Interfaces CSLB PayPal Laserfiche Munis Implementation Timeline 2015 - 2017 Go Live Date January 2017 Page 19 Section 5 — Implementation Approach and Work Plan a) Project Organization Chart IKC is comprised of two executive managing partners, who function as main project oversight and/or project management, depending on the project complexity. There are nine additional staff dedicated to Accela projects, which comprise the support structure, handing of daily business process analysis, configuration, reports and training for various projects, as assigned. There are two additional staff which perform daily administrative and support duties for the office. lK Consuiting, LLC Organizational Chart Mluy Kern Managing partner CunNe Ingram Managmq partner I Shomo Clshrocn Rvina Schmid Clin! Mills Senior Reports Senior bnplemvnsallon Senior Implvmvnlasion Spedallat Speuallee Specialist Amber Anderson Kris Ingram r[ffany Kem Janene Non Lynn Larson Configuration Support Conllqura[lon Supper! Con iqurativn Support Conflauratlan Support Confi9uralim Supper[ Missy Kersey Conllqurslion Support Specialist Spvclalh! Specialist Specialist Speclallm Specialist Key lead staff, identified for the Santa Ana project, are identified below along with some resume highlights important for this project. Full resumes can be found in Appendix E. Connie Ingram, Managing Partner — Project Manager Connie Ingram brings a wealth of experience from her extensive background working in and with various city, county and state departments. She has held key supervisory roles in software development, business systems analysis, process mapping, and management. As a Certified Trainer and Accela Certified Partner, Connie holds a B.S. in Business Administration, a certification in public policy and management from the University of Arizona's Eller College, and certification in Process Mapping. Her deep expertise in these areas ensures her clients benefit from optimal process implementation and highly competent administrators and end -users. Throughout her Civic Platform career, Connie has been the Lead/Project Manager for six agencies, Lead Conversion Resource for fourteen agencies, and a Configuration and Scripting resource for thirteen agencies in their migration to Accela's Civic Platform. Connie has also worked with numerous other agencies to deliver enhancement services for existing Civic Platform customers. As a Co -Founder of IK Consulting, Connie has been deeply involved with Accela software since 1994. Her proficiency encompasses all aspects of system development including: • Business Process Analysis • Scripting • Data Conversions • System Configuration • Electronic Document Review • Training • Project Management • Accela Apps • AdHoc Report Development • Accela Citizen Access • Accela GIS • Accela Mobile Office Page110 With 39 years of experience working in and with land development jurisdictions across the United States and 30 years of related information technology experience, Connie's extensive background and diverse skill set make her an invaluable asset to her clients, ensuring they achieve the highest standards of efficiency and effectiveness in their operations. Missy Kern, Managing Partner — Key Project Support With nearly thirty years of experience as an information systems professional and more than 40 years in the building industry, Missy Kern is highly qualified and accomplished. She is Microsoft SQL certified, a Certified Software Manager, and an Accela Certified Partner. Missy's management expertise, attention to detail, and exceptional organizational skills are complemented by her innovation, creativity, and resourcefulness in her client work. Missy teaches the Accela University Database Schema, SSRS Reporting and Crystal Reports classes on a quarterly basis for Accela, and has played a pivotal role in multiple migrations to Accela's Civic Platform, serving as Lead/Project Manager for 12 agencies, SSRS/Crystal Reports Writing Resource for 19 agencies, and as a Configuration/Scripting and Report Writing Resource for 15 agencies. Additionally, she has provided a wide range of enhancement services to existing Civic Platform implementations for numerous clients, showcasing her versatility and expertise in optimizing system performance and functionality. As a Co -Founder of IK Consulting, Missy has been deeply involved with Accela software since 1995. Her proficiency encompasses all aspects of system development including: • Business Process Analysis • Data Conversions • Electronic Document Review • Project Management • SSRS/Crystal Report Development • Selectron IVR • Accela GIS • Scripting • System Configuration • Training • Accela Apps • Accela Citizen Access • Accela Mobile Office Reina Schmid, Senior Implementation Specialist — Lead Configuration Consultant Reina Schmid is a seasoned business analyst recognized for her expertise in troubleshooting and problem - solving. With over 28 years of public sector experience, she has a strong focus on Work Management and Land Development. Over the past 26 years, Reina has excelled as an Information Technology professional, specializing in process analysis and playing a key role in the implementation of Land Development, Enterprise Resource Planning (ERP), Enterprise Asset Management (EAM), Work Management, and Timekeeping systems. Her commitment to delivering superior customer service and effective project management has fostered exceptional client relationships. Reina has been a key contributor for 12 full agency implementations to the Civic Platform. Her roles have included Configuration, Scripting, AdHoc Report writing and Training, all fundamental components of any Civic Platform implementation. Additionally, she has taken part in services for numerous other agencies, focusing on enhancement projects to optimize their existing Civic Platform systems. Reina has been an invaluable asset to the IKC Team since 2016. Her proficiency encompasses many aspects of system development including: • Business Process Analysis • Scripting • Electronic Document Review • System Configuration • Project Management • Training Page111 • AdHoc Report Development • Accela Apps • Accela Citizen Access • Accela Mobile Office Sherrie Dishroon, Senior Reports Specialist — Lead Report Writer Sherrie Dishroon brings over 37 years of experience as an information systems professional and more than 44 years in the building industry. She is highly detail -oriented and possesses effective management and communication skills that contribute to overall project success. Sherrie excels in both team settings and independent work, demonstrating a versatile ability to collaborate effectively with others. Sherrie has been the lead Report Writing contributor for 19 full agency implementations to the Civic Platform, as well as numerous other agencies where the focus is on enhancement projects to optimize their existing Civic Platform systems. Sherrie has been an integral part of the IKC Team since 2010. While her technical expertise in Land Development Information Technologies is extensive, Sherrie's primary role at IKC is focused around Crystal Report Writing and SSRS Report Writing, areas in which she demonstrates exceptional skill and proficiency. b) Project Management Methodology/Approach Project Management — IKC's Project Manager will lead the project team to ensure all tasks are progressing according to schedule. The Project Manager is empowered to make decisions on behalf of IKC to best suit the needs of the implementation. The Project Manager will work closely with the remainder of the project team and the following activities: • Development and Management of a Project Plan • Project Document Management • Issue Log Management and Escalation • Status Reporting • Change Order Management • Resource Management • Executive Project Oversight and Quality Assurance The Project Manager will utilize Accela's Civic Applications (Civic Apps) and the below methodology/ approach in the City of Santa Ana's implementation: Initiate Core team members are finalized, project contracts and the details of the Statement Of Work are finalized, project scope and objectives are reviewed with the full project team, and the project plan is finalized. This step also includes the project kick-off and initial Core Team training. Analysis IKC works closely with the City of Santa Ana's staff to reviews any existing agency documentation and the Civic Apps to determine any GAPs to be addressed. During this step IKC will hold both in -person and web -based workshops with key staff to actively update Civic Applications while also documenting more complex update needs related to data conversion, interfaces, reports, and event scripts. Configure/Update/Build During this step all item identified during the Analyze phase will be addressed. This includes items related to configuration, interfaces, reports, scripts and any other needs that address the Cities needs/requirements to facilitate the most successful implementation possible. Page112 Test and Train The Test and Train step focuses on City staff. During this step staff will being end user training and testing of the system to ensure all needs have been addressed both from Management needs and end user day to day functionality needs. Staff will be encouraged to work to find issues, to break the system if they can so that any and all issues can be identified and addressed prior to Go Live. In order to assist staff in being able to thoroughly test, they will start with user training allowing them to be as proficient with the new software as they can before start of testing. Deploy During the Deploy step IKC, Gray Quarter and Accela will work together to move the Cities full configuration from the Testing/Development environment over to the Production environment to prepare for Go Live. IKC will provide a minimum of 2 staff to be onsite with Santa Ana the week of Go Live to be able to assist staff with questions and address any unforeseen issues that might come up as quickly as possible. This step continues off -site for 30 days after go live to ensure staff have the support they may need to get completely comfortable with the new system. Change Management — IKC's approach to Change Management is to define the process that will be utilized to manage and account for changes to project scope, cost, and schedule. All project tasks must be approached with an understanding of the project scope and critically examined within the context of project scope, cost, and schedule management. The purpose of Project Change Management is not to eliminate change, but rather to define a process allowing the proposed changes to be properly identified, evaluated, and escalated as necessary. The Change Order Process is defined as anything that changes the Statement of Work, duration of the project or contract values. The Change Order Processes will follow the steps outlined below. A Change Order request must be submitted in writing for changes requested by either IKC or the Client that further clarifies impact or deviation from the approved Statement of Work. The IKC Project Manager will be responsible for managing all Change Order requests submitted for the project in accordance with the following process: All requests must be submitted in writing to the IKC Project Manager either by e-mail or hard copy to be recognized as a formal request. Verbal requests or voice mails will not be considered formal change order requests. The Change Order request should be used to document in detail the change and provide justification for why it is needed. The initial submission must also document the estimated work effort and cost (if applicable) to assist in determining what it would take to implement the change if approved. Based on the impact analysis, a review for consistency across the agency, and the estimated work effort and cost, representatives from both IKC and the Client will jointly determine whether to proceed with the analysis. If the analysis results in the determination that the Change Order request is not necessary, then the Change Order request will be cancelled and no further action is required. If it is accepted, then the requester (or its assignees) will determine the impact of implementing the change for the project. The Client is responsible for completing any additional paperwork required as a result of this change (i.e. internal contract change documents). Standard hourly rates of $150 will apply. See Exhibit 1 for a sample Change Order document Risk Management — Risk management is a vital part of any project, especially when you are dealing with multiple departments, and staff that already have a full-time position. With every project, we need to Page113 identify, analyze, prioritize, and mitigate potential risks that could affect the project timeline, such as staff availability, regulatory changes, scope changes, delays, vacations, Holidays, turn over, etc. When a risk is identified, the IKC and the Client project management team will determine the potential impact on the timeline, implementation probability, and potential costs. Where possible, we will involve team members, stakeholders and experts in the area. All risks will be documented and include any interrelationships and dependencies among the risks, as well as the assumptions and constraints that may affect them. The next step is to plan the appropriate responses for each risk, depending on its priority and nature. Response options include: • Avoid - Eliminating the risk or its source, or changing the project scope or plan to avoid exposure. • Transfer - Shifting the risk or its consequences to a third party, such as a temporary staffing agency, a subcontractor, or a partner. • Mitigate - Reducing the probability or impact of the risk, or both, by implementing preventive or corrective actions. • Accept - Acknowledging the risk and its potential effects, and being prepared to deal with them if they occur. The project management team will document the response plans, along with the roles and responsibilities, resources, and timelines for implementing them. Once the appropriate plan of action has been determined, the next step is to implement the response plans for the risks that have been identified and analyzed. The established procedures and guidelines should be followed, and communicated and coordinated with the team members, stakeholders, and other parties involved. Throughout the process, the project management team will monitor the effectiveness and efficiency of the actions, and make adjustments as needed. The last step is to monitor and control the risks throughout the process and after implementation, making sure to evaluate and document the impact of the risks on your project scope, schedule, budget, quality, and deliverables, and take corrective or preventive actions if necessary. Risk should be reported and communicated to the team members, stakeholders, and other parties involved. Issues Management — IKC's Project Manager will be responsible for Issue Log management and escalation for all Issues related to the project. Our approach to issues and their resolution is: • Identify issues and discuss with appropriate team members, stakeholders, and other parties involved to gather information • Prioritize the issue based on the information gathered, it's effect on the project, and determine the issue severity. • Establish a position on issue. Develop a response on how the issue will be managed/handled and make necessary assignments and communicate to the appropriate team members, stakeholders and any other parties involved. Monitor the issue / resolution of the issue. Communications Management — IKC's Communication Management strategy comprises several components, all overseen by the IKC Project Manager: • Weekly Project meetings with all Core Team members. Upon project Kick-off, the IKC Project Manager will work with Santa Ana key staff to schedule a regular weekly meeting with Core Team members and any other key staff the Santa Ana staff deems Page114 appropriate. The purpose of this meeting is to discuss current project steps, next steps and any project concerns as well as documenting achievements as the project moves forward. Monthly Project Status Reports. This report document identifies all steps within the overall project plan, identification of the current status of each step, current risks and issues, resolved risks and issues, and current time lines. This document is made available to the Core Team, Project Stakeholders and any others as defined by Santa Ana staff. Issue Escalation Guideline. Invariably, in any implementation of this type, issues will arise. The IKC Project Manager will keep track of issues as they arise, within the Monthly Status Report and will ensure each item is assigned to a team member who will be responsible for leading the efforts to resolve the issue. These issues will include items that fall within the Scope of the project as well as issues that fall outside of the current Scope If at any time the issues identified go beyond the team members and IKC Project Manager/Agency Project Manager's ability to be resolved, the following issue Escalation Guideline is proposed. Agency Project Team Members and IKC Configuration Support Specialists are at the same level of the escalation scale and will attempt to address any issues they identify within this level. If an issue is not able to be resolved at this level, it should be referred to the next level of Agency Core Team Member and IKC Senior Implementation Specialist. Agency Core Team Members and IKC Senior Implementation Specialists are at the same level of the escalation scale and will attempt to address any issues they identify within this level. If an issue is not able to be resolved at this level, it should be referred to the next level of Agency Project Manager and IKC Project Manager. The Agency Project Manager and IKC's Project Manager are at the same level of the escalation scale and will attempt to address any issues they identify within this level. If an issue is not able to be resolved at this level, it should be referred to the next level of Agency Project Sponsor and the IKC Leadership Team. The Agency Project Sponsor and the IKC Leadership Team are the final level of escalation. Issues will be referred to this level from previous levels and decisions made jointly at this level of escalation will be final and focused in the best interest of the agency without significant detrimental impact on IKC. ESCALATION SCALE: Ageay PrejadStabo ' IKC LeatwsnVp Two t - - Agency Project Manager IKC Pnojea Manager 1 t Agency Core Team Member IKC S—mrlmplementallun SpegIAM 1 1 Agency PraFact Team Mommrs IKC Configuration Support Speclallst Page115 c) Recommended Work Plan IKC has experience with multiple jurisdictions of similar size and implementation to Santa Ana. Based on that experience, and the information provided by the jurisdiction in this RFP we propose the following work plan comprised of a 17-to-18-month implementation time frame, with a 5-Step implementation approach. Step 1— Initiate. This step is the kick-off of the project and layout and preparation of the Core Team who will lead this project. Step 2 — Analysis. This step incorporates all analysis requirements for the project including on -site Configuration Analysis and Analysis required for Interfaces, and Configuration. Documentation of any new development or configuration defined during these analysis sessions will be provided and approved by the city before any new development will be completed. Working configuration meeting done on -site will be focused on quick identification of GAPS between City needs and the existing Civic Apps and will often result in immediate resolution of many of those GAPS identified. Step 3 — Configure/Update/Build. This step will involve putting into place all of the items that were identified/defined in Step 2. Step 4 — Test and Train. This step involves the preparation of staff who will be responsible for full User Acceptance Testing (generally Core Team members, Subject Matter Experts and other key personnel identified by the city). End User training will be conducted onsite, and will prepare all testing staff for the ability to but the overall configuration thru a thorough and effective test for readiness for Go -Live. Step 5 — Go Live and Production Support. This step is the final implementation of the full Civic Platform configuration. IKC staff will be onsite for the first week of Go -Live and will continue to be available for support for up to 30 days after Go -Live. Santa Ana - Project Time Line mp x Sffpl R.A 3 sup • Sfep5 Mm m!!!!