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HomeMy WebLinkAboutContract 45991 CITY SEMTAW C CONTRACT NO. RT WORTH CITY OF FORT WORTH COOPERATIVE PURCHASE CUSTOMER AGREEMENT This Cooperative Purchase Customer Agreement("Customer Agreement"or"Services Agreement")is entered into by and between Accela Inc. ("Vendor") and the City of Fort Worth, ("Customer" or "Authorized Customer"), a Texas government entity,engaging in an ordering activity as a Customer under General Services Administration(the'GSA*)Contract No. C"S-35F-0249R .as amended,(the'GSA Agreement`)with an offective data of 1IT/2005 This Customer Agreement shall be governed by the terms and conditions set forth herein and by the temps and conditions of the GSA Agreement,which Is Incorporated herein by reference and is available onkm or upon request from Vendor.The GSA Agreement expires on 118/'2015 _ In the event there is a conflict between this Customer Agreement and the GSA Agreement,this Customer Agreement shall control. Authorized Customer is eligible and desires to purchase software implementation and trainfrmg services for electronic document review pursuant to the terms and conditions of the GSA Agreement as the GSA may specify from time to time,the terms and conditions of this Customer Agreement, and Exhibit "A," Statement of Work, which Is attached hereto and Incorporated herein. GSA will only be responsible for services provided to GSA and will not be responsible for payments for services provided to any individual Customer.The Authorized Customer agrees to the terms and conditions of the GSA Agreement as applicable.The Authorized Customer hereby agrees that It is separately and solely liable for all obligations and payments for equipment and services provided hereunder.Vendor agrees that Customer shall be entitled to the same rights and protections under the flaw afforded to the GSA under the GSA Agreement, as applicable, as if Customer had entered into the GSA Agreement. Vendor further agrees that during the Term of the GSA Agreement and this Customer Agreement,and until the expiration of three (3) years after final payment under this Customer Agreement, or the final conclusion of any audit commenced during the said three years, Customer, or Customers designated representative, shall have access to and the right to audit at reasonable times, all records involving transactions relating to this Customer Agreement necessary to determine compliance therewith,at no additional cost to the Customer. Vendor agrees that the Customer shall have access to such records during normal business hours. Customer shall provide Vendor with reasonable advance notice of any Intended audits. In the event no funds or insufficient funds are appropriated by the Customer In any fiscal period for any payments due hereunder, Customer will notify Vendor of such occurrence and this Customer Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the Customer of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated.Notwithstanding any language in the Statement of Worts,all change orders required by this Customer Agreement are sub)ect to final approval by an authorized represerrtative of Customer. The undersigned represents and warrants that he/she has the power and authority to execute this Customer Agreement,bind the respective Authorized Customer, and that the execution and performance of this Customer Agreement has been duly authorized by all necessary Authorized Customer action by M&C C-28943 approved on 91912014. Authorized Customerjw,caused this Customer Agreement to be executed by its duly authorized representative to be effective as of this day of 20 Al Customer Name: City of Fort Worth Vendo Name: Accela, inc. Authorized Si n lure th ed Slgnatu rn m Printed Name: Printed Name:Colin Samuels f?'I Title: Title:Assistant Corporate Secretary < k s l ,s t- m Date: Date:29 September 2014 C) 2Assistant as to o rid Legali Q 0 ? •c Citv me y, by: °°�,► 0000 0 Mary 1. ayser, ty S -n 14 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1 F51 D2E cce a Statement of Work City of Fort Worth, TX '-1,P22 2014 Tel "2"")C" Fav 925-611C)-32�01 @Accela 2014 addon.sow.v.5.2 1 � onouaign Envelope ID: 1F51o2s 2 Accela Table of Contents ' � PAYMENTSCHEDULE:...........................................................................................................................................................................................4 2XPswSs8 ........... .........................................................................8 CONTRACTSUM....................................................................................................................................................................................................