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Home My WebLink About2004-04-12 City Council (8)City of Palo Alto City Manager’s Report TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: 4 ADMINISTRATIVE SERVICES DATE:APRIL 12, 2004 CMR:204:04 SUBJECT:APPROVAL OF RENEWAL CONTRACT WITH ACCELA, INC. IN THE AMOUNT OF $390,724 FOR ACCELA AUTOMATIONrW VELOCITYHALLTM WEB-BASED PERMITTING APPLICATION RECOMMENDATION Staff recommends that Council: Approve and authorize the Mayor to execute the attached renewal contract for the first year with Accela, Inc. in the amount of $189,520 for Accela AutomationTM/ VelocityHallTM to provide the Web-based permitting application for implementation and maintenance service for the new and currently installed applications. Authorize the City Manager or his designee to execute the renewal of the options at the rate of $100,602 per year for years two and three for maintenance service. Authorize the City Manager or his designee to negotiate and execute one or more change orders for additional but unforeseen work. The total value of change orders shall not exceed $19,000 for the first year and $10,000 each for years two and three. DISCUSSION Project Description The work to be performed by Accela, Inc. is to provide the City with Accela AutomationTM (City side)/VelocityHallTM (public side) which is a web-based application that will allow the City of Palo Alto, contractors, and citizens to apply for and receive permits. CMR:204:04 Page 1 of 4 This contract is an extension of the current Accela contract for the Permit Tracking System used by the Building Division. The above enhancement will allow the City more flexibility in consolidating the applications used to process City permits. In addition, it will allow citizens and contractors to apply for and check the status of permits via the Internet on a 24-hour, 7 days per week basis and does not restrict them to the City’s normal business hours. The new modules included in this contract are as follows: ¯Planning entitlements ¯Building permits ¯Code enforcement cases ¯Fire permits ¯Business license (This is the name given to this module by Accela, Inc.; it does not imply that the City of Palo Alto has implemented or intends to implement a business license!tax. The City of Palo Alto will use this module for processing special permits, e.g., block party, taxi, helicopter, etc.) The pricing model presented to the City is for an initial implementation fee of $71,950 and an annual maintenance fee of $100,602. This fee is to cover the processing cost of both the City and public sides of the application and also covers the maintenance of existing modules insta!led on the City system. Selection Process Staff did not issue a request for proposals (RFP) for this contract due to the fact that the proposed application is an extension of the current permit tracking system being used by the City. The current permit tracking system is provided by Accela, Inc. (Contract # $2139708). The Building Department has been using the Accela System since 2002. Code Enforcement has been using the Accela System since 2003. RESOURCE IMPACT The City received a proposal includes the following: from Accela, Inc. in the amount of $390,’724,which Implementation: ¯Data Conversion ¯Implementation Assistance ¯Reports Development ¯Reports Training Total: $35,150 12,800 2O,OO0 4.000 $71,950 CMR:204:04 Page 2 of 4 QuarterD Maintenance: Currently Licensed Modules: (Commencing 10/01/2004) Quarterly Annually $16,667 $ 66,667 Total $20O,OOO (12 payments of $16,667) Additional Modules: (Commencing at si~ing) Total: $ 8,484 $ 33,935 $118,774 (14 Payments of $8.484) $25,151 $100,602 $318,774 Contract Tota!: Implementation Services: Maintenance Services: Year 1 Year 2 Year 3 Total $ 71,950 $0 $0 $ 71,950 $117.570 $100.602 $100.602 $318.774 Grand Total:$189.520 $100.602 $100.602 $390.724 Funds for. the t~rst year of this project are included in the Fiscal Year 2003-04 budget under CIP Project Number TE-95016, Permit Tracking. The cost of this contract will be recovered through fees collected by the permit activities involved in the project. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies. ENVIRONMENTAL REVIEW These services do not constitute a project under the California Environmental Quality Act (CEQA). ATTACHMENTS Attachment A:Contract PREPARED BY: KB PA~GE Senior ~echnologist CMR:204:04 Page 3 of 4 ¯ DEPARTMENT HEAD APPROVAL: D-ilfe~ct ~,.