�!!!!!!!!!!!M! Page116 d) Deliverables and Documentation Step 1 Deliverables Kick -Off Meeting — this is an onsite meeting with City staff to prepare everyone for the process of implementation that is about to get underway and get everyone excited about their role in the process. During this onsite trip the IKC Project Manager also meets with Core Team members to work on finalizing an overall project plan and to train Core Team members on various facets of the overall system that will assist them in their efforts to define the city's system requirements for the most effective implementation overall. Project Plan — A Project Plan defining the above Project Time line in more detail, with starting and ending dates defined, will be finalized during this step of the implementation. Step 2 Deliverables • Analysis Meetings — analysis meetings are necessary for defining GAPS and needs in the areas of Configuration, Interfaces, Reports, and Conversion. Configuration meetings are generally held onsite due to the multiple department coordination necessary for many processes. Other analysis is generally effectively done via web meetings. To -Be Configuration Documentation/GAP Documentation — Documentation will be provided for each Process, Report and Interface. This documentation will begin as `to -be' or what is planned and approved for each item and will be used by IKC and Gray Quarter staff as a blue -print for the development. If modifications are found necessary to these documents during the process of development the documents will be updated and finalized, otherwise the original documents will be considered final. Step 3 Deliverables • Record Development — up to 175 Record Types, within 4 department modules o Building — up to 50 records o Enforcement — up to 5 records o Planning — up to 80 records o Public Works — up to 40 records Report Configuration — Documentation provided within this RPF demonstrates the potential for up to 138 Reports to be developed. After review the data provided, IKC believes that several of these reports could be facilitated with simple filters/queries and/or system searches with simple configuration considerations and/or could be written by City after they have attended Reports Training. Because of this IKC is including 85 reports for the purposes of the cost proposal for this RFR The includes up to 85 Reports, including: o Low Complexity Reports — up to 15 Includes documents such as Transmittals and Expiration Letter. These types of reports generally have no more than 5 fields pulling from the Civic Platform database with the majority of the report being hard coded. o Medium Complexity Reports — up to 50 Includes reports such as Permits and Project Activity Reports. These types of reports generally have several fields pulling from the Civic Platform database with some hard coded information also included. o High Complex Reports — up to 20 Includes reports such as Financial Reports, Statics and reports that require data from multiple tables in the database. These types of reports pull data from multiple Civic Page 117 Platform tables, may require complex field formatting and may require derived fields which do not physically exist within the database. Script Development — Script Repository Setup and development of up to 250 hours of scripting to automate processes beyond the robust functionality that is part of the Civic Apps and system functionality. • Interface Development for the following: o California State Licensing Board o iNovah - cashiering system o ERP — Lawson o Laserfiche o Business Tax System o Infor Financials o Accela GIS Configuration and setup o Assistance with Selectron Interface (Selectron manages all of their own integrations with Accela, IKC will act as the Accela expert to assist where needed) o Assistance with Avolve ProjectDox Interface (Avolve manages all of their own integrations with Accela, IKC will act as the Accela expert to assist where needed) • Interface Configuration Documentation — Interface configuration documents will be provided for all interfaces that are full developed by IKC or Gray Quarter staff. Selectron and Avolve both manage their own integrations so any documentation would need to be provided by them. • Conversion Build and Mapping —A configuration document identifying the process of conversion and defining all mapping completed will be provided. Step 4 Deliverables • User Training — Up to 13 End User Training classes will be provided onsite. Each class may have a maximum of 12 attendees. Each class will be 1.5 days in duration. Sample Test Scripts — Core Team members will be provided 2 or 3 sample test scripts to use as a foundation for development of their jurisdiction specific test scripts. The Project Manager will be available to assist with this effort, however we find that these test scripts are the most effective when full input from actual end users, who know the real time processes, take ownership of these scripts. • Data Conversion Runs — A total of 3 data conversion runs are part of this deliverable. • Accela Citizen Access (ACA) Setup — Although the majority of the configuration of ACA will occur within Step 3, the final pieces and delivery of this item will not occur until early in Step 4. ACA will be configured for online searching, inspection request and record application where appropriate. On line application to include a minimum of 70% shared page flows across the 4 different modules. Step 5 Deliverables • Data Conversion Runs — The final data conversion run will occur as this deliverable and documentation on the final configuration and mapping of the conversion will be provide. Page118 • Onsite Go Live Support — 2 IKC staff will be onsite to assist staff for the full first week of Go Live. • Offsite Post Go Live Support — Focused ongoing support will continue for 30 days after Go Live before transitioning the maintenance of the implementation to Accela's Customer Resources Center (CRC). Sample Design Document included — See Exhibit 2 Sample Test Scripts included — See Exhibit 3 e) Roles and Responsibilities of City Staff Agency Project Sponsor The Project Sponsors act as the final escalation point for issue resolution. Responsibilities include: • Represent the interests of the project within the Agency • Represent the Jurisdiction's interests both strategic and financial within the context of the project • Stays informed of major project activities • Assists with major issues, problems, policy conflicts and removes obstacles • Ensure the project manager receives resources where needed in a timely manner Agency Project Manager The Agencies Project Manager will work closely with the IKC Project Manager to manage, track, facilitate and plan for all project activities. The Project Manager works with the Project Sponsors, Subject Matter Experts and other stakeholders to ensure the timely delivery of a quality product. Responsibilities include: • Overall administration, coordination, communication, and decision -making associated with the implementation • Planning, scheduling, coordinating and tracking the implementation • Coordination of all projects • Ensure that the project team stays focused • Ensure tasks are completed on schedule and that the project stays on track Project Team Leads Team leads will work with the project team and facilitate project activities for the Agency and communicate with each affected department to represent department needs and business processes during implementation. Responsibilities include: • Attend requirements gathering workshops • Coordinate with SMEs to gather data and make decisions about business processes • Coordinate with SMEs to assist in the creation of specifications for reports, interfaces and conversions • Review and test the system configuration • Learn the system and assist in configuration Subject Matter Experts (SMEs) User representative from each affected department to represent department needs and business processes during implementation. Responsibilities include: • Attend requirements gathering workshops • Able to gather data and make decisions about business processes • Assist in the creation of specifications for reports, interfaces and conversions • Review and test the system configuration • Participate in knowledge transfer opportunities in order to understand the system Page119 f) Data Conversion and Migration Approach IK Consulting and Gray Quarter staff have implemented and managed Accela's legacy Permits DOS, Permits Plus, and Accela Civic Platform systems within various jurisdictions for more than 30 years; data conversion being a critical piece of most of our full implementations. Our methodology and approach ensure a seamless, accurate, and timely transfer of data for our customers. The first step is a detailed review of the current system(s) where data exists and documenting those fields (including data type and field size) that are to be migrated to the new system. Many times there will be fields of data that, over time, have been deemed unnecessary and may not have a purpose in migration. These will be identified at this time along with determining if incoming data will be historical in nature, or if it needs to be functional for current/active projects. This step will involve both IKC/Gray Quarter and City of Santa Ana staff to work together in evaluation. Once the field coming from the existing/previous system have been documented the next step is to review the new system field layout to ensure that there is configuration in place for all of the incoming data; and adjusting configuration in the new system where appropriate. Primary responsibility for this will lay with the IKC/Gray Quarter team, but will also require some work from City staff to assist with field definitions which may not be clear. Actual data conversion is generally accomplished within 3 passes/runs of the conversion. The actual data conversion runs will be the responsibility of the IKC/Gray Quarter team, while the testing and verification of the conversion results will be the primary responsibility of Santa Ana staff. The first run is done into a testing system and generally highlights issues where either fields have not been mapped properly and/or were overlooked for the needs of the jurisdiction. The second run allows a staff to do a review of the adjustment/corrections made from the first runs review, with a final critical look at the data and one last option for adjustments if needed. The final run is the pass that will be implemented into the Production environment for use within the new system at Go Live. g) Data Cleansing and Mapping A primary piece of data conversion is Data Cleansing and Data Mapping. Data Cleansing involves the identification and resolution of data standards exceptions between the existing and new systems that needs to be addressed, removal of duplicate data where it may exist and potential transformation of data to fit the new systems standards and/or requirements. IKC and Gray Quarter staff have extensive experience reviewing data and ensuring the cleanest data source possible. Data mapping is another critical piece of data migration providing an automated definition of where all incoming fields should be placed in the new system. IKC and Gray Quarter will set the standard mappings and will work closely with City staff for jurisdiction specific fields that may require additional expertise to define appropriate location in the new system. h) Training Plan Where possible, we recommend onsite training to allow for the most effective transfer of information. All training sessions listed below have been quoted as onsite; however, web -based options are available for the Page 120 Administrator Training in addition to training opportunities that are offered by Accela thru their Accela University. End User Training This training is a 1.5-day training on the End User functionality of the Civic Platform system as it relates to Land Management and/or Licensing and Case Management. Attendees will be taught the ins and outs of the use of the system to allow them to effectively manage and track their processes within the system. IKC recommends a single 1.5-day End User Training for all end users to ensure City staff are proficient in the use of the new system. With 150+ staff to be trained, and a recommended max class size of 15, the schedule should include 10 classes, over the course of approximately 4 weeks. Initial classes should include Core Team members, Subject Matter Experts and any other City Staff who will be assisting with the User Acceptance Testing. Training for all other staff is recommended to occur within a 2-to-3-week time before Go Live to ensure that training details remain fresh and are not lost due to lack of system use prior to Go Live. Administrator Training IKC recommends a series of training sessions to equip City staff to Administer Civic Platform. Some of these classes are most effective before Go Live, while others are more effective after the system has been in use for at least a month; allowing administrators to have a more hands-on understanding of the impact of update and modifications they may choose to implement. These classes include the following: Pre -Go Live Civic Platform Administrator This class is a 3-day in-depth training on Administering the overall Civic Platform system using Administrator and corresponding pages. Attendees will learn how to develop new processes within the system as well as manage processes across the implementation. IKC recommends this class be held between 30 and 45 days prior to Go Live so that City Administrators are prepared to support staff immediately, while working along side of IKC for knowledge transfer and assistance. Reports Training Workshop This training is a 4-day class which includes Reports Schema Training and SSRS Reports Training as well as 2 days of actual hands-on Report development focused on actual jurisdictional report needs. The additional 2 days allows attendees to utilize the knowledge gained from the 2-day Reports Training with actual reporting needs of the jurisdiction. Depending on agency preference, this training could be done immediately after the system configuration is completed and approved, or it could wait till after Go Live. Doing so earlier in the implementation process will allow Administrators to better understand configuration impacts and to assist with any troubleshooting as early as Go Live week. AGIS Admin This training is a half -day training on the AGIS Admin Integration software. Attendees will learn how to navigate AGIS Admin for troubleshooting, refreshing services and adding new services and/or layers to Civic Platform. This training will also cover some basics of an external Address/Parcel/Owner setup (aka XAPO) for agencies who choose this option during system configuration and setup. Page 121 For the most part, Accela GIS will not require much update or maintenance, unless a change is made to the agencies GIS configuration or user needs. This training could occur at any time either before or after Go Live. Post Go Live Civic Platform User Experience This training is a 2-day in-depth training on administration as it related to user experience and security. Attendees will learn how to utilize the form layout editors, configure consoles, implement additional security controls, setup calendars, templates and more. IKC Recommends holding this training a few months after go -live. This allows users to get a full hands- on experience with the software which will allow them to better understand what they