$ CxAwos $ PROJECTMANAGEMENT AND OVERSIGHT.................. ...........................................................................................................................................W ANALYSIS AND CONFIGURATION............................................................................................................................ERROR!BOOKMARK NOT DEFINED. SCRIPTING............................................................................................................................................................ERROR!BOOKMARK NOT DEFINED. INTERFACES.........................................................................................................................................................ERROR!BOOKMARK NOT DEFINED. ELECTRONICDOCUMENT RmEv...........................................................................................................................................................................W ASSUMPTIONSAND AGENCY RESPONSIBILITIES...................................................................................................................................0 TASKS 9 4ccELACITIZEN ACCESS....................................................................................................................................ERROR!BOOKMARK NOT DEFINED. @Accela3O14 auuonuo°x.sx 3 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51 Accela-, Document Control Date Author Version Change Reference 6/24/14 Mark Parthum 1.0 Initial 7/10/14 Mark Parthum 1.1 Modifications made based on feedback/comments from Ft.Worth 9/22/14 Mark Parthum 1.2 Updated dates.Referenced GSA contract not the Services Agreement ©Accela 2014 addon.sow.v.5.2 3 DocuSign Envelope ID:.4ED2457C-3F7F-47AA-9348-5890F1 F51 D2E MAcceta Overview The fallowing Statement of Work will detail how Accela will provide you with Professional Services consulting. This Statement of Work("SOW")dated 9/22/2014 sets forth a scope and definition of the consulting/professional services,work and/or project(collectively,the"Services")to be provided by Accela("Accela")to City of Fort Worth, TX("Agency"). Capitalized terms not defined in this SOW are as defined in the GSA Contract GS-35F-0249R. In the event of any conflict between the greement and this SOW,the terms of th Ntract G_S_-2K_F-Q249R shall govern. Services W— Services Agreement Work Description Accela will work with Agency staff to implement and configuration Accela Citizen Access(ACA)and Electronic Document Review(EDR)according to the requirements set forth by the Agency and the GSA contract GS-35F-0249R. The specific scoping points can be found in Appendix A, Project Schedule Notwithstanding the Term of the GSA contract,the termination of this project is 8 months from the date of execution. If an Agency-based delay puts the project on hold more than one(1) month.Accela reserves the right to terminate the contract and new terms will need to be negotiated. If an Agency-based delay puts the project on hold past the termination period, Accela reserves the right to terminate the contract at the time of the delay. Payment Terms This is a hybrid task order consisting of the following terms: 1. Deliverables are Firm Fixed Price based on Billing Milestones. 2. Post Go-Live and Report Support is Time and Materials. 3, Project management is Firm Fixed Price, invoiced monthly. Details of the terms are provided in the payment schedule, Pricing was determine based on the GSA GS-35F-0249R rate schedule. Payment Schedule: Payment Term#1: Deliverables- Billing Milestones The City will compensate Accela based on delivery of a reed deliverables per Billing Milestone Schedule table: Deliverables Estimated Delivery Billing Amount 1. EDR/ACA Analysis 11/31/14 $38,956 2. EDR/ACA Configuration 1/15/15 $48,163 3. EDR Installation and Configuration of Workstations 2/4/15 $6,729 4. EDR/ACA User Acceptance Testing Support and 2/15/15 $18,416 EDR End User Training 5. EDR/ACA Go-Live Support 3/15/15 $5,666 ©Accela 2014 addon.sow.v.5.2 4 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51D2E MAccela t . Total of Deliverabl $117,930 Upon completion of the deliverable,the Customer will be presented with Accela's Deliverable Acceptance form for signoff. Billing will be triggered once Accela receives the signed Deliverable Acceptance form. If after ten(10)Agency business days have lapsed and Accela has not received the signed Deliverable Acceptance form from the Customer,the deliverable will be deemed Accepted and billing will trigger, Criteria for Acceptance and non-acceptance are Accepted,Accepted with Minor Issues,or Not Accepted. Payment Term#2: Post Go-Live Support-Time and Materials Accela will perform the Services specifically for ACA and EDR Post Go-Live and Report Support on an Time and Materials (T&M) hourly payment basis at a rate of$177.07 per hour for consulting based on: the nature and scope of the Services for ACA and EDR Post Go-Live and Report Support as outlined in Appendix A, the expected staffing requirements, project schedule, Accela's and Customer's roles and responsibilities and the other assumptions set forth in this SOW. These tasks are expected to take an estimated 56 hours and Accela's total price to perform the Services and provide the work described for ACA and EDR Post Go-Live Support and Report Support in Appendix A is estimated to be $9,916 exclusive of taxes and expenses.This