~d-~-Tgist r at iv e Services ST~VE EMSLIE Director, Planni~ CITY MANAGER APPROVAL: ’EMILY HARRIS ON Assistant City Manager CMR:204:04 Page 4 of 4 ATTACHMENT A ACCELA ~" ~ ~-~_~r~t~TOi~ ~ATiON- -i ¯ ELOC~, SERVICES AGREEMENT This agreement made on the day of ,2004 by and between Accela, Inc., a California corporation (Provider) located at 4160 Dublin Boulevard, Suite 128, Dublin, CA 94568 and the City of Palo Alto, a chartered California municipal corporation (Agency), which has its principal place of business at 250 Hamilton Avenue, Palo Alto, CA 94301 (Agency Site). Recitals A. In September 2001, Agency and Provider entered into Contract #$2139708, for installation and maintenance of Accela’s Building Inspection, Code Enforcement, Public Works and Velocity Hall (web portal) modules for City’s use in addition to maintenance of the Business License module. The contract will expire September 30, 2004. B. Agency and Provider wish to continue the maintenance services under Contract #$2139708 through the end of the current contract term as well as amend and restate the contract to add installation of two new modules, Planning Entitlements and Fire Permits and to provide for maintenance of all applications for the previously installed applications from expiration of the prior contract andand maintenance of the new applications through the end of this contract term. C Agency desires Provider, an Application Service Provider (ASP), to provide software, equipment, and professional services through the use of Accela Automation~/VelocityHal!TM (collectively, the Accela System), related proprietary systems, and supporting documentation. D Provider is the developer of the Accela Automation~/VelocityHallTM Software (Software), which allows building and other p~nits to be applied for and issued via the Intemet through the Accela System. E Provider desires to provide Agency high security web hosted infrastructure, software application, best practice reports, standardized data, application maintenance, and support services using the ASP model. F Agency is an entity that receives applications i%r, and issues, permits for various activities which, would include but not be limited to; Building Permits, Planning Entitlements, Block Party Permits, and other types of Permits. G This agreement describes Provider’s services with respect to the Accela System, the Agency’s responsibilities; and the terms and conditions under which the Provider agrees to: 1) provide the Accela System described herein; 2) al!llow use of Provider’s Acce!a Automationr~!V. e!ocityHa11TM, and Documentation Materials for usage; and 3) create and provide web enabled Permit Activity ACCEL, k AUTOMATI oNTM/v ELO CITYBALLTM SERVICES AGREEME]N~I" Contract No. 1/39 SERVICES AGREEMENT Now, therefore, the Parties agree as follows: 1. TERMS 1.1 1.2 1.3 1.4 1.5 Application Ser~4ce Soft-ware. Included with the service package at no additional charge, Provider agrees to .periodically update and keep the application service software current to the latest version as set forth in Attachment A, incorporated hereto. Additional modules or special features not currently offered may be offered to Agency at additional cost. Both the Provider and Agency agree to this for a flat fee. Professional Services. Training and technical application support shall be provided to Agency for set-up and implementation ofAccela AutomationT-WVelocityHallTM, as set forth in Attactvnent B, incorporated hereto. Technical application support under this section shall commence at the time this Agreement is executed by Agency. System Administration. System administration functions are included with no additional charge, as set forth in Attachment C, incorporated hereto. Provider may, in its discretion and at no additional charge to Agency, upgrade or change the equipment and/or features specified in Attachment C to provide acceptable performance as the need arises. Warrant3.,. Provider warrants that the entire application hosting selwice will be available to Agency on a twenty-four (24) hour, seven (7) days per week basis, excluding downtime for the purposes of system back-ups or other miscellaneous system administration. Provider also warrants all features and functionalities described in Attachment A