would assist them in the layout and design of the user experience. Once users know what they would like, this class could be done as a working class which would allow the trainees to use real live examples for many of the updates they will be learning. EMSE Basics This training is a 1-day class which includes an overview of the Event Manager and Script Engine (EMSE), triggers, functions, controls, variables, debugging and available documentation overview IKC also recommends holding this training a few months after go -live. This will allow the trainee to become well versed in the overall system configuration and user needs before they move into the more complex pieces of scripting. Accela Citizen Access This training is a 1-day in-depth training on Administering the Citizen Access (ACA) (customer portal) system. Attendees will learn how to develop online processes and make them available to constituents. This is another training that could either occur within a couple months of go -live or after go -live. We recommend it after go -live simply to balance the amount of learning that will be required for administrators during the go -live process. i) Testing Approach Testing is a critical part of IKC implementation to ensure that systems function as effectively as possible, and data conversions flow as expected. IKC's approach to testing is two part; the first is automated, the second is manual. Automated Testing During the automated testing, IKC will run scripts against the database to review configuration, consistency, and identify possible issues and/or concerns that need to be reviewed. Manual Testing Manual testing will be completed by the users, as a part of User Acceptance Testing. During the manual tests, staff will be working to validate that the configuration for each record is accurate (fields, workflow, fees, requirements, etc.), as well as evaluating that the records meet the functional requirements for the department/division. Page 122 Section 6 — Ongoing Maintenance and Support (Optional) a) Ongoing Managed Support Services IK Consulting has a long history of continued relationships with agencies long after Go Live. From basic annual fee increases to implementing new modules and on -going training; each agencies needs vary and we are here to assist in whatever way is needed. Post Go -Live service needs generally include: • New Module Configuration • New Record Configuration • Existing Record Enhancement • System Scripting • Data Conversions • Report Development (SSRS and Crystal Reports) • Electronic Document Review Configuration • Accela GIS Integration • 3rd Party Integration Assistance • Accela App Configuration • Accela Citizen Access Configuration • End User and Administrator Training IK Consulting recommends a Managed Support Services contract after Go Live for a period of 1 to 3 years depending on your agency's overall needs. Many agencies find that the first 3 years after a full implementation are the most active as users discover the full systems abilities and want to explore more options to make the system the most robust for themselves and their customers. Based on experience with other implementations of the size of Santa Ana's, we recommend the following: Year 1— 250 Support Hours Year 2 — 175 Support Hours Year 3 — 120 Support Hours Support hours can be purchased ahead of time as a lump sum for each year, or they can be used as Time and Materials so that you only pay each month for the hours used in the previous month — which ever method is preferred by your agency. b) Upgrades, Patches and Other Maintenance The primary support for upgrades, patches and other maintenance for the Civic Platform will be managed and supported, per your maintenance agreement with Accela, Inc, as part of their Cloud Subscription services. They have a regular schedule for upgrades which includes full version upgrades twice each year, along with monthly patches. To support those efforts with agencies, IKC is available to provides assistance with testing of new versions in addition to issue resolution for items that staff may identify which would not be covered by contract with Accela. Hours for this testing and issue resolution is generally covered under Managed Support Services and is included in our hour's recommendation above for the first 3 years after Go Live. Page 123 c) Change Management (Post Go -live) Change management post go -live differs from before go -live in that the focus before is on managing the overall scope of the project to ensure it stays within budget, within project time frame and within desired outcomes for the full project. After go -live the focus shifts priorities to be more overall effectiveness of the full system, sustainability thru system standards and ongoing documentation of the path and decisions made along the systems lifetime. Post go -live should still have documentation related to what the requested/desired change is, why it is deemed necessary and the impact on business processes and budget (just like pre go -live). IKC will support the City of Santa Ana in these efforts either by following any documentation processes the city has in place, or by assisting the city in setting up a procedure for creating one. Section 7 — Pricing (Price Sheet Made Available as a Separate Document) Per the RFP requirements, a separate Microsoft Spreadsheet, Santa Ana - Price Sheet_IKC.xlsx has been completed and uploaded separately with this response. Section 8 — Proactive Rental Enforcement Program (PREP) Billing (Optional) See Appendix D for details on the PREP Billing Response Section 9 — Sample Documents Sample documents have been added as Exhibits and include: Exhibit 1 — Change Order Document Exhibit 2 — Design Document Exhibit 3 — Test Script Examples RFP Appendix A — Requirements See Appendix A in this response for all required attachments, including: Attachment A: Proposer's Certification and Proposal Item Pricing Attachment B: References Attachment C: Proposer's Statement Attachment D: Non -Collusion Affidavit Attachment E: Non -Lobbying Certification Attachment F: Non -Discrimination Certification Attachment G: SAM.gov UEI Verification Attachment H: Certificate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Page 124 RFP Appendix C — Price Sheet Per the RFP requirements, a separate Microsoft Spreadsheet, Santa Ana — Price Sheet—IKC.xlsx has been completed and uploaded separately with this response. RFP Appendix D — PREP Billing (Optional) See this proposals Appendix D for details on the PREP Billing Response Page 125 Appendix A — 23-087A Required Attachments Page 126 (2) APPENDIX A CITY OF SANTA ANA ATTACHMENT A PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification - I certify that I have read. understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors. omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I wili transfer and deliver goods or services to the City in accordance with said terms and conditions. IK Consulting, LLC LEGAL NAME OF COMPANY PO Box 17661, Tucson AZ 85731 BUSINESS ADDRESS Melissa O. Kern PRINTED NAME OF AUTHORIZED AGENT f � l.LL- t� .� � _ I I Z c:Z 3T NATURE OF AUTHORIZED AGENT DATE 71-0883304 NA 520-891-5376 PHONE AND FAX NUMBERS Managing Partner TITLE missy.kern@ikcpartners.com E-MAIL ADDRESS FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) CITY OF SANTA ANA BUSINESS LICENSE NUMBER (PLEASE PROVIDE IF AVAILABLE. BUT NOT REQUIRED UNTIL AND /FAN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT D❑ NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 27 CITY OF SANTA ANA ATTACHMENT B REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional Rages if re wired. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name: Sonoma County, CA Contact Individual: Thomas Cirimele Address 2550 Ventura Ave Santa Rosa, CA 95403 Phone Number. (707)565-8354 EMAIL- Thomas.Cirimele@sonoma-county.org Contract Amount: $637,500 + $50'Q001yr Year: Multiple Contracts: 2016 to present Description of supplies, equipment, or services provided: Software implementation including project management, data analysis, data conversion, configuration. training, troubleshooting, and enhancement support for Accela's Permits Plus and Accela's Civic Platform software. REFERENCE Customer Name Santa Rosa, CA Contact Individual: Brian TiCkner Address. 100 Santa Rosa Ave Santa Rosa, CA 95403 Phone Number: (707) 543-4370 EMAIL bticknera@srcity.org Contract Amount: $50.600 to $522,743 Year; Multiple Contracts: 2002 to present Description of supplies, equipment, or services provided: Software implementation including: project management, data analysis, data conversion, configuration, training, troubleshooting. and enhancement support for Accela's Permits Plus and Accela's Civic Platform software. REFERENCE Customer Name: Huntington Beach, CA Contact Individual. Richard Chenette Address: 2000 Main St Phone Number. (949) 275-2938 Huntington Beach, CA 92648 EMAIL: richard@golivetechnology.com Contract Amount: $1.04M + $400K + $180K Year. Multiple Contracts: 2016 to present Description of supplies, equipment, or services provided: Software implementation including. data analysis, configuration. training, troubleshooting, and enhancement support for Accela's Civic Platform software. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 28 ATTACHMENT B -Continued REFERENCES REFERENCE Customer Name; Jurupa Valley, CA Contact Individual. Jennifer Trujillo 8930 Limonite Avenue (951) 332-6464 Address: Phone Number Jurupa Valley, CA 92509 3jurupavalley.org EMAIL: jtrujillo@jurupavalley.org Contract Amount. $120,000 + Ongoing Addn Year: Multiple Contracts: 2017 to present Description of supplies, equipment, or services provided: Software implementation including: project management, data analysis. data conversion, configuration, training, troubleshooting, and enhancement support for Accela's Civic Platform software. REFERENCE Customer Name: Chino, CA Contact Individual Chase Janes 13220 Central Ave (909) 334-3393 Address; Phone Number: Chino, CA 91710 ctones@cityofchino.org EMAIL: Contract Amount: $42,863 to $619735 Year Multiple Contracts- 2008 to present Description of supplies, equipment, or services provided Software implementation including: project management, data analysis, data conversion, configuration, training, troubleshooting,,and enhancement support far Accela's Permits Plus and Accela's Civic Platform software. 29 CITY OF SANTA ANA ATTACHMENT C PROPOSER'S STATEMENT Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent. and signed by the City Attorney, denoting his approval of the form of this document, and its execution. and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays. Sundays and City's legal holidays), or the funds, check. draft, or proposers bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain, otherwise said funds, check drafts. or proposer's bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work. that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors. and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Firm IK Consulting, LLC Signed and Printed Name Title Managing Partner Date -� - ! � - LT-` 2-4 Melissa 0. Kern THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 30 CITY OF SANTA ANA ATTACHMENT D NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7166) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham, that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal. and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement. communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead. profit, or cost element of the proposal price. or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership. company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non -collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non -collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed , State of Arizd`Q2�, County of Pima Subscribed and sworn to (or affirmed) before me on this ! 1 t- day of "i � 26 7-4 , by MdAi$- Q lay,�, proved to me on the basis of satisfactory eviden to be the person(s) who appeared before me. gym, JESUS OZUKA Not ary Publle - Arizona Pima County ca""Sion 0 6"M ++_ • my Comm, Expires Feb 24. 2027 Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 31 (a CITY OF SANTA ANA ATTACHMENT E NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief. that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency. a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal. amendment, or modification of any Federal contract, grant. loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10.000 and not more than $100.000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Mana in.g Partner Firm: lK Consulting, LLC Date: - -z:_U 4A THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 32 (E) CITY OF SANTA ANA ATTACHMENT F NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract. certifies as follows The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed. and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include. but not be limited to, the following employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination-, rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color. religion, sex, or national origin. 3- The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4- The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor- 5- The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965. and by rules. regulations, and orders of the Secretary of Labor. or pursuant thereto. and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations. and orders. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations. or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965. and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract 33 CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions. including sanctions for noncompliance, provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939. and as amended, no discrimination shall be made in the employment of persons upon public works because of race, reli&us creed, color, national origin, ancestry, physical handicaps, mental condition, marital status. or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: y Title: Mana ing Partner Firm: IK Consulting, LLC Date: - ` L_- THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 34 CITY OF SANTA ANA ATTACHMENT G �ti►�eIi0LR41►L;1:1[afy.&WOM On April 4. 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM gov. They no longer have to go to a third -party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process. making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity's registration from SAM.gov, including UEI and active registration status. Prpposer's UEI: HCK3F52R1 W13 SAM.gov Registration Expiration Date, 2/8/2025 THIS FORM MUST HE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN TH#S FORM WILL BE CONSIDERED NONRESPONSIVE. 35 ATTACHMENT H CERTIFICATE REGARDING DEBARMENT. SUSPENSION. INELIGIBILITY AND VOLUNTARY EXCLUSION Certification Regarding Debarment Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part VI of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification) 1. Pursuant to 2 CFR 180.335, the prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently excluded or disqualified; b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) or had a civil judgment rendered against them for one of those offenses within that time period. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or locai) with commission of any of the offenses listed in 2 CFR 180.800(a); and d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. IK Consulting, LLC Consultant Melissa a. Kern, anaging Partner {Name and Title of Official Authorized to Certify On Behalf of the Consultant Date 36 ATTACHMENT H CERTIFICATE REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (CONT.) INSTRUCTION FOR CERTIFICATION 1. By signing and submitting this proposal, the prospective recipient of Federal assistance funds is providing the certification as set out below. Z. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) may pursue available remedies, including suspension and/or debarment. 3. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous whom submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction", "debarment", "suspension", "disqualified," "ineligible", "lower tier covered transaction", "participant", "person", "primary covered transaction", "principal', "proposal", and "voluntarily excluded", as used in this cause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective recipient of Federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, disqualified, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the DOL. 6. The prospective recipient of Federal assistance funds agrees by submitting this proposal, that it will include the clause title "Certification Regarding Debarment, Suspension, Ineligible, or voluntarily excluded from the coverers transaction" unless it knows that the certification is erroneous. 7. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or votuntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment. 37 AppendixB— Sample Contract Acknowledgement Page 138 Sample Contract Acknowledgement IK Consulting has reviewed Santa Ana's sample Consultant Agreement (RFP Appendix B) and accepts with the following exceptions related to the Insurance requirements. IK Consulting does not currently carry the Cyber Liability portion of the insurance specified. Given that we will not need access to Santa Ana's network, nor will we store or control anything related to the Civic Platform database, we anticipate that our current insurance coverage will suffice for this project's requirements. IK Consulting does not own any automobiles, therefore we do not carry commercial auto; instead, we carry $1M in Hired/Non-Owned vehicle coverage, which we believe will still meet the requirements for Automobile Liability. IK Consulting has been with The Hartford from the beginning, and they are a highly rated company. They do not utilize the ISO forms; however, they have their own forms which are considered comparable to the ISO forms. Because they are comparable, this has not been an issue in the past. If the City necessitates a new certificate with additional requirements for this project, we are open to negotiating this if selected as the successful bidder for this contract. Page 139 Gray Quarter July 17, 2024 To: The City of Santa Ana, CA Gray Quarter Inc. 8575 Morro Rd Atascadero, CA 93422 P: 925.236.0070 F: 805.460.7059 Gray Quarter is pleased to act as a subcontractor under the IKC prime contract. Gray Quarter has read IKC's contract obligations and agree to abide by the them. We look forward to partnering with IKC in delivering superior implementation services on behalf of the City. Sincerely, John Schomp CEO Gray Quarter, Inc. Ell Appendix C - Price Sheet Per the RFP requirements, a separate Microsoft Spreadsheet, Santa Ana — Price Sheet_IKC.xlsx has been completed and uploaded separately with this response. Page 141 Appendix D -PREP Billing (optional) Page 142 PREP Billing Option Due to the timeframe provided, we have determined that there was insufficient time to fully evaluate the requirements and formulate comprehensive questions to address this optional section of the RFR Consequently, we were unable to fully consider and respond to this portion. We have however, reviewed the requirements that are outlined in this RFP and are confident that Accela Civic Platform can meet a significant portion of the requirements highly effectively. Other requirements appear to be less clear and we would need additional information to accurately determine the ability to fulfill them. For the purposes of this proposal, we believe that Civic Platform Licensing and Case Management Module is an effective software platform for Licensing/Registration, Renewal and Review Checklist type processes. Additionally, the Mobile App supports the functionality desired for field staff. The integration requirements of the PREP Billing item align greatly with those of the remainder of this RFP, so we would anticipate being able to meet this requirement without exception for any software that has an API that would allow the integration with Accela. It is important to point out that Accela's Civic Platform is not a true Financial System software, so collections type processing can be more complex to implement and will require more in-depth analysis work with subject matter experts in order to ascertain any potential gaps between ability and need for this type of functionality. Assuming that further in-depth analysis identifies Civic Platform as a good choice for this process we would Propose the following: A PREP Application Record with the following components o Custom Fields implementation to track jurisdiction specific data o Fee Schedule to manage PREP specific fees o An Inspection/Checklist implementation to allow field staff to easily assess locations o Workflow implementation that allows for notifications where appropriate and renewal preparations o Action (custom field change, workflow update, inspection result, etc) driven notifications to property owners, applicants and/or city staff as appropriate. • A PREP Renewal record that links to the application and tracks renewal status in real time. Tentative level of effort on this implementation would be between 150 and 200 hours. Tentative cost of $22,500 to $30,000. Page 143 Appendix E — Key Personnel Resumes Page 144 0 Constance C. Ingram IK Consulting, LLC r PO Box 17661 Tucson AZ 85731 (520) 891-5319 (520) 721-8634 fax connie.ingram@ikcpartners.com Professional Experience: IK Consulting, LLC — May 2002 to Present Co -Own and operate a systems development consulting business. Work with various jurisdictions within the United States to develop, maintain and enhance Permits Plus and Accela Civic Platform Land Development and Licensing systems. Provide business systems analysis, and process mapping, prior to automation to ensure the most effective process implementation for each jurisdiction. Provide comprehensive training sessions on the maintenance, administration and use of these automated systems. Pima County Department of Transportation — August 2001 to October 2006 Supervised and managed multiple software developers and business systems analysts within the Department of Transportation. Coordinated with division managers and department heads to facilitate integration of systems between divisions and departments within the County. Lead the departments Process Mapping and Process Management efforts. Pima County Development Services Department — August 1985 to August 2001 Various increasingly responsible positions, ranging from Customer Service Representative to Application Software Support to EDP Project Supervisor. Responsibilities included assisting customers with permitting needs, training employees on various computer programs, development of three (3) permitting system programs over the duration of employment; including development and migration of each system (Parcel Management System, Permits DOS and Permits Plus). Supervised various customer service and IT systems personnel. Instructor/Teaching Experience: Pima Community College - June 2010 to August 2012 Adjunct Faculty Instructor certified to teach in the areas of Computer Information Systems, Computer Software Applications and Business. I.K. Consulting, LLC — May 2002 to present Provide comprehensive classroom training on Accela Civic Platform Administration, Accela Civic Platform End User and Accela Ad -Hoc Reports Development as well as multiple web based training classes on the Civic Platform software functionality. Pima County — Adjunct Faculty, Team Leader — March 2002 to October 2006 Coordinated efforts between multiple departments to develop an Adjunct Faculty for Pima County Public Works departments. Responsibilities included the development, and teaching, of employee development classes including: Customer Service, Train the Trainer, Ethics & Conflict of Interest, Team Dynamics, Team Building, Quality Process Improvement and Process Mapping. Pima County Development Services Department — 1985 to August 2001 Provided one-on-one as well as class room training for department personnel on Networking, Email, Word Processing, Permits DOS and Permits Plus software. Education Santa Rita High School — Graduated 1983 NHS Pima Community College — 18 Credits Earned University of Arizona — 12 Credits Earned University of Phoenix — BSBA 1991 with Program GPA of 3.51 Certificates and Awards: • Certified Trainer Certificate — AchieveGlobal, March 2002 • Superior Service Team Award For Adjunct Faculty — American Society for Public Administration, May 2003 • Certificate in Public Policy & Management — University of Arizona Eller College of Management, December 2004 • Mastery of Process Mapping — Business Enterprise Mapping, April 2005 • Accela Bronze Certified Implementation Professional — April 2016 • Accela Asset Management Professional — September 2017 • Accela EMSE Scripting Level 1 — February 2021 • Accela EMSE Scripting Level 2 — March 2021 45 • Accela EMSE Scripting Level 3 — April 2021 • Accela GIS Administration — June 2021 • Accela Configuration Manager — September 2022 • Accela Insights — September 2022 • Accela Certified Partner Level 1 Accela Citizen Access — April 2023 • Accela Certified Partner Level 1 Records and Mobile Configuration — May 2023 • Accela Certified Partner Level 1 GIS — May 2023 • Accela Certified Partner Level 1 User Experience Configuration — May 2023 References available upon Request i; MELISSA O. KERN IK Consulting, LLC • PO Box 17661 • Tucson, AZ 85731 • (520) 891-5376 • missy.kern@ikcpartners.com Summary Of Qualifications • Over 25 years experience as an Information Systems professional. • Over 35 years experience working in the Building Industry. • Certified Novell NetWare Administrator, Certified Software Manager and Accela Certified Partner. • Proven effective management skills with involvement in departmental management decisions. • Exceptional focus and follow-through abilities. Innovative thinker, creative, and resourceful. • Strong troubleshooting and problem -solving skills. • Detail -oriented, multi -tacker with strong organizational skills. • Outstanding dedication to customer service and client relations. Professional Experience IK CONSULTING, LLC, Tucson Arizona Managing Partner May 2002 to Present • Partner in consulting firm that provides business process analysis, configuration (including items such as workflow, inspections, form design, event, scripts, user defined data, fees, etc.), data conversion, reports, testing and training for various software systems, including the Accela Civic Platform. • Manage migration and conversion of data from Accela legacy platforms to the Civic Platform, as well as many legacy mainframe and other databases. Data review and cleanup of existing systems prior to migration to ensure data integrity and usability. • Design and develop custom reports for documents, memos, letters, permits, workload, statistical/monthly counts, financial, and workflow data using Access, SSRS and/or Crystal Reports. • Work closely with other vendors to integrate additional solutions with the Accela Civic Platform, such as IVR, GIS, Mobile and Financial systems. • Training courses offered for the Accela Civic Platform in the following areas: User/Utilization, Administration, Core Team, Database Schema and Reports, Accela Mobile Office, Accela Citizen Access Administrator and Customer Service. CrrY OF PEORIA, Peoria, Arizona Contract Management Analysis February 2003 to December 2009 and SYSTEMS TECHNOLOGY GROUP, INC., Phoenix, Arizona Contract Staff for City of Peoria Information Technology January 2010 to December 2010 • Responsible for the Engineering Department Permits Plus record types, documents, and necessary programming for new processes as well as maintenance of existing process types for fee increases and/or new fee processing. • Creation of all reports and forms necessary for daily business, management of workload, and financial comparisons. • Key staff responsible for the analysis, configuration, process mapping and testing of the new processes created in Accela for the Engineering Department. • Instrumental in the mapping process for migration from legacy platform to Accela for the Engineering Department, and assistance with three (3) other departments at critical times. • Creation of over 100 custom reports, letters, documents, and permits for utilization by staff and management utilizing Crystal Reports for multiple departments in the City. • Provide assistance with the scripting and testing, as necessary. • Creation of custom user documentation for training purposes. Conducted User/Utilization training. • Provide custom documentation and training for key staff for Reporting, Queries, and other features. MA PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT, Tucson Arizona Permitting Development Manager November 1998 to September 2001 Permitting Development Coordinator December 1995 to November 1998 Administrative Support Specialist I March 1994 to December 1995 and TOWN OF ORO VALLEY, Oro Valley, Arizona Permitting and Office Manager September 2001 to December 2003 • Manage the process analyses and mapping of, as well as the design and implementation of, manual processes into an automated process. Additionally, manage conversion of existing automated processes into the Permits Plus software. • Research and develop reports of various permit data, perform statistical analysis, and manage all internal and public reporting requests using MS Access or SQL. • Oversee and provide technical expert support for all applications used within the department including the Interactive Voice Response system, hardware, and network assistance. • Train, assign work load and supervise four (4) programming, systems analyst and processing support staff as well as the Help Desk staff at Pima County, AZ. • Train, assign work load, and supervise four (4) Building and Administrative staff members as well as manage the Building Counter with the daily functions related to all Building and Permitting activities at the Town of Oro Valley, AZ. • Responsible for all security design, implementation, and maintenance for Departmental software. • Create new documentation for processes and procedures, and supervise all training for 120+ users. • Instrumental in the original design, call flow, and implementation of the joint Pima County/City of Tucson Interactive Voice Response (IVR) system utilized to schedule/update building inspections. • Manage contracts and Intergovernmental Agreements utilized by Development Services. • Manage monthly report for revenues and comparison of income to provide budget projections. Instrumental in yearly budget preparation for the Development Services Department. Related Experience PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT, Tucson Arizona Subdivision Coordinator March 1993 to March 1994 Assistant Subdivision Coordinator October 1988 to March 1993 Public Service Clerk August 1986 to October 1988 Clerk September 1984 to August 1986 • Manage and coordinate daily activities of all review processes required for subdivision plats and development plans review within the Subdivision Coordination Office. • Assisted in the system design, evaluation, and implementation of the computerized Subdivision Tracking System utilized by the Subdivision Coordination Office. • Work with the public to provide information regarding policies and procedures for compliance with land uses, zoning, and building codes requirements. • Basic review and processing of plans submitted for building and zoning permits. • Process requests for inspections and update records to determine finalization of building projects. • Establish and coordinate a system to monitor expired permits and the non-compliance of Building Codes. • Act as problem solving liaison between the Board of Supervisor's, County Departments, and constituents. Education And Training BUSINESS ADMINISTRATION/COMPUTER PROGRAMMING, University of Arizona 1985 TO 1987 Successfully completed 24.50 credit hours. BUSINESS ADMINISTRATION/COMPUTER PROGRAMMING, Pima Community College 1986 TO 1988 Successfully completed 21.00 credit hours. SOFTWARE MANAGEMENT, Software Publishers Association NOVEMBER 1995 Obtained Software Manager Certification in December 1995. L• • NOVELL ADMINISTRATION 4X, University of Arizona Obtained CNA Certification for Novell 4X in January 1997. • SYSTEM ADMINISTRATION FOR MS SQL SERVER 7.0, DRA Software Training Successfully passed class examination. • MASTERING VISUAL BASIC 6.0 FUNDAMENTALS, DRA Software Training Successfully passed class examination. • MASTERING VISUAL BASIC 6.0 DEVELOPMENT, DRA Software Training Successfully passed class examination. • CRYSTAL REPORTS 1, 2 AND PROGRAMMING, DRA Software Training Successfully passed class examination. • SSRS REPORTING, Clear Canyon Technologies, Inc. Successfully passed class examination. • ACCELA CERTIFICATIONS, Accela Inc. /Accela, University Successfully passed all the following class examinations • BRONZE CERTIFIED IMPLEMENTATION PROFESSIONAL • ACCELA ASSET MANAGEMENT PROFESSIONAL • ACCELA EMSE SCRIPTING - LEVELS 1, 2 AND 3 • CIVIC PLATFORM FORM DESIGNER FOR ADMINS MARCH 1996 DECEMBER 2000 JANUARY 2001 FEBRUARY 2001 MAY 2001 MARCH 2O13 APRIL 2016 SEPTEMBER 2017 FEBRUARY, MARCH, APRIL 2021 FEBRUARY 2021 • ACCELA CERTIFIED PARTNER LEVEL 1: ACCELA CITIZEN ACCESS MAY 2023 • ACCELA CERTIFIED PARTNER LEVEL 1: GIS MAY 2023 • ACCELA CERTIFIED PARTNER LEVEL 1: RECORDS AND MOBILE CONFIGURATION MAY 2023 • ACCELA CERTIFIED PARTNER LEVEL 1: USER EXPERIENCE CONFIGURATION MAY 2023 Accela Civic Platform Supplemental • Effective and successful Project Manager of many Accela Land Management, Accela Asset Management and Accela Licensing and Case Managementprojects, ranging in all sizes from one to eight departments /modules, to assisting with only pieces of Accela managed projects (such as reports and/or training). • Complete business process analysis, leading multiple work teams from various departments across Enterprise wide agencies throughout the United States. • Automate various functionality utilizing Event Scripting (both version 2 and version 3), Custom Functions, Batch Processes and/or Expression Builder. • Establish user setup/security design and implementation for all areas of the software solution. • Creation/programming of many new process types for various divisions (building permit issuance, violation tracking, subdivision processing, address issuance, planning processes, business licenses, engineering processes, fire processes, gas well process, transportation processes, and others) for jurisdictions all across the United States. • Successfully managed numerous conversions of existing history data into newly created process, as well as multiple migrations to the Civic Platform. • Create custom new user and system manager documentation for processes and procedures, and manage System Administrator and User Training sessions. • Assist Accela Education /Accela U department with teaching core Civic Platform classes, such as Core Team Training, Administrator Training, V360 Administrator Training, User Training, EMSE (both version 2 and version 3), Accela Mobile Office Training, Database Schema Training, Report Writing Training, Scripting, Data Mapping Tool Training and Accela Citizen Access Administration. • Design and implement calendaring system within various products to effectively manage multiple jurisdiction's inspection needs. Additionally designed calendars to manage Subdivision, Planning, and other process meeting and process due date schedules. • Manage and fulfill both internal and public reporting requests for data, using Access, Visual Basic, Crystal Reports, SSRS and SQL queries to access the data requested. • Define needs for additional functionality within the software, make necessary programming changes or work with Accela, Inc. to define necessary assistance, supervise testing prior to implementation, review/evaluate proper documentation and oversee implementation of new functionality. • Accela Gold Certified Partner. 