work described will occur after deliverable acceptance of the UAT milestones for ACA and EDR. The price is based on the information available at the time of signing and the assumptions, dependencies and constraints, and roles and responsibilities of the Parties, as stated in this SOW. Should there be changes to the scope, timeline or resources that increases the hours or costs needed to complete the project, a Change Order may be required prior for project continuation. Please see Change Order details below. Invoices for T&M work will be sent monthly for work completed, Accela will endeavor not to exceed the total estimate amount without the prior approval of Customer: however,subject to appropriations,Agency is responsible to pay all actual project hours worked.Accela has the right to refuse to work additional hours should there be no remaining estimated hours and no Change Order delineating additional hours. Any estimated hours remaining on the project when Accela has completed work will not be used for other work without a Change Order delineating the scope. Any estimated hours remaining on the project when Accela has completed work will either terminate when the project is complete or expire on the term date of the agreement whichever is sooner, Payment Term#3: Project management—Firm Fixed Price Project Management and Executive Oversight will be provided throughout the project for a total amount of$23,120.These firm- fixed price services will be invoiced monthly. Professional Services Deliverable Estimated Invoice Month Monthly Invoice Amount Project Management&Executive Oversight October 2014 $2890 Project Management& Executive Oversight November 2014 $2890 Project Management&Executive Oversight December 2014 $2890 Project Management&Executive Oversight January 2015 $2890 Project Management& Executive Oversight February 2014 $2890 Project Management&Executive Oversight March 2015 $2890 Project Management&Executive Oversight April 2015 $2890 ©Accela 2014 addon.sow.v.5.2 5 ovcuuign Envelope ID: 1F51 o2E A �� .....�� .... ��������� ... � � Project Management&Executive Oversig May 2015 $2890 Actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will bo billed hoAoeDqy'according hoAone|o expense policy. Acoe|8 will bill Customer for actual expenses incurred for travel and lodging/living,as;well as other approved out-of-pocket expenses(such as mileage,parking,tolls and telecommunications charges). Accela will,work with Customer to manage and control its expenses in accordance with Accela's global travel policy guidelines and will not incur expenses in excess of the initial contracted budget below without Customer's prior written consent. Expense receipts will,be made available am requested byAgency, Total estimated expenses are based on past Aoce/a engagement experience. Based oD the assumption that there will only need Vube4ons|hotrips at an estimated$1812.5O each,the travel expense budget estimate is$6,450. Theme trips for this type of work is typically based on the assumption of a trip for the Analysis Phase (ACA and EDP). o trip for UAT/TraiDing. o trip for Go-Live support, and a trip lD the backlog to resolve any issue prior toUAT. Should the customer require more onsite trips than the assumption above,a Change Order will be required prior to additional travel commencing to cover the cost of those additional trips. Contract SVnl The total estimated amount payable under this Agreement is therefore$157,416 including travel expenses. Change Order The estimated fees for this SOW are predicated on the timely completion of project mi|emtonem. However,should completion of milestones slip due to actions of Agency,and should this slippage result in material effort toAcoe|oin excess of the hours provided for in this document,Accela will produce a change order using the current rates defined in GSA contract#GS-35F- 0249R foroddiUono|hou[oinmupportofthemoopeondde|ivonab|emoonto|nedkem|n. Any change order will need hobe approved by both Agency and A000)o. General Assumptions • Scope i 8� based on discovery sessions during the negotiation of this SOW with Agency and review of the Agency's submitted EDR Detailed Client Analysis Questionnaire ix B)prior tothe initial SOW development. • Agency and Accela will review their responsibilities before work begins to ensure that Services can be satisfactorily completed and in the appropriate UmeVrome. • Coding not specifically described in this document is the responsibility ofAgency. • Agency has committed to the involvement Of key resources and subject matter experts for ongoing participation in all project activities am defined in the project plan associated with this SOW. • Agency will provide access Vn subject matter experts and decision makers|no timely fashion. • Agency will commit project aponmomando||neoousorymtokoho|dernondSME'mduhngtheproject kickoff. • Any additional worked hours over the hours or scope stated in the SOW will require a Change Order, • /cme|ois not responsible for impacts 10 project Umm|inooneakedbvdopendenoy0nAoenoydhinJpodyoonmuKonts. Timeline changes will result\na Change Order for extension ofAcmelu project resources caused bv Agency third party consultant actions(including availability)resulting in additional time or scope. QAccela2O14 uuuonsowx5.2 6 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51D2E MAccela • Invoices are due net 30 of the invoice date. Acceptance: Accepted By: Accepted By: ACCELA, INC. CITY OF FORT WORTH DocuSigned by: Qln,tn. EC3CE0B556448E... Authorized Signature Authorized Signature Lee Ann Slinkard O-nando Name-Type or Print Name-Type or Print SvP Services SS ` to Title Title 9/30/2014 Date Date Appendix A follows ADYFOM AS —° ROM �,es2�ia �. Facer 71—:r a sta;<nt 5.ioy Attvsa� IMC: Date oved• AtxOSW % QFo FO/ 0 M . Ka Y , CtYS g M 1-00 00 !C60 ©Accela 2014 addon.sow.v.5.2 7 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51D2E MACCela Appendix A: Specific Scoping Details and Assumptions Project Managerriletit and Oversight Accela will provide a project manager for services throughout the implementation in order to plan and monitor execution of the project in accordance with deliverables outlined in the Statement of Work. To support the implementation of the Accela Automation software at the Agency,Accela will provide Project Management services throughout the project. Generally these services include the following: • Project plan management using Microsoft Project 2010, • Project document management using Accela Hosted Microsoft SharePoint project site, • Issue log management and escalation, • Status reporting, • Change order management, • Project workspace management, • Resource management, • Executive project oversight and quality assurance. By mutual agreement, some project management tasks may be shared between the Accela Project Manager and the Agency Project Manager. Project Management tasks may be done remotely, at Accela's discretion. Electronic 1DocLMr ent evv er Accela will work with Agency staff to implement the Electronic Document Review(EDR)feature in Accela Automation according to the requirements set forth by the Agency. Assumptions and Agency Responsibilities • Prior to Accela's configuration of Accela Electronic Document Review: • The Agency will have installed Net Framework 4.0 Client Profile, Microsoft Silverlight, and Adobe Acrobat Pro XI software.Adobe Acrobat Pro must be purchased and installed separately for each Agency user who will be interacting with Accela Electronic Document Review for plan review and markups. The Agency will use the standard Accela installation for Adobe. • The Agency is using Accela Automation 7.3 • In support of the project,the Agency will: • Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verify the accuracy of the information provided. • Adhere to agreed-upon timelines for deliverable review and acceptance. • Provide timely and appropriate responses to Accela's request for information. • Provide Accela with access to its equipment, systems,and personnel to the extent needed to complete the defined Services. Accela accepts full responsibility for the actions of its representatives while on City information and communications technology resources • Agency shall review and test work submitted by Accela within ten City work days of notification. City shall respond "Accepted, "Accepted with Minor Issues", or"Not Accepted Due to..." • Each department agrees to utilize the baseline/standard processes that are currently setup for record types in Accela Automation. • The configuration of Accela Electronic Document Review will build on the configuration, record types, and workflow tasks the Agency already has in place and allow for modifications to the document review process. Processes to submit, review, and accept documents will leverage this in-place configuration. New or redesigned workflow beyond the tasks described in the section above shall be the responsibility of the Agency,or constitutes additional scope. ©Accela 2014 addon.sow.v.5.2 8 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51 ME MAcce...ta • The configuration of Accela Electronic Document Review will build on Accela Citizen Access configuration that the Agency already has in place. • Accela will leverage stamps provided out-of-the box,or from its stock of stamps, and provide instruction on the creation of stamps to the Agency. Accela will also provide one custom stamp for each of these categories;static text only,simple-dynamic stamp and dynamic stamp with input.These samples will be used as training exercises, and the result of the training exercise is the delivered stamp. The Agency will be responsible for creating any additional stamps that will be applied through configuration. • Accela will leverage buttons provided out of the box and provide training and instruction on the creation of custom buttons with links. • Training participants will already have been trained in Accela Automation. • Training will focus on leveraging the functionality of Accela EDR and assumes that users are familiar with the basic functionality of the Adobe Acrobat software. • The