49 Reina Schmid IK Consulting, LLC - PO Box 17661, Tucson, AZ 85731 r�,_ I W�El reina.schmid0ikcpartners.com SUMMARY OF QUALIFICATIONS I am a detail -oriented business analyst with strong troubleshooting and problem solving skills. I have twenty-five years' experience in the public sector with a focus on work management including twenty years as an Information Technology professional performing process analysis and implementation of Enterprise Resource Planning (ERP) systems, Enterprise Asset Management (EAM), Work Management and Timekeeping systems. I am dedicated to outstanding customer service coupled with effective project management which has resulted in exceptional client relationships. PROFESSIONAL EXPERIENCE IK Consulting, LLC, Tucson, AZ Senior Implementation Specialist August 2016 - Present Leads sessions with system analysts, project managers and subject matter experts to collect data, current processes, associated documents and other information and creates configuration documents that describe how the system will be implemented. Responsible for configuring required functionality including EMSE scripting, expressions, user defined fields, workflow processes, inspections and user group security. Assess customers' needs throughout the project and provide follow up with best practice strategies for full implementation and/or resolution. Tucson Medical Center, Tucson, AZ Senior Business Systems Analyst February 2014 - July 2016 Elicit functional requirements and design documents for proposed software systems, interfaces, customizations and reports. Perform analysis and evaluate business processes and user needs with the goal of implementing best practices. Perform fit gap analysis, workshops, site visits, process mapping (workflow), questionnaires, prototyping, use cases and brainstorming. Support quality assurance by reviewing system level testing of development activities including reports, interfaces, conversions, customizations and performing acceptance testing of the application against requirements including patches, upgrades, new software and hardware. Document creation and testing of implementation plans and technical review to comply with change control procedures. Design and deliver end user training and job aides including quick reference materials and step by step procedures. Desert Diamond Casinos and Entertainment, Tucson, AZ IT ERP Business Systems Analyst February 2012 - January 2014 Responsible for working with subject matter experts to define requirements for commercial off the shelf (COTS) applications as well as in-house customized applications and reports. Conduct Fit/Gap analysis, process mapping of As Is as well as To Be business processes and design test scripts for all phases of testing (unit, system and user acceptance). Facilitator of a five member core team tasked with implementing PeopleSoft Benefit Administration for 1200+ employees. Project was implemented successfully on time and significantly under budget. Design and maintain PeopleSoft Financial Requisition workflow for 130+ requesters and 100+ approvers. 50 Reina Schmid Page 1 Pima County, Tucson, AZ Business Systems Analyst, Pima County Information Technology Department October 2009 — January 2012 As Team Leader and lead Business Analyst for Pima County's Maximo Maintenance Management System team, coordinated with subject matter experts, implementation consultants and technical teams, defined the required functionality to support the business strategies, prioritized implementation requirements and performed system configuration of the Maximo application including Maximo Spatial and integration with the Advantage Financial Management System. Assistant System Administrator responsible for database configuration changes, application design modifications, security group set up and workflow configuration as well as troubleshooting system errors and preparing level of effort documentation for system enhancement requests. EDP Project Supervisor, Pima County Department of Transportation September 2007 — October 2009 Business Analyst responsible for application development, maintenance and system administration of MS SQL, Oracle and Access databases including enterprise level applications such as Oracle Work and Asset Management, and commercial off the shelf (COTS) applications such as Accela Permits Plus, CarteGraph and CCG Faster. Sole responsibility for security design, implementation and maintenance for department software such as CarteGraph PAVEMENTview and PAVEMENTview Plus applications and CCG Faster Motor Pool application. Troubleshooting and resolution of complex application support issues using SQL programming. Creating new documentation for processes and procedures, and supervising end user training for over 300 customers. IT System Analyst, Pima County Department of Transportation September 2002 — September 2007 Business Analyst and Trainer for the enterprise level Oracle SPL Asset Management System for nine Public Works departments. Identify and understand customer requirements and perform business systems analysis for Work Management and Inventory Management processes and systems. Performed and implemented process improvement through analysis and process mapping using the Business Enterprise Mapping (BEM) methodology. Supervise Information Systems Coordinator in the operational maintenance of automated systems. Team Leader of the 15 member Public Works Adjunct Faculty, supervising and performing training of the Customer Service, Team Building, Team Dynamics, Conflict of Interest and Quality Process Improvement training courses. (2007 to 2008) Business Systems Coordinator, Pima County Development Services February 1998 — September 2002 Facilitated work groups consisting of technical personnel and end -users to determine needs and requirements for proposed permitting system. Programmed new compositions for automated processes, and was lead programmer responsible for conversion of existing Development Review and Planning processes to the integrated solution software, PERMITS Plus. Researched and developed custom reports of various permit data, performed statistical analysis and managed all internal and public reporting requests through the use of SQL query development. Engineering Plans Technician, Pima County Department of Transportation December 1996 — April 1999 Facilitated multiple work teams charged with evaluating system functionality and developing the implementation plan for the PERMITS DOS automated system. Created end user testing documentation, facilitated user acceptance testing and prepared end user manuals for the operational maintenance of the system. Managed the monthly report for revenues and comparison of income to provide budget projections. Reviewed utility plans for conformance to Arizona State Revised Statutes (ASRS), regulatory and departmental requirements for issuance of Right -of -Way Use permits. 51 Reina Schmid Page 2 EDUCATION AND TRAINING Accela, Tucson, Arizona Asset Management Certification, September 2017 Oracle University, TransAmerica Training Mgmt, Albuquerque, New Mexico PeopleSoft Benefits Administration Rel 9.1 Ed 1, December2013 University of Arizona, Tucson, Arizona Train the Trainer, June 2007 Southwest Leadership Program, September 2006 Crystal Reports 7.0, September 2000 Novell Netware 4.11 Administration, August 1999 Pima County, Tucson, Arizona Tivoli's Process Automation Engine Foundations (ILO) 8R710, provided by IBM, December2011 IBM Maximo System Administration, provided by EMA, Inc., April - June 2011 CGI AMS Advantage Training, provided by CGI, May2010 Synergen Power User Training, February 2005 Train the Trainer, May 2004 Customer Service Training, June 2003 Business Enterprise Mapping, Scottsdale, Arizona Mastery of Process Mapping, May 2005 The Power of Process Mapping, October 2004 DRA Technical Training, Tucson, Arizona A+ Certification, February 2002 System Administration for MS SQL Server 7.0, February 2001 Novell Netware 5.0 Administration, March 2001 New Horizon Technical Training, Tucson, Arizona Crystal Reports XI, April2006 Programming in Access, October 2002 FrontPage, December 2002 HTML 4, January 2003 Access 2000 Level 3, October 2002 Visio Professional 2002 Levels 1 & 2, November 2002 PowerPoint, February 2003 Executive Training Solutions, Phoenix, Arizona Adobe Acrobat Professional 6.0, September 2004 Pima Community College, Tucson, Arizona General Studies (56 Semester Credit Hours Completed), 1987-2002 52 Reina Schmid Page 3 r SHERRIE DISHROON r IK CONSULTING, LLC PO Box 17661, TUCSON, AZ 85731 Summary Of Qualifications • Over 20 years experience as an Information Systems professional. • Over 30 years experience working in the Building Industry. • Very detail oriented. • Effective management and communication skills to facilitate overall project success. • Ability to work with people as a team or independently. Professional Experience IK CONSULTING, LLC, Tucson Arizona Senior Reports Specialist August 2010 to Present • Manage, design and develop custom reports for documents, memos, letters, permits, workload, statistical/monthly counts, financial, and workflow data using Access, SSRS, Visual Studio, Report Builder and/or Crystal Reports, against several backend databases, with a specialty in Accela, Inc. products. • Serve as project manager for wide variety of projects of various sizes from small modifications to full implementations of a new department/division. Facilitate weekly meetings and coordinate all project documentation and management. • Manage conversion of data from other systems into Permits Plus and Accela Automation. • Data review and cleanup of existing systems prior to migration to ensure data integrity and usability. • Training for various Reporting Tools and Database Schema. CITY OF TUCSON, TUCSON, Arizona Customer Service Clerk Clerical Supervisor Systems Administrator May 1980 to January 1985 January 1985 to August 1987 August 1987 to December 2010 • Responsible for migration from a 3rd party system using Hewlett Packard to Permits DOS and then from Permits DOS to Permits Plus. • Responsible for the Development Services Department Permits Plus record types, documents, and necessary programming for new processes as well as maintenance of existing process types for fee increases and/or new fee processing. • Creation of all reports and forms necessary for daily business, management of workload, and financial comparisons using MS Access, SQL Server and Accela, Inc. product tools. • Creation of custom user documentation for training purposes. Responsible for training staff on systems - both user and administration training. • Provide support for applications used within the department including the Interactive Voice Response system. • Supervised various customer service and IT systems personnel. • Assist customers with permitting needs. Page 1 of 2 53 Education And Training • BUSINESS ADMINISTRATION/MIS, University of Arizona MAY 1988 Bachelor's degree • NOVELL ADMINISTRATION 4X, University of Arizona MARCH 1996 Obtained CNA Certification for Novell 4X in January 1997 • SYSTEM ADMINISTRATION FOR MS SQL SERVER 7.0, DRA Software Training DECEMBER 2000 Successfully passed class examination • SSRS REPORTING, Clear Canyon Technologies, Inc. MARCH 2O13 Successfully passed class examination Page 2 of 2 54 Exhibit 1 -Change Order Example Document Page 155 EXHIBIT 1 Change Order Form Proposed Change(s) AND Reason/Justification for Change (Indicate Urgency Level) Urgency Level: ❑ High ❑ Medium ❑ Low Project Name: Requestor: Organization: Date of Request: Description of Change: Impact of Change(s): Impact on Resources: Impact on Schedule: Impact on Requirements: Impact on Cost: Assumptions / Risks: Alternatives to Proposed Change(s) (if any): SUMMARY of Total Impact of Change Resources: Schedule: Requirements: Cost: Exhibit 2 — Design Document Example Page 157 F W W 0 CL 0 2 U) 0 J a Z W m O H Z 0 a 0 a J Z 0 Z W m L) 0 0 Q Lil T N Y U) C� O �} O -p 6 N C .� N D C O in C p w`- — � � N 6 [tis 07 E4c--3 E N b U o U -0 O :�E m Z3 o a o 0 U US ul � N C6 C C4 O 0 a 0- O f cal m 'cf- c c 0 o C N JxC7Q¢ 0 U>a-0_0 C U) , Q E m co CD CD CD a CD o CD 0 0 N N N N N ol N O N r r M 4 CD OD d 0 0 CD J a W 0 W W 0 Z W Q 21 o � � 4 L u �o 7 U 3 L VS � _ CD UJ � C O C_ -se O Cl co c� - C E w cm E E m 0 =o :2 u m m m � O T � m cn u o � Y 00 CO CO L � Q) .7 CO 0 � ri W toe W 7 O U) U) W U O te CL w Y � Z R / . $ \ d cu 2 � § / ± f 2 f / k / 2 \ G / 2 § � E kk k �7 \ \ \ &CL s� kCo §cn � cu —a k$ �� �/ � k 10� \/wka) 3�*J/ om< a — a \# y3 EO��$ o &�> \2®�E o ° 0-0 y � /cn 5 m 3 ¢ R3m§( e£Oa -2 (D 0-0 M±ƒkf y m m — oE7f2 +2-2CL yQaey 2 � k 2 0) Ln— & k k � E C) � a � m U) E13 f�77 L� J N E 0 W 3 U E E o ll -� W O ij (D C o Q) > CL O 0 0 in L�} Ij_ I c ,Y S as a? � p p � C ro ce co � �_ N CD L) G rf"f k 0 ns a) ro F.:(I) =w E6a`si0 m m us(da) Ntu ro [> .� a) `l" L) C U) a) U� (U a) ,a) ro° r p co ,� CO °° as O a o O Q. 0 � o ur ro as c �g 05 L7 i� c 7 aj E E }+ C C U y C rL D_ C. 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Below is an example of one of the tabs that are part of the spread sheet test script that Santa Ana's project team will be provided at the Testing and Training step of implementation. A B c D E F G H 1 2 3 5 Test Information 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 Name of Tester: Date: Accela VersionlPatch Time: Test Da Used Record ns : ❑Is: Comments Browser: IE Test Environment URL Lead PersanlRe uirement Owner Accela Login Used 11 sups umber of steps com p mete by status: 0 0 0 % Complete; 0% Acton Ex cted Result Comments CR# Login to "AGENCY" Enter User User successfully logs Into Accela 1 Name and Password Automation CIIck the "New' icon in the record 2 portiet A pop up dls la s the "Record T Click the Record Type dropdowns The "Group(Type/SubtypelCategory' is "Group" > " Type" "SubType" >" displayed The screen refreshes and an 3 Fill In the Entered By Information or User information is displayed 4 Cl c k on Current User to Auto Enter Contact Information or Search Contact Information is displayed 5 from Contact List Enter Address Information or Search Address Information is displayed 6 IEQM Enter Parcel Information or Search Parcel information is displayed 7 from APN Enter Owner information or Search Owner Information Is displayed 8 fro APN Enter the Application Specific Application Specific Information (ASI) Is 9 information (ASI) displayed Enter the Application Specific Application Specific information Table is 10 Information Tables displayed 11 CIIck the "Submit' button to Save I The New Record is created successful ty End of Test Case 11� New Record � ViewSummary I ProcessWorkflow I PayFee I Assessfee I Addlnspection I ResultlnspeC 70 Word Formatted Sample — Some agencies prefer a checklist in MS Word Format. Below is an example of the first page of the Word formatted test script that Santa Ana's project team will also be provided at the Testing and Training step of implementation Tester I. Testin Confi uration This should be performed for all applications types to verify system configuration. document any errors €c print screen pnnts rrhen possible. ❑ Login to Accela Automation NOTES ❑ Finding Applications (� Click the Search button ® Enter Case No. and then submit ® Click on a Case No. to select ❑ I Case Detail will appear below the Case List ❑ Other Ways Find Applications ❑ Enter Address Information 1-3 Enter Licensed Professional or Contact Information ❑ Checking Configuration ❑ Creatinq a New Case ❑ Click the Neve button ❑ Select the Case by first selecting the Group from the dropdown ❑ 14ext select the Type from the dropdown (Note: some cases will automatically enter the Intake form after this selection) ❑ Next select the Subtype from the dropdovrn (Note: some cases vill automatically enter the Intake form after this selection) ❑ Next select the Category from the dropdovm ❑ Fill out the appropriate sections of the Intake form. Verify the appropriate sections are displaying for the case type that you selected. ❑ Checking App Specific ]nfo fields ASI © Select the App Specific Info link in MY Navigation portfet or From the Menu Navigation (Go To) under the Main option ❑ v the correct fields are configured. Validate the display order of the fields ❑ Validate dropdown lists for fields designated vrrth a dropdown JZL Verify label definitions for the fields 71 EXHIBIT C CONSULTANT'S RESPONSES TO REQUESTS FOR CLARIFICATION K--= � o -n8u D P.O. Box 17661 Tucson, AZ 85731 Phone: (520) 891-5376 or (520) 891-5319 Fax: (520) 733-6282 admin@ikcpartners.com Request for Clarifications for RFP No. 24-087A Accela Civic Application Implementation Services IK Consulting (IKC) provides the following clarification/updates, as requested, related to the above referenced RFP. 1. Per the clarification request, the City will provide project coordinators and leads from each division, to work directly with the proposer's staff for scheduling meetings and tasks. The City intends to provide both a Project Sponsor and Steering Committee members to provide high- level, attend to contract issues, and adder any items that cannot be resolved within the project team. The City prefers the proposer's Project Manger to service as the sole Project Manager for the project. Proposer's Project Manager also jointly serve as a lead business analyst. A. This is acceptable to IKC. We can also confirm that IKC Project Managers are working project managers and always serve both Project Manager and Lead Business Analyst roles on every project. This approach allows us to maintain streamlined communication, enhance project oversight, and ensure that both strategic and analytical needs are addressed seamlessly. B. Proposed team members for this project include: Missy Kern — IK Consulting, LLC Santa Ana Project Manager — Manage project keeping it on track and ensuring Santa Project Ana requirements are achieved while ensuring best practice is Roles: followed. Lead Business Analyst— Define and implement sprint approach for implementation. Conduct analysis sessions with key staff to define gaps in the Civic Apps provided