Agency will provide suitable facilities,hardware,software and supporting equipment required for training— including fully configured workstations. • Training must be conducted on systems/workstations that have been setup with appropriate software and configuration. Since there is a client install of software and configuration,end user training will occur at the user's workstation. Accela will train up to eight(8)end-users in this manner. Any additional training required will be completed by the Agency,or constitute additional scope and changes. • In support of User Acceptance Testing,the Agency will: • Develop use cases/test cases needed to test the configuration. • Allocate appropriate staff to the testing effort to ensure that the system is operating per signed specifications and ready for the move to production. • The Agency will leverage in-place procedures for storage of documents in Accela Automation. • The Agency'will leverage the Accela out-of-the-box functionality, accepting best practices as basis for system configuration where applicable,with modifications allowed to address customer-specific nomenclature,conditions,and Accela Citizen Access text. • The Agency will be responsible for applicant plan/document submittal instructions and materials. In addition,the Agency will be responsible for applicant training. • Agency will purchase and will install Adobe Pro XI software on workstations. Tasks The Accela Electronic Document Review implementation is comprised of the activities that will enable the submission, review, and markup of documents to work effectively given the Agency's configuration of Accela Automation. Accela will conduct the following activities in support of the implementation: • Installation. Accela will install Accela Electronic Document Review(EDR),Adobe Acrobat configuration files on up to 15 workstations.Accela will install Accela Document Service(ADS)on two environments,a Non-Production environment and a Production environment. • Analysis. Accela will work with the Agency to understand its document submission and approval process for up to fourteen(14)processes in order to enable the Accela Electronic Document Review configuration to work effectively with the Agency's workflow. Accela will work with the Agency to identify and review: o The up to fourteen(14)selected EDR business processes/workflows for inclusion in this effort: odule ro t : r w wo Development Division Residential Building Permit DEV_RESACC_NEWADD Addition Development Division Residential Building Permit New DEV_RESBLDG_NEWADD ©Accela 2014 addon.sow.v.5.2 9 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51 ME MAcceta Development Division Sign DEV_SIGN Development Division Commercial Accessory Structure DEV—COMACC_NEWADD New Development Division Commercial Accessory Structure Addition Development Division Commercial Accessory Structure DEV_COMACC_REM Remodel Development Division Commercial Building Permit New DEV_COMBLDG_NEWADD Development Division Commercial Building Permit Addition Development Division Commercial Building Permit DEV_COMBLDG_REM Remodel Development Division Occupancy Change of Use DEV OCC_CHNG_USE Planning Division Preliminary Plat/Concept Plan/Plat PLN_PLAT_PRELIM Abandonment Planning Division Final Plat/Final Short PLN_PLAT_FINAL Plat/Conveyance Plat Planning Division Site Plan PLN SITE PLAN Planning Division Urban Forestry PLN_URBAN • Documents that will be submitted online through Accela Citizen Access and Accela Automation as part of the review process. • Agency workflows associated with the document review process. • Requirements for workflow tasks/statuses/assignments for each role(e.g.intake personnel,plan reviewers, plan processors/approvers,etc.)in support of Agency workflow. • Versioning of documents submitted/reviewed. • Process steps within the Agency's workflow associated with reviewing the plan. • Requirements for notifications via email. • Stamps to be used on submitted documents(up to 20) • Buttons to be used to quickly access Web-based regulatory codes, • Information that will be exposed to the public via Accela Citizen Access. Accela will produce an Accela Electronic Document Review Specifications Document as the basis for configuration. • Configuration.Accela will configure the following for this effort: • Accela Automation based on the Accela Electronic Document Review Specifications document • Configure Accela Document Service("ADS")in up to two environments to support the EDR effort • Configuration up to 4 custom EMSE scripts anticipated to be used for • Submittal—determine new or resubmittal and process document status appropriately • Auto assignment—assign EDR Review tasks after intake • Updating workflow—update the workflow appropriately based on EDR Review statuses • Resubmittal—email notifications required for resubmittal • Training for Configuring work stations. Accela will train the Agency's Information Technology staff on configuring workstations and modifying portlet displays to accommodate Accela Electronic Document Review so that they may deploy any changes according to Agency standards, The Agency is responsible for installing EDR software and required dependencies on all workstations(in excess of the 15 workstations that Accela is installing/configuring). • User Acceptance Testing(UAT). Accela will work with the Agency in the testing and validation of the configuration to ensure its readiness to be migrated to Production. As Agency staff executes testing activities during the UAT process, Accela will address and rectify issues discovered, @Accela 2014 addon.sow.v.5.2 10 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51D2E MAccela • End-User Training.Accela will provide standard training on Accela Electronic Document Review for up to eight(8) end users. Topics include: • attaching documents via Accela Citizen Access and Accela Automation, • searching for documents, • and reviewing and annotating documents ■ Using ComparA and the overlay feature • Training on up to 3 stamps and button development as provided prior to SOW development • The training will describe how to leverage Adobe Acrobat in support of Accela Electronic Document Review including: • accessing and using the tools for annotations and markups, • setting default names for and colors for authors of comments, • and using stamps and customizing stamps • Go-Live. Upon completion of UAT Accela will work with the Agency to deploy the configuration to the production environment. • Post Go-Live.Agency will complete the migration of final accepted configuration from the development environment to Agency Production environment using Data Manager.Accela will support the Agency with issue resolution during the deployment of the configuration to the production environment.Accela is expected to support Agency IT Admin staff and not the end users directly. The Agency and Accela will mutually agree on the escalation and communication procedures. This is an estimated 16hrs of support for EDR Post Go-Live. • Report Support.Agency will be responsible for building the reports to produce the comment letters to applicant using an outside resource. However, if the Agency elects it can elicit the support of Accela to produce these reports. This is an estimated 40hrs of support for form-letter report production support. A( cela Citizen Acc s Accela will work with Agency staff to implement the Accela Citizen Access("ACA")features in Accela Automation according to the requirements set forth by the Agency in order to support the Electronic Document Review detailed earlier in this document. Project Assumptions and Agency Responsibilities • Prior to Accela's configuration of Accela Citizen Access: • The Agency will have an IIS Server available and capable of running an ASP NET 4.0 application • The Agency has already installed Accela Citizen Access in all environments that will be used for this effort. • Accela Citizen Access's existing wrapper and web site integration will be updated and implemented by the city. • In support of the project,the Agency will: • Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verify the accuracy of the information provided. • Adhere to agreed-upon timelines for deliverable review and acceptance. • Provide timely and appropriate responses to Accela's request for information. • Provide Accela with access to its equipment,systems, and personnel to the extent needed to complete the defined Services. Accela accepts full responsibility for the actions of its representatives while on City information and communications technology resources • Agency shall review and test work submitted by Accela within ten(10)City work days of notification. City shall respond"Accepted,"Accepted with Minor Issues",or"Not Accepted Due to..." • Configuration will take place in up to three environments,currently planned as at least Development and Production • The configuration of Accela Citizen Access will build on the Accela Automation configuration, record types,and workflow tasks the Agency already has in place. ©Accela 2014 addon.sow.v.5.2 11 DocuSign Envelope ID:4ED2457G-3F7F-47AA-9348-5890F1F51D2E MAcceta o This effort is only for Accela Citizen Access related configuration and does not include efforts to rework or change ASI,Workflow, Fees, Inspections, Custom page flow script,expression builder updates, EMSE Scripting,etc. • In support of User Acceptance Testing, the Agency will: • Develop use cases/test cases needed to test the configuration. • Allocate appropriate staff to the testing effort to ensure that the system is operating per signed specifications and ready for the move to production. • Accela assistance for user acceptance testing the ACA solution is not in scope of this effort, but issue resolution will be completed based on agency review • The Agency will leverage the Accela Document Services(ADS)which will be installed as part of the Electronic Document Review effort • The Agency-will leverage the Accela functionality,and accept best practices as basis for system configuration where applicable, with modifications allowed to address customer-specific nomenclature,conditions,and