with Civic Platform and define additional jurisdiction record needs. Configuration Support— Provide assistance to configuration and scripting staff for complex configuration needs. Training — Core Team, End User and Administrator Training. Similar Chino, CA Projects Reference: Chase Jones Roles: ciones@cityofchino.org, (909) 334-3393 Fort Worth, TX Go -Live 2013— Reference no longer employed byjurisdiction Huntington Beach, CA Reference: Jasmine Daley jasmine.daley@surfcity-hb.org, (714) 375-5147 Monterey Park, CA Reference: Lisa Wang LWang0bMontereyPark.ca.gov, (626) 307-1300 Paradise Valley, AZ Go -Live 2017— Reference no longer employed byjurisdiction Prescott Valley, AZ Reference: Carmela David cdavid @prescottvalley-az.gov, 928-759-3069 Reedy Creek Improvement District, FL Reference: Ella Hickey ehickey@rcid.org, 407-828-3096 Santa Rosa, CA Reference: Brian Tickner bticknerPsrcity.org, (707) 543-4370 Washington County, MD Reference: Becky Gander rgander@washco-md.net, (240) 313-2466 Washington County, OR Reference: VJ Prasad Vijendra Prasad@washingtoncountyor.gov, 503-846-8720 Whittier, CA Reference: Julia Sutton jsutton0bcityofwhittier.org, (562) 567-9879 Yorba Linda, CA Go -Live 2015— Reference no longer employed byjurisdiction Connie Ingram — IK Consulting, LLC Santa Ana Project Roles: Key Project Support— Backup support for Project Manager and Lead Business Analyst where needed and assistance to configuration and scripting staff for complex configuration needs. Training— End User, AdHoc Reports and Administrator Training. Similar Chino, CA Project Fort Worth, TX Roles: Huntington Beach, CA Monterey Park, CA Paradise Valley, AZ Prescott Valley, AZ Reedy Creek Improvement District, FL Santa Rosa, CA Washington County, MD Washington County, OR Whittier, CA Yorba Linda, CA Reina Schmid - IK Consulting, LLC Santa Ana Project Roles: Business Process Analysis - GAP analysis for existing Civic Apps as well as jurisdiction specific processes requiring full needs analysis System Configuration - Modifications and updates for existing Civic Apps as well as full configuration for jurisdiction specific processes. Automation Scripting - JavaScript development to automate processes for jurisdictions specific needs. Similar Accela, Inc Project Allegheny Co, PA Roles: Chino, CA Downey, CA Hermosa Beach, CA Huntington Beach, CA Jurupa Valley, CA Menifee, CA Missoula, MT Montgomery County, OH Monterey Park, CA Paradise Valley, AZ Plantation, FL Prescott Valley, AZ San Dimas, CA Santa Rosa, CA Sonoma County, CA Washington County, MD Washington County, OR West Sacramento, CA Whittier, CA Woodinville, WA Sherrie Dishroon - IK Consulting, LLC Santa Ana Project Role: Report Development - Development of SSRS Reports. Similar Chino, CA Project Downey, CA Roles: Hermosa Beach, CA Huntington Beach, CA Jurupa Valley, CA Menifee, CA Missoula, MT Montgomery County, OH Monterey Park, CA Paradise Valley, AZ Plantation, FL Prescott Valley, AZ Reedy Creek, FL Sahuarita, AZ San Dimas, CA Santa Rosa, CA Sonoma County, CA Tempe, AZ Washington County, MD Washington County, OR West Sacramento, CA Whittier, CA Woodinville, WA Clint Mills - IK Consulting, LLC Santa Ana Project Role: Automation Scripting - JavaScript development to automate processes for jurisdictions specific needs. Similar Allegheny Co, PA Project Chino, CA Roles: Downey, CA Hermosa Beach, CA Huntington Beach, CA Jurupa Valley, CA Menifee, CA Paradise Valley, AZ Prescott Valley, AZ Santa Rosa, CA Washington County, MD Washington County, OR West Sacramento, CA Whittier, CA Kris Ingram - IK Consulting, LLC Santa Ana Project Roles: System Configuration - Modifications and updates for existing Civic Apps as well as full configuration forjurisdiction specific processes. Similar Hermosa Beach, CA Project Jurupa Valley, CA Roles: Menifee, CA Paradise Valley, AZ San Dimas, CA Washington County, OR Whittier, CA Woodinville, WA Yorba Linda, CA Tiffany Kern - IK Consulting, LLC Santa Ana Project Roles: System Configuration - Modifications and updates for existing Civic Apps as well as full configuration for jurisdiction specific processes. Similar Chino, CA Project Huntington Beach, CA Roles: Monterey Park, CA Paradise Valley, AZ Prescott Valley, AZ Santa Rosa, CA Washington County, MD Washington County, OR West Sacramento, CA Whittier, CA Yorba Linda, CA Amber Anderson - IK Contract Staff Santa Ana Project Roles: System Configuration - Modifications and updates for existing Civic Apps as well as full configuration forjurisdiction specific processes. Automation Scripting-JavaScript development to automate processes for jurisdictions specific needs. Similar Chino, CA Project Downey, CA Roles with Hermosa Beach, CA IKC: Huntington Beach, CA Jurupa Valley, CA Menifee, CA Monterey Park, CA Paradise Valley, AZ Plantation, FL Prescott Valley, AZ San Dimas, CA Santa Rosa, CA Sonoma County, CA Washington County, MD Washington County, OR West Sacramento, CA Whittier, CA Woodinville, WA Yorba Linda, CA Paul Rose - IK Contract Staff Santa Ana Project Roles: Accela GIS Configuration - Configuration of the integration between Santa Ana's GIS system and Civic Platform. Similar Accela Inc. Project Chino, CA Roles Huntington Beach, CA Jurupa Valley, CA Prescott Valley, AZ Santa Rosa, CA Tempe, AZ Washington County, MD Washington County, OR West Sacramento, CA *Note: Paul has years of experience working with multiple jurisdictions as an Accela employee for both full configuration and training on the AGIS tool. Gray Quarter Specific Staff Resources have not been assigned at this time but would be one of the following: Kelly Jaramillo, Sal Guerrero, Adam Scott, Brandon Basil, Lynn Sugut Santa Ana Data Conversion - Conversion of data from existing Santa Ana Property Project Information Network system to Accela's Civic Platform system Roles: Similar Clark County, NV Project Fairfax County, VA Roles: Suffolk County, NY Huntington Beach, CA Gray Quarter Specific Staff Resources have not been assigned at this time but would be one of the following: Kelly Jaramillo, Sal Guerrero, Adam Scott, Brandon Basil, Lynn Sugut Santa Ana Integrations - iNovah Cashiering, Infor Financials, Business Tax System, Project ERP (Lawson), Laserfiche, and CSLB Integrations. Roles: Similar Anaheim, CA Project Moreno Valley, CA Roles: Eastvale, CA Santa Barbara County, CA Santa Clarita, CA 2. Per the clarification request, the City is seeking Proposers with specific experience with similar implementations as well as experience with similar sized California agencies, particularly those in Orange County. A. IKC confirms that we have the ability to access a configured environment from a similar California Accela Civic Platform implementation that has all processes available on line. B. We have requested and received permission from both Huntington Beach, CA and Chino, CA to demonstrate their processes. Huntington Beach, CA is within the Orange County area, while Chino, CA is in the San Bernardino County area. We have several other jurisdictions that have given us permission in the past to demonstrate their implementations and we could provide them if requested. Huntington Beach and Chino have department structures similar to those identified in the Santa Ana RFP, with comparable record types. Additionally, both cities maintain jurisdiction -specific record types tailored to their unique needs. 3. Per the clarification request, the City desires a more agile/iterative approach to analysis, configuration and testing as opposed to a waterfall methodology. A. Following an agile approach, IKC proposes the following updated Project Plan. This plan incorporates seven (7) sprints for the project. The Project Manager will work with staff during project kickoff to determine the most effective breakdown of processes within the sprints. These sprint starts are staggered, and will run in parallelto reduce project delays. B. IKC has created a full project plan utilizing the agile approach, see Appendix A. C. This approach is acceptable to IKC. D. Updated project plan items i. Test Scripts — IKC will develop test script checklists for each process which will include variations of all specific automations incorporated for each process and will match the overall configuration documentation. Specific use case scenarios will be incorporated, with input from staff during the analysis process, to ensure well rounded testing prior to go -live. ii. On -Site Presence — The travel budget has been updated to incorporate onsite resources for all analysis sessions, configuration reviews, testing reviews for each sprint and test documentation. See the included Santa Ana — Price Sheet—IKC—Revised spreadsheet for updated travel budget. iii. Multi -Phased Approach — IKC will ensure that the project is carefully structured to align with the two specific phases as requested by the City, allowing for a clear and organized progression at each phase. • Phase 1 detailed project plan is attached as Appendix A. • Phase 2 recommendations can be found on the Santa Ana — Price Sheet—IKC—Revised spreadsheet. iv. IKC confirms that we can provide all identified project plan changes including: Test Scripts, Additional Onsite Presence, Phase 1 initial go -live requirements and Phase 2 post go -live requirements as part of any awarded contract. IK Consulting staff brings over 25 years of experience in implementing and managing Accela systems across various jurisdictions. Implementation services include: project management, business process analysis, system development, migration, training, report writing, and administration of land development, asset management and licensing software. Since our founding, IK Consulting, LLC has supported around 50 jurisdictions on Legacy products. Since 2010, we have successfully migrated or implemented the Accela Civic Platform in numerous jurisdictions. Additionally, we have partnered with Accela, Inc. to provide augmentation services and have directly contracted with nearly 200 jurisdictions to deliver comprehensive support, including reporting, configuration, scripting, and training. The detailed project plan for Phase 1 is attached as Appendix A and the revised cost proposal is also includes as the Santa Ana — Price Sheet—IKC—Revised spreadsheet. 4. Per the clarification request, the City requests the Proposer to describe their training plan to ensure the City is prepared to operation the system prior to go -live. A. IKC offers several training classes for Administrators, Report Writers and End Users. For the implementation of Civic Platform, we recommend all of the following training classes to help thejurisdiction teams develop the necessary knowledge, skills and competencies to utilize and manage the Civic Platform. Learning objectives and target staff for each class below can be found in the attached Appendix B. ADMINISTRATOR TRAINING Class Duration Max Class Size Core Team 2 Days 12 Civic Platform Administrator 3 Days 12 Civic Platform User Experience 2 Days 12 EMSE Basics 1 Day 6 Citizen Access Administrator 1 Day 12 AGIS Admin '/z Day 12 REPORT WRITTER TRAINING Class Duration Max Class Size Report Training Workshop 4 Days 6 END USER TRAINING Class Duration Max Class Size Core Team Training 2 Days 12 End User Training (10 classes) 1.5 Days 15 B. Accela Free Courses to consider Accela offers several free online courses for both End Users and Administrators. For this initial implementation we believe the most effective training options will be via the training schedule above which is focused on your jurisdiction's specific configuration. Post go -live these free Accela courses will be a great tool for bringing new staff up to speed. Key courses that IKC would recommend for new System Administrators are: Oxygen User Interface End -user Training Civic Platform Basics Civic Platform: Working with Records The Oxygen User Interface, An Admins Perspective Accela New Release Training Key courses that IKC would recommend for new End Users are: Oxygen User Interface End -user Training Civic Platform Basics Civic Platform: Working with Records C. Accela U Paid Courses to consider Accela provides a wide range of highly effective paid courses via Accela U, many of which are also available through IKC. We recommend considering the following two courses: Ad Hoc Reports — Ideal for both End Users and Administrators, this course empowers participants to create reports quickly and efficiently without needing SQL query experience. Accela Insights Administration — Designed for Administrators, this course offers an in- depth understanding of the configuration and management of the Accela Insights reporting tool. IKC again appreciates the opportunity to be considered for Santa Ana's Request for Proposal. If we can be of any further assistance, or if you have any additional questions, please do not hesitate to reach out. Sincerely, Melis Kern Managing Partner IK Consulting, LLC Appendix A ID 0 Task Name On Site Duration Start Finish 1 le ® ® ® le ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® ® f ® ® ® Santa Ana Implementation Project Initialization Core Team Definition & Schedule Kick Off Presentation Provision Environment/Activate Modules To-Be Analysis Analysis Layout Analysis Session - Sprint 1 Analysis Session - Sprint 2 Analysis Session - Sprint 3 Analysis Session - Sprint 4 Analysis Session - Sprint 5 Analysis Session - Sprint 6 Analysis Session - Sprint 7 Configuration / GAP Documention Finalization - Sprint 1 Acceptance - Sprint 1 (25 Processes) Finalization - Sprint 2 Acceptance - Sprint 2 (25 Processes) Finalization - Sprint 3 Acceptance - Sprint 3 (25 Processes) Finalization - Sprint 4 Acceptance - Sprint 4 (25 Processes) Finalization - Sprint 5 Acceptance - Sprint 5 (25 Processes) Finalization - Sprint 6 Acceptance - Sprint 6 (25 Processes) Finalization - Sprint 7 Acceptance - Sprint 7 (25 Processes) Civic Application Updates / New Record Build Sprint 1 Record Updates / Development Configuration Testing Acceptance Sprint 2 Record Updates / Development Configuration Testing Acceptance Sprint 3 Record Updates / Development Configuration Testing Acceptance Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes 417 days 25 days 10 days 1 day 10 days 116 days 2 days 4 days 4 days 4 days 4 days 4 days 4 days 4 days 121 days 16 days 5 days 16 days 5 days 16 days 5 days 16 days 5 days 16 days 5 days 16 days 5 days 16 days 5 days 125 days 25 days 15 days 4 days 6 days 25 days 15 days 4 days 6 days 25 days 15 days 4 days 6 days Mon 09/30/24 Mon 09/30/24 Mon 09/30/24 Mon 10/14/24 Mon 10/21/24 Thu 10/17/24 Thu 10/17/24 Mon 11/04/24 Mon 12/02/24 Mon 12/16/24 Mon 01/06/25 Mon 01/27/25 Mon 02/24/25 Mon 03/24/25 Fri 11/08/24 Fri 11/08/24 Mon 12/02/24 Fri 12/06/24 Mon 12/30/24 Fri 12/20/24 Mon 01/13/25 Fri 01/10/25 Mon 02/03/25 Fri 01/31/25 Mon 02/24/25 Fri 02/28/25 Mon 03/24/25 Fri 03/28/25 Mon 04/21/25 Mon 12/09/24 Mon 12/09/24 Mon 12/09/24 Mon 12/30/24 Fri 01/03/25 Mon 01/06/25 Mon 01/06/25 Mon 01/27/25 Fri 01/31/25 Mon 01/20/25 Mon 01/20/25 Mon 02/10/25 Fri 02/14/25 Fri 05/01/26 Fri 11/01/24 Fri 10/11/24 Mon 10/14/24 Fri 11/01/24 Thu 03/27/25 Fri 10/18/24 Thu 11/07/24 Thu 12/05/24 Thu 12/19/24 Thu 01/09/25 Thu 01/30/25 Thu 02/27/25 Thu 03/27/25 Fri 04/25/25 Fri 11/29/24 Fri 12/06/24 Fri 12/27/24 Fri 01/03/25 Fri 01/10/25 Fri 01/17/25 Fri 01/31/25 Fri 02/07/25 Fri 02/21/25 Fri 02/28/25 Fri 03/21/25 Fri 03/28/25 Fri 04/18/25 Fri 04/25/25 Fri 05/30/25 Fri 01/10/25 Fri 12/27/24 Thu 01/02/25 Fri 01/10/25 Fri 02/07/25 Fri 01/24/25 Thu 01/30/25 Fri 02/07/25 Fri 02/21/25 Fri 02/07/25 Thu 02/13/25 Fri 02/21/25 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 Project: Project2 Date: Sun 08/18/24 Task External Tasks Split External Milestone Milestone Inactive Task Summary Progress Project Summary Deadline Page 1 ID 0 Task Name On Site Duration Start Finish 43 f f f Sprint 4 Record Updates / Development Configuration Testing Acceptance Sprint 5 Record Updates / Development Configuration Testing Acceptance Sprint 6 Record Updates / Development Configuration Testing Acceptance Sprint 7 Record Updates / Development Configuration Testing Acceptance Configuration Acceptance Build / Conversions / Interfaces APO Data Conversion / XAPO Development Analysis Conversion /Configuration Conversion Testing Conversion Acceptance Licensed Professional Conversion / CSLB Development Analysis Conversion / Integration Conversion Testing Conversion Acceptance Legacy Data Conversion Data Mapping First Pass Mapping Review / Script Modification Conversion Testing Second Pass (as needed) Mapping Review / Script Modification Conversion Testing Third Pass (as needed) Mapping Review / Script Modification Conversion Testing Conversion Acceptance Yes Yes Yes Yes 25 days 15 days 4 days 6 days 25 days 15 days 4 days 6 days 25 days 15 days 4 days 6 days 24 days 15 days 4 days 5 days 1 day 255 days 60 days 50 days 20 days 20 days 10 days 5 days 55 days 50 days 20 days 20 days 10 days 5 days 85 days 30 days 20 days 5 days 15 days 15 days 5 days 10 days 15 days 5 days 10 days 5 days Mon 02/10/25 Mon 02/10/25 Mon 03/03/25 Fri 03/07/25 Mon 03/03/25 Mon 03/03/25 Mon 03/24/25 Fri 03/28/25 Mon 03/31/25 Mon 03/31/25 Mon 04/21/25 Fri 04/25/25 Mon 04/28/25 Mon 04/28/25 Mon 05/19/25 Fri 05/23/25 Fri 05/30/25 Mon 12/02/24 Mon 12/09/24 Mon 12/16/24 Mon 12/16/24 Mon 01/13/25 Mon 02/10/25 Mon 02/24/25 Mon 12/09/24 Mon 12/09/24 Mon 12/09/24 Mon 01/06/25 Mon 02/03/25 Mon 02/17/25 Mon 06/02/25 Mon 06/02/25 Mon 07/14/25 Mon 07/14/25 Mon 07/21/25 Mon 08/11/25 Mon 08/11/25 Mon 08/18/25 Mon 09/01/25 Mon 09/01/25 Mon 09/08/25 Mon 09/22/25 Fri 03/14/25 Fri 02/28/25 Thu 03/06/25 Fri 03/14/25 Fri 04/04/25 Fri 03/21/25 Thu 03/27/25 Fri 04/04/25 Fri 05/02/25 Fri 04/18/25 Thu 04/24/25 Fri 05/02/25 Thu 05/29/25 Fri 05/16/25 Thu 05/22/25 Thu 05/29/25 Fri 05/30/25 Fri 11/21/25 Fri 02/28/25 Fri 02/21/25 Fri 01/10/25 Fri 02/07/25 Fri 02/21/25 Fri 02/28/25 Fri 02/21/25 Fri 02/14/25 Fri 01/03/25 Fri 01/31/25 Fri 02/14/25 Fri 02/21/25 Fri 09/26/25 Fri 07/11/25 Fri 08/08/25 Fri 07/18/25 Fri 08/08/25 Fri 08/29/25 Fri 08/15/25 Fri 08/29/25 Fri 09/19/25 Fri 09/05/25 Fri 09/19/25 Fri 