Accela Citizen Access text, • The Agency will be responsible for the informing,training, and marketing of ACA to its public users/customers, Tasks The Accela Citizen Access implementation effort is comprised of the following activities that will enable online record submittal of applications to Accela Automation. Accela will conduct the following activities in support of the implementation: • Analysis. Accela will work with the Agency to determine process for online applications in order to support online application process for record types utilizing EDR, • Work with Agency to determine which records to expose to the public via Accela Citizen Access • Create the configuration specification for Accela Citizen Access based on analysis with the Agency for up to the,,following items: ■ Two Department site wireframe detailing representing the sites skeletal framework • Development Division • Planning Division • The Agency already has these module implemented in ACA with view only access for users.They intend to implement an online application submittal in these two existing modules to support Electronic Document Review. ■ Up to fourteen(14) Pageflows to support the EDR processes—a pageflow is a set of pages representing the application process for online applications. It is possible for one pageflow to be utilized by multiple records. . t: • : Development Residential Building DEV_RESACC_NEWADD VIEW APPLY Division Permit Addition Development Residential Building DEV_RESBLDG_NEWADD VIEW APPLY Division Permit New Development Sign DEV_SIGN VIEW APPLY Division Development Commercial DEV_C©MACC_NEWADD VIEW APPLY Division Accessory Structure New Development Commercial VIEW APPLY ©Accela 2014 addon.sow.v.5.2 12 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51 NE MAcceta Division Accessory Structure Addition Development Commercial DEV_COMACC_REM VIEW APPLY Division Accessory Structure Remodel Development Commercial Building DEV_COMBLDG_NEWADD VIEW APPLY Division Permit New Development Commercial Building VIEW APPLY Division Permit Addition Development Commercial Building DEV COMBLDG_REM VIEW APPLY Division Permit Remodel Development Occupancy Change of DEV_OCC_CHNG_USE VIEW APPLY Division Use Planning Preliminary PLN_PLAT_PRELIM VIEW APPLY Division Plat/Concept Plan/Plat Abandonment Planning Final Plat/Final Short PLN_PLAT_FINAL VIEW APPLY Division Plat/Conveyance Plat Planning Site Plan PLN_SITE_PLAN VIEW APPLY Division Planning Urban Forestry PLN_URBAN VIEW APPLY Division • Configuration. Accela will perform configuration o Configure Accela Citizen Access as defined in the system configuration document produced for ACA, • User Acceptance Testing(UAT). Agency will perform user acceptance testing of Accela Citizen Access and provide issues to Accela for resolution. The Agency will be responsible for developing and executing test cases and providing a list of issues at conclusion of UAT for Accela resolution, • Go-Live. Upon completion of UAT Accela will work with the Agency to deploy the configuration to the production environment. • Post Go-Live.Agency will complete the migration of final accepted configuration from the development environment to Agency Production environment using Data Manager,Accela will support the Agency with issue resolution during the deployment of the configuration to the production environment.Accela is expected to support Agency IT Admin staff and not the end users directly.The Agency and Accela will mutually agree on the escalation and communication procedures.This is an estimated 8hrs of support for ACA Post Go-Live, Deliverable Milestones 1. EDR/ACA Analysis In terms of specific output,the following will be executed: ➢ EDR configuration document(MS Word) ➢ Accela Citizen Access Configuration Specifications Document(MS Word) Acceptance Criteria: • Complete EDR Analysis configuration document detailing up to 14 review processes • Accela Citizen Access Configuration Analysis Document provides details of all configuration elements based on Accela Automation back office configuration(Two modules and up to 14 pageflows). Acceptance Review Period: • Ten(10)business days ©Accela 2014 addon,sow.v.5.2 13 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51D2E MAcceta 2. EDR/ACA Configuration In terms of specific output,the following will be executed: ➢ Accela Citizen Access Configuration Specifications Document(MS Word) ➢ Configure EDR per approved EDR Configuration Document ➢ Configure ACA per approved Configuration Specification Document ➢ Configuration of Online Record types in Accela Automation Acceptance Criteria: • Completed configuration of EDR per configuration document • Demonstration of working EDR functionality • The base configuration of Accela Citizen Access is configured as documented in the approved Accela Citizen Access Configuration Specification Document. • Demonstration of the operational Accela Citizen Access functionality per the specification document(s). Acceptance Review Period: • Ten(10) business days 3. EDR Installation and Workstation Configuration In terms of specific output,the following will be executed: ➢ Installation of Accela Document Service in up to two(2)environments ➢ Install of Accela EDR and Acrobat Configuration Files on up to 15 workstations ➢ Configuration Training for EDR Workstations Acceptance Criteria: • Accela Document Service is configured in two environments • Accela EDR and Acrobat Configuration Files are installed on workstations • Delivery of 1 remote training session with Agency administrator demonstrating how to install required files to EDR workstations Acceptance Review Period: • Ten(10) business days 4. EDR/ACA User Acceptance Test and End User Training In terms of specific output,the following will be executed: ➢ Resolution of UAT issues ➢ Standard EDR Training for up to 8 users at their workstations Acceptance Criteria: • Completed Agency led UAT sessions with Accela Support • Issue found in conflict with the agreed up on EDR Configuration document are resolved per configuration document • Issues found in conflict with the agreed up on Accela Citizen Access Configuration document are resolved per configuration document • Standard End User Training delivered to up to 8 users and up to 14 EDR Processes • Includes material development(up to 4 EDR processes) • Basic Stamp Training and Advanced Stamp Training(produce 20 stamps) Acceptance Review Period: Ten(10) business days S. EDR/ACA Go-Live Support In terms of specific output,the following will be executed: ➢ EDR deployed to Production Environment ➢ Accela Citizen Access deployed to Production Environment Acceptance Criteria: ©Accela 2014 addon.sow.v.5.2 14 DocuSign Envelope ID:4ED2457C-3F7F-47AA-9348-5890F1F51D2E MAcce.ta ...... . . ... .... .. . ... .. . ... . • Complete the migration of final accepted configuration from the development environment to Agency Production environment' Acceptance Review Period: • Ten(10)business days ©Accela 2014 addon.sow.v.5.2 15 M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FORTWORTH COUNCIL ACTION: Approved on 9/9/2014 DATE: 9/912014 REFERENCE **C-26943 LOG NAME: 06ELECTRONIC NO.: DOCUMENT REVIEW CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of an Agreement with Accela, Inc., at an Estimated Cost of $157,416.00 for the Purchase of Software Implementation and Training Services for Electronic Document Review for the Planning and Development Department Using a Cooperative Purchase Agreement (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of an Agreement with Accela, Inc., at an estimated cost of$157,416.00 for the purchase of software implementation and training services for electronic document review for the Planning and Development Department using Government Services Administration Contract No. GS-35F-0249R. DISCUSSION: This Agreement is for the purchase of software implementation and training services for an addition to the City's permitting system that will allow the electronic review and submittal of building plans and plats. The recent implementation of the new permitting system, Accela Automation, laid the foundation for the ability to receive and review building plans and plats electronically. The implementation of this software will configure this system to accept and process these documents efficiently. This will allow developers, contractors, and residents to submit building construction plans for permitting without coming to City Hall. Additionally internal users will need to be trained on how to effectively use the Electronic Document Review tool. PRICE ANALYSIS—Accela, Inc., has proposed an estimated cost of$157,416.00 to include all implementation, training, travel, and other related tasks required for the completion of the upgrade. This estimate is based on GSA contract GS-35F-0249R. City staff has reviewed this price and determined it to be fair and reasonable for the scope of services proposed. COOPERATIVE PURCHASE — State Law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local Government entity seek competitive bids for purchase of the item. GSA contracts have been competitively bid to increase and simplify the purchasing power of local government entities. ADMINISTRATIVE CHANGE ORDER—An administrative change order or increase may be made by the City Manager, or his designee, for an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. M/WBE OFFICE—A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services from source(s)where subcontracting or supplier opportunities are negligible. This contract will include ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: http://apps.cfwnet.org/council_packet/mc review.asp?ID=20086&councildate=9/9/2014 09/16/2014 M&C Review Page 2 of 2 The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the Planning and Development IT Fund. TO Fund/Account/Centers FROM Fund/Account/Centers GG01 539120 0062030 $157.416.00 Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: Randle Harwood (6101) Additional Information Contact: Allison Gray (8030) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review.asp?ID=20086&councildate=9/9/2014 09/16/2014