09/26/25 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 Project: Project2 Date: Sun 08/18/24 Task External Tasks Split External Milestone Milestone ♦ Inactive Task Summary Progress Project Summary Deadline Page 2 ID Task Name On Site Duration Start Finish 85 f f f 0� f 0� 0� 0� o� f 0 0 0 0� f 0� EMSE Analysis Development Acceptance Report Development Analysis Development Acceptance GIS Configuration Configuration Acceptance Citizen Access Development Configuration Acceptance Interface Development Analysis Configuration / Script Development Acceptance Readiness Training End User Training Core Team Training - 2 Day Daily User Training - 1.5 Days (10 Classes) Admin Training Administrator Training - 3 Days EMSE Training - 1 Day Reports Workshop - 4 Days GIS Administration Training - 1/2 Day ACA Administration Training - 1 Day User Experience Administration Training - 2 Days User Acceptance Testing User Acceptance Test Plan User Acceptance Testing - Sprint 1 User Acceptance Testing - Sprint 2 User Acceptance Testing - Sprint 3 User Acceptance Testing - Sprint 4 User Acceptance Testing - Sprint 5 User Acceptance Testing - Sprint 6 User Acceptance Testing - Sprint 7 Off -Site Support/UAT Go Live Configuration Push to PROD Yes Yes Yes Yes Yes TBD Yes Yes Yes Yes Yes Yes Yes Yes Yes 85 days 25 days 45 days 15 days 130 days 40 days 75 days 15 days 40 days 30 days 10 days 125 days 115 days 10 days 150 days 40 days 90 days 20 days 390 days 390 days 354 days 2 days 15 days 316 days 3 days 1 day 4 days 1 day 1 day 2 days 129 days 15 days 4 days 4 days 4 days 4 days 4 days 4 days 4 days 110 days 47 days 5 days Mon 03/31/25 Mon 03/31/25 Mon 05/05/25 Mon 07/07/25 Mon 02/03/25 Mon 02/03/25 Mon 03/31/25 Mon 07/14/25 Mon 12/02/24 Mon 12/02/24 Mon 01/13/25 Mon 06/02/25 Mon 06/02/25 Mon 11/10/25 Mon 02/03/25 Mon 02/03/25 Mon 03/31/25 Mon 08/04/25 Tue 10/15/24 Tue 10/15/24 Tue 10/15/24 Tue 10/15/24 Mon 02/02/26 Mon 01/27/25 Mon 06/16/25 Thu 04/09/26 Mon 05/12/25 Mon 01/27/25 Wed 04/08/26 Mon 04/06/26 Mon 09/08/25 Mon 09/08/25 Mon 09/29/25 Mon 10/20/25 Mon 11/10/25 Mon 12/01/25 Mon 12/15/25 Mon 01/05/26 Mon 01/26/26 Fri 10/03/25 Mon 02/23/26 Mon 02/23/26 Fri 07/25/25 Fri 05/02/25 Fri 07/04/25 Fri 07/25/25 Fri 08/01/25 Fri 03/28/25 Fri 07/11/25 Fri 08/01/25 Fri 01/24/25 Fri 01/10/25 Fri 01/24/25 Fri 11/21/25 Fri 11/07/25 Fri 11/21/25 Fri 08/29/25 Fri 03/28/25 Fri 08/01/25 Fri 08/29/25 Thu 04/09/26 Thu 04/09/26 Fri 02/20/26 Wed 10/16/24 Fri 02/20/26 Thu 04/09/26 Wed 06/18/25 Thu 04/09/26 Thu 05/15/25 Mon 01/27/25 Wed 04/08/26 Tue 04/07/26 Thu 03/05/26 Fri 09/26/25 Thu 10/02/25 Thu 10/23/25 Thu 11/13/25 Thu 12/04/25 Thu 12/18/25 Thu 01/08/26 Thu 01/29/26 Thu 03/05/26 Fri 04/24/26 Fri 02/27/26 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 Project: Project2 Date: Sun 08/18/24 Task External Tasks Split External Milestone Milestone ♦ Inactive Task Summary Progress Project Summary Deadline Page 3 ID o Task Name On Site Duration Start Finish 127 ® f ® Final Conversion of Legacy Data On -Site Support Off -Site Support Customer Resource Handover Final Acceptance Project Close - Start Ongoing Maintenance Yes 2 days 5 days 20 days 5 days 4 days 1 day Sat 03/21/26 Mon 03/23/26 Mon 03/30/26 Mon 04/27/26 Mon 04/27/26 Fri 05/01/26 Sun 03/22/26 Fri 03/27/26 Fri 04/24/26 Fri 05/01/26 Thu 04/30/26 Fri 05/01/26 128 129 130 131 132 Project: Project2 Date: Sun 08/18/24 Task External Tasks Split External Milestone Milestone Inactive Task Summary Progress 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Federal Regulations — Recipient must comply with the government cost principles, uniform administrative requirements and audit requirements for federal grant program housed within Title 2, Part 200 of the Code of Federal Regulations. b. Debarment and Suspension — As required by Executive Orders 12549 and 12689, and 2 CFR §200.212 and codified in 2 CFR Part 200, Recipient must provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government. C. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by CITY, the grant agency and/or their duly authorized representatives for a period of three (3) years from the date of submission of the final expenditure report by the City of Santa Ana. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Recipient shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Recipient shall make said documents, papers and records available to City and the agency from which City received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Recipient, upon request during usual working hours. d. Reports - Recipient shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. e. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Recipient agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. f. Americans with Disabilities Act of 1990 - (ADA) Recipient must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. g. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act". h. No Lobbying - Recipient will comply with all applicable lobbying prohibitions and laws, including those found in the Byrd Anti -Lobbying Amendment (31 U.S.C. 1352, et seq.), and agrees that none of the funds provided under this award may be expended by the Recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of City of Santa Ana Purchasing Division Page 154 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement. i. Non -Discrimination and Equal Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Recipient makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Recipient will forward a copy of the findings to CITY which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. If applicable, recipient will comply with the equal opportunity clause in 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375. j. Equal Employment Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. k. Public Contracts Code subrecipients) will comply, with Section 10295.3, as applicable. Recipient will comply, and all its contractors (or all requirements of the California Public Contract Code I. Copeland Anti -Kickback Act - Recipient will comply, and all its contractors and subcontractors (or subrecipients) shall comply, with all requirements of the Copeland "Anti -Kickback" Act (30 U.S.C. 3145) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. (1) Contractor — Contractors shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract. (2) Subcontracts — Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. City of Santa Ana Purchasing Division Page 155 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (3) Breach — A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12. M. Davis -Bacon Act - Recipient will subrecipients) will comply, wit h comply, and all its contractors (or of the Davis -Bacon Act (40 U.S.C. Department of Labor regulations (29 Contractors are required to pay wages to laborers and mechanics at a rate no less than the prevailing wages specified in a wage determination made by the Secretary of Labor. Additionally, contractors are required to pay wages not less than once a week. n. Work Hours and Safety - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3702 and 3704) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. o. Clean Air Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all applicable standards, orders or requirements issued under the Clean Air Act (42 U.S.C. 7401-7671q), and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as applicable. P. Energy and Conservation - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Energy Policy and Conservation Act (42 U.S.C. 6201), as applicable. q. Waste Disposal - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable. r. Patent Rights - Recipient agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401 and any other implementing regulations, as applicable. S. Copyright - Recipient may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve a royalty -free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and/or City purpose: (1) the copyright in any work developed through this Agreement; and City of Santa Ana Purchasing Division Page 156 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government's, SAA's and City's rights identified above must be conveyed to the publisher and the language of the publisher's release form must ensure the preservation of these rights. t. Telecommunications (2 CFR 200.216) - Recipient will comply with FEMA Policy 405-143-1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunication Equipment or Services (Interim), which prohibits grant recipients and subrecipients from obligating or expending loan or grant funds to procure or obtain, extend or renew a contract to procure or obtain, or to enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is: (1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). (3) Telecommunications or video surveillance services provided by such entities or using such equipment. (4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. U. Domestic preferences for procurements (2 CFR 200.322) - Recipient agrees that as appropriate and to the extent consistent with law, it will, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). This requirement must be included in all subawards including all contracts and purchase orders for work or products under this award. For purposes of this provision: "produced in the United States" means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; and "manufactured products" means items and construction materials City of Santa Ana Purchasing Division P a g , 157 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer -based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber. V. Equal Employment in Construction Contracts - Pursuant to Equal Employment Opportunity requirements of 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375, as to any construction contract thereunder, if applicable, during the performance of this contract, the contractor agrees as follows: (1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. (3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information. (4) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or City of Santa Ana Purchasing Division Page 158 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (5) The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. (6) The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (7) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (8) The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. City of Santa Ana Purchasing Division Page 159 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services EXHIBIT III-B FEDERAL CONTRACT PROVISIONS During the performance of this Agreement, Consultant shall comply with all applicable federal laws and regulations including, but not limited to, the federal contract provisions in this Exhibit C. 1. REQUIRED CONTRACT PROVISIONS IN ACCORDANCE WITH APPENDIX II TO PART 200 — CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS (2 C.F.R. § 200.327) (a) Appendix II to Part 200 (A); Appendix II to Part 200 (B): Remedies for Breach; Termination for Cause/Convenience. The Contract Documents include remedies for breach and termination for cause and convenience. (b) Appendix II to Part 200 (C) — Equal Employment Opportunity If this Agreement meets the definition of a "federal assisted construction contract" in 41 CFR § 60-1.3, Consultant agrees as follows during the performance of this Agreement: (i) The Consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Consultant will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (ii) The Consultant will, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. (iii) The Consultant will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Consultant's legal duty to furnish information. (iv) The Consultant will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. Page 160 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (v) The Consultant will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. (vi) The Consultant will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (vii) In the event of the Consultant's noncompliance with the nondiscrimination clauses of this Agreement or with any of the said rules, regulations, or orders, this Agreement may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (viii) The Consultant will include the portion of the sentence immediately preceding paragraph (i) and the provisions of paragraphs (i) through (vii) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Consultant will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Consultant may request the United States to enter into such litigation to protect the interests of the United States. The City further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work: Provided, That if the City so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the Agreement. The City agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of the Consultant and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency in the discharge of the agency's primary responsibility for securing compliance. The City further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for Page 161 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the City agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole or in part the grant (contract, loan, insurance, guarantee) for this project; refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings. (c) Appendix II to Part 200 (D) — Davis -Bacon Act: Not applicable to this Agreement since it is funded by CSLFRF. (d) Appendix II to Part 200 (D) — Copeland "Antti-Kickback" Act: Not applicable to this Agreement since it is funded by CSLFRF. (e) Appendix II to Part 200 (E) — Contract Work Hours and Safety Standards Act: (i) Overtime Requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (ii) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (ii) of this section the Consultant and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (ii) of this section, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (ii) of this section. (iii) Withholding for unpaid wages and liquidated damages. The City shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the Consultant or subcontractor under any such contract or any other Federal contract with the Consultant, or any other federally -assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the Consultant, such sums as may be determined to be necessary to satisfy any liabilities of Consultant or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (iii) of this section. (iv) Subcontracts. The Consultant or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (ii) through (v) of this Section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The Consultant Page 162 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (ii) through (v) of this Section. (f) Appendix II to Part 200 (F) — Rights to Inventions Made Under a Contract or Agreement: If the Federal award meets the definition of "funding agreement" under 37 CFR § 401.2 (a) and the Consultant wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that "funding agreement," the Consultant must comply with the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency.. (g) Appendix II to Part 200 (G) — Clean Air Act and Federal Water Pollution Control Act: (i) Pursuant to the Clean Air Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq., (2) Consultant agrees to report each violation to the City and understands and agrees that the City will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and (3) Consultant agrees to include these requirements in each subcontract exceeding $150,000. (ii) Pursuant to the Federal Water Pollution Control Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq., (2) Consultant agrees to report each violation to the City and understands and agrees that the City will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and (3) Consultant agrees to include these requirements in each subcontract exceeding $150,000. (h) Appendix II to Part 200 (H) — Debarment and Suspension: (i) This Agreement is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such Consultant is required to verify that none of the Consultant, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935). (ii) Consultant must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (iii) This certification is a material representation of fact relied upon by City. If it is later determined that Consultant did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the City, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (iv) Consultant warrants that it is not debarred, suspended, or otherwise excluded from or ineligible for participation in any federal programs. Consultant also agrees to verify that all subcontractors performing work under this Agreement are not debarred, disqualified, or otherwise prohibited from participation in accordance with the requirements above. Consultant Page 163 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services further agrees to notify the City in writing immediately if Consultant or its subcontractors are not in compliance during the term of this Agreement. (i) Appendix II to Part 200 (I) — Byrd Anti-LobbyingAct: Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non -Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the awarding agency. (j) Appendix II to Part 200 (J)�200.323 Procurement of Recovered Materials: (i) Consultant shall comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement. (ii) In the performance of this Agreement, the Consultant shall make maximum use of products containing recovered materials that are EPA -designated items unless the product cannot be acquired: competitively within a timeframe providing for compliance with the contract performance schedule; meeting contract performance requirements; or at a reasonable price. (iii) Information about this requirement, along with the list of EPA -designate items, is available at EPA's Comprehensive Procurement Guidelines web site, https://www. epa.gov/smm/comprehensive-procurement-guideline-cpg-program. (iv) The Consultant also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act." (k) Appendix II to Part 200 (K) — �200.216 Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment: (i) Consultant shall not contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system funded under this Agreement. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (1) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). Page 164 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (2) Telecommunications or video surveillance services provided by such entities or using such equipment. (3) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. (ii) See Public Law 115-232, section 889 for additional information. (1) Appendix II to Part 200 Q — §200.322 Domestic Preferences for Procurement: (i) Consultant shall, to the greatest extent practicable, purchase, acquire, or use goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subcontracts. (ii) For purposes of this section: (1) "Produced in the United States" means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States. (2) "Manufactured products" means items and construction materials composed in whole or in part of nonferrous metals such as aluminum; plastics and polymer -based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber. 2. CONTRACTING WITH SMALL AND MINORITY FIRMS, WOMEN'S BUSINESS ENTERPRISE AND LABOR SURPLUS AREA FIRMS (2 C.F.R. § 200.321) (a) Consultant shall be subject to 2 C.F.R. § 200.321 and will take affirmative steps to assure that minority firms, women's business enterprises, and labor surplus area firms are used when possible and will not be discriminated against on the grounds of race, color, religious creed, sex, or national origin in consideration for an award. (b) Affirmative steps shall include: (i) Placing qualified small and minority businesses and women's business enterprises on solicitation lists; (ii) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (iii) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises; (iv) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; and Page 165 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (v) Using the services/assistance of the Small Business Administration (SBA), and the Minority Business Development Agency (MBDA) of the Department of Commerce. (c) Consultant shall submit evidence of compliance with the foregoing affirmative steps when requested by the City. 3. COMPLIANCE WITH U.S. DEPARTMENT OF THE TREASURY CORONAVIRUS LOCAL FISCAL RECOVERY FUND AWARD TERMS AND CONDITIONS (a) Maintenance of and Access to Records. Consultant shall maintain records and financial documents sufficient to evidence compliance with section 603(c) of the Act, Treasury's regulations implementing that section, and guidance issued by Treasury regarding the foregoing. Consultant agrees to provide the City, Treasury Office of Inspector General and the Government Accountability Office, or any of their authorized representatives access to any books, documents, papers, and records (electronic an otherwise) of the Consultant which are directly pertinent to this Agreement for the purposes of conducting audits or other investigations. Records shall be maintained by Consultant for a period of five (5) years after completion of the Project. (b) Compliance with Federal Regulations. Consultant agrees to comply with the requirements of section 603 of the Act, regulations adopted by Treasury pursuant to section 603(f) of the Act, and guidance issued by Treasury regarding the foregoing. Consultant also agrees to comply with all other applicable federal statutes, regulations, and executive orders, including, without limitation, the following: (i) Universal Identifier and System for Award Management (SAM), 2 C.F.R. Part 25, pursuant to which the award term set forth in Appendix A to 2 C.F.R. Part 25 is hereby incorporated by reference. (ii) Reporting Subaward and Executive Compensation Information, 2 C.F.R. Part 170, pursuant to which the award term set forth in Appendix A to 2 C.F.R. Part 170 is hereby incorporated by reference. (iii) OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement), 2 C.F.R. Part 180, including the requirement to include a term or condition in all lower tier covered transactions (contracts and subcontracts described in 2 C.F.R. Part 180, subpart B) that the award is subject to 2 C.F.R. Part 180 and Treasury's implementing regulation at 31 C.F.R. Part 19. (iv) Recipient Integrity and Performance Matters, pursuant to which the award term set forth in 2 C.F.R. Part 200, Appendix XII to Part 200 is hereby incorporated by reference. 20. (v) Governmentwide Requirements for Drug -Free Workplace, 31 C.F.R. Part (vi) New Restrictions on Lobbying, 31 C.F.R. Part 21. (vii) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. §§ 4601-4655) and implementing regulations. Page 166 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (c) Compliance with Federal Statutes and Regulations Prohibiting Discrimination. Consultant agrees to comply with statutes and regulations prohibiting discrimination applicable to the CSLFRF program including, without limitation, the following: (i) Title VI of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d et seq.) and Treasury's implementing regulations at 31 C.F.R. Part 22, which prohibit discrimination on the basis of race, color, or national origin under programs or activities receiving federal financial assistance. (ii) The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601 et seq.), which prohibits discrimination in housing on the basis of race, color, religion, national origin, sex, familial status, or disability. (iii) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of disability under any program or activity receiving federal financial assistance. (iv) The Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101 et seq.), and Treasury's implementing regulations at 31 C.F.R. Part 23, which prohibit discrimination on the basis of age in programs or activities receiving federal financial assistance. (v) Title II of the Americans with Disabilities Act of 1990, as amended (42 U.S.C. §§ 12101 et seq.), which prohibits discrimination on the basis of disability under programs, activities, and services provided or made available by state and local governments or instrumentalities or agencies thereto. (d) False Statements. Consultant understands that making false statements or claims in connection with the CSLFRF program is a violation of federal law and may result in criminal, civil, or administrative sanctions, including fines, imprisonment, civil damages and penalties, debarment from participating in federal awards or contracts, and/or any other remedy available by law. (e) Protections for Whistleblowers. (i) In accordance with 41 U.S.C. § 4712, Consultant may not discharge, demote, or otherwise discriminate against an employee in reprisal for disclosing to any of the list of persons or entities provided below, information that the employee reasonably believes is evidence of gross mismanagement of a federal contract or grant, a gross waste of federal funds, an abuse of authority relating to a federal contract or grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation of a contract) or grant. (ii) The list of persons and entities referenced in the paragraph above includes the following: (1) A member of Congress or a representative of a committee of Congress; (2) An Inspector General; (3) The Government Accountability Office; P a g e 167 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services management; enforcement agency; (4) A Treasury employee responsible for contract or grant oversight or (5) An authorized official of the Department of Justice or other law (6) A court or grand jury; or (7) A management official or other employee of Consultant, or a subcontractor who has the responsibility to investigate, discover, or address misconduct. (f) Increasing Seat Belt Use in the United States. Pursuant to Executive Order 13043, 62 FR 19217 (Apr. 18, 1997), Consultant is encouraged to adopt and enforce on-the-job seat belt policies and programs for their employees when operating company -owned, rented or personally owned vehicles, and encourage its subcontractors to do the same (g) Reducing Text Messaging While Driving. Pursuant to Executive Order 13513, 74 FR 51225 (Oct. 6, 2009), Consultant should encourage its employees and subcontractors to adopt and enforce policies that ban text messaging while driving, and Consultant should establish workplace safety policies to decrease accidents caused by distracted drivers. (h) Assurances of Compliance with Civil Rights Requirements. The Civil Rights Restoration Act of 1987 provides that the provisions of this assurance apply to the Project, including, but not limited to, the following: (i) Consultant ensures its current and future compliance with Title VI of the Civil Rights Act of 1964, as amended, which prohibits exclusion from participation, denial of the benefits of, or subjection to discrimination under programs and activities receiving federal funds, of any person in the United States on the ground of race, color, or national origin (42 U.S.C. § 2000d et seq.), as implemented by the Department of the Treasury Title VI regulations at 31 CFR Part 22 and other pertinent executive orders such as Executive Order 13166; directives; circulars; policies; memoranda and/or guidance documents. (ii) Consultant acknowledges that Executive Order 13166, "Improving Access to Services for Persons with Limited English Proficiency (LEP)," seeks to improve access to federally assisted programs and activities for individuals who, because of national origin, are limited in their English proficiency. Consultant understands that the denial of access to persons to its programs, services and activities because of their limited proficiency in English is a form of national origin discrimination prohibited under Title VI of the Civil Rights Act of 1964. Accordingly, Consultant shall initiate reasonable steps, or comply with Treasury's directives, to ensure meaningful access to its programs, services and activities to LEP persons. Consultant understands and agrees that meaningful access may entail providing language assistance services, including oral interpretation and written translation where necessary to ensure effective communication in the Project. (iii) Consultant agrees to consider the need for language services for LEP persons during development of applicable budgets and when conducting programs, services and activities. As a resource, the Department of the Treasury has published its LEP guidance at 70 FR 6067. For more information on LEP, please visit http://www.lep.gov. Page 168 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services (iv) Consultant acknowledges and agrees that compliance with this assurance constitutes a condition of continued receipt of federal financial assistance and is binding upon Consultant and Consultant's successors, transferees and assignees for the period in which such assistance is provided. (v) Consultant agrees to incorporate the following language in every contract or agreement subject to Title VI and its regulations between the Consultant and the Consultant's subcontractors, successors, transferees and assignees: The subcontractor, successor, transferee and assignee shall comply with Title VI of the Civil Rights Act of 1964, which prohibits recipients of federal financial assistance from excluding from a program or activity, denying benefits of, or otherwise discriminating against a person on the basis of race, color, or national origin (42 U.S.C. § 2000d et seq.), as implemented by Department of the Treasury Title VI regulations, 31 CFR Part 22, which are herein incorporated by reference and made a part of this contract (or agreement). Title VI also extends protection to persons with "Limited English proficiency " in any program or activity receiving federal financial assistance, 42 U.S.C. § 2000d et seq., as implemented by Department of the Treasury Title VI regulations, 31 CFR Part 22, which are herein incorporated by reference and made apart of this contract (or agreement). (vi) Consultant understands and agrees that if any real property or structure is provided or improved with the aid of federal financial assistance by the Department of the Treasury, this assurance obligates the Consultant, or in the case of a subsequent transfer, the transferee, for the period during which the real property or structure is used for a purpose for which the federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. If any personal property is provided, this assurance obligates the Consultant for the period during which it retains ownership or possession of the property. (vii) Consultant shall cooperate in any enforcement or compliance review activities by the Department of the Treasury of the aforementioned obligations. Enforcement may include investigation, arbitration, mediation, litigation, and monitoring of any settlement agreements that may result from these actions. Consultant shall comply with information requests, on -site compliance reviews, and reporting requirements. (viii) Consultant shall maintain a complaint log and inform the Department of the Treasury of any accusations of discrimination on the grounds of race, color, or national origin, and limited English proficiency covered by Title VI of the Civil Rights Act of 1964 and implementing regulations and provide, upon request, a list of all such reviews or proceedings based on the complaint, pending or completed, including outcome. Consultant must also inform the Department of the Treasury if Consultant has received no complaints under Title VI. (ix) Consultant must provide documentation of an administrative agency's or court's findings of non-compliance of Title VI and efforts to address the non-compliance, including any voluntary compliance or other agreements between the Consultant and the administrative agency that made the finding. If the Consultant settles a case or matter alleging such discrimination, Consultant must provide documentation of the settlement. If Consultant has not been the subject of any court or administrative agency finding of discrimination, please so state. Page 169 City of Santa Ana, CA RFP 24-087A Accela Civic Implementation Services W If Consultant makes sub -awards to other agencies or other entities, Consultant is responsible for assuring that sub -recipients also comply with Title VI and all of the applicable authorities covered in this assurance. Page 170 CITY OF SANTA ANA FINANCE & MANAGEMENT SERVICES AGENCY PURCHASING DIVISION PURCHASE ORDER CONTRACT XXXX SHOW NUMBER ON ALL PACKAGES, INVOICES AND RELATED DOCUMENTS Vendor 52607 Estimated PER AGREEMENT FOB DESTINATION Effective Date 10/01/2024 Delivery Date source of SPEC NO. #24-087A Blanket 09/30/2025 -7 Terms NET 45 Quotation End Date V CARAHSOFT TECHNOLOGY CORP MAIL INVOICES TO: CITY OF SANTA ANA E 11493 SUNSET HILLS ROAD ACCOUNTS PAYABLE M-91 N RESTON, VA 20190 D 20 CIVIC CENTER PLAZA, RM 326 O PHONE: (571) 662-3147 SANTA ANA, CA 92701 R EMAIL: Jazmine.Fitts@carahsoft.com EMAIL INVOICES TO: ACCOUNTSPAYABLE@SANTA-ANA.ORG BLANKET ORDER CONTRACT FOR FURNISHING AND DELIVERING CLOUD SOLUTIONS TO THE CITY OF SANTA ANA ON AN AS - NEEDED BASIS IN ACCORDANCE WITH THE PRICING, TERMS, AND CONDITIONS SET FORTH IN NASPO CONTRACT 7017-70-40-05 (AR2472). CONTRACT TERM: ONE (1) YEAR TERM, 10/01/2024 - 9/30/2025 WITH FOUR (4) AUTOMATIC, ONE-YEAR (1) RENEWALS UNLESS CANCELED IN WRITING WITHIN 60- DAYS OF RENEWAL DATE EACH YEAR CITY CONTACT: JACK CIULLA, CHIEF TECHNOLOGY INNOVATIONS OFFICER PHONE: (714) 647-5381 OR EMAIL: JCIULLA@SANTA-ANA.ORG PRICING STRUCTURE: ITEM CITY PRICE EXTENDED Multi-SolutionsSaaS— Accela 25 $3,007.83 $75,195.75 12 Months Accela Building, Planning and Business Licensing — SaaS — Phase 1 TOTAL YEAR 1 $75,195.75 Accela Enhanced Reporting Database (ERD) will be made available at no charge for year 1 and will be invoiced for the remaining years based on the table, below. ERD Pricing table Term Year Cost 10/1/2024 — 9/30/2025 (1) Free for year 1 10/1/2025 — 9/30/2026 (2) $38,185.15 10/1/2026 — 9/30/2027 (3) $40,094.33 10/1/2027 — 9/30/2028 (4) $42,099.35 10/1/2028 — 9/30/2029 (5) $44,203.95 Pricing continued on next page. VENDOR BILLING INSTRUCTIONS: 1. Invoice the City of Santa Ana and mail to: CITY OF SANTA ANA ACCOUNTS PAYABLE M-91. 20 CIVIC CENTER PLAZA RM 326, SANTA ANA, CA 92701 2. Invoices must reference the purchase order number showing quantities, description, units and unit price. 3. Freight charges, when authorized, shall be prepaid and added to the invoice as a separate item. 4. OUT OF STATE VENDOR: California seller's permit or Certificate of Registration - Use Tax, is required to collect tax, otherwise the city will pay direct. VENDOR'S COPY Purchasing Manager: Buyer JACQU ES LAM (714) 647-5467 (REQUIRED IF OVER $6,000) CITY OF SANTA ANA FINANCE & MANAGEMENT SERVICES AGENCY PURCHASING DIVISION PURCHASE ORDER CONTRACT XXXX SHOW NUMBER ON ALL PACKAGES, INVOICES AND RELATED DOCUMENTS Vendor 52607 Estimated PER AGREEMENT FOB DESTINATION Effective Date 10/01/2024 Delivery Date source of SPEC NO. #24-087A Agreement 09/30/2025 Terms NET 45 Quotation End Date V CARAHSOFT TECHNOLOGY CORP E 11493 SUNSET HILLS ROAD N RESTON, VA 20190 D O PHONE: (571) 662-3147 R EMAIL: Jazmine.Fitts@carahsoft.com VENDOR BILLING INSTRUCTIONS: 1. Invoice the City of Santa Ana and mail to: CITY OF SANTA ANA ACCOUNTS PAYABLE M-91. 20 CIVIC CENTER PLAZA RM 326, SANTA ANA, CA 92701 2. Invoices must reference the purchase order number showing quantities, description, units and unit price. 3. Freight charges, when authorized, shall be prepaid and added to the invoice as a separate item. 4. OUT OF STATE VENDOR: California seller's permit or Certificate of Registration - Use Tax, is required to collect tax. otherwise the citv will Dav direct. MAIL INVOICES TO: CITY OF SANTA ANA ACCOUNTS PAYABLE M-91 20 CIVIC CENTER PLAZA, RM 326 SANTA ANA, CA 92701 EMAIL INVOICES TO: ACCOUNTSPAYABLE@SANTA-ANA.ORG VENDOR'S COPY Purchasing Manager: Buyer JACQU ES LAM (714) 647-5467 (REQUIRED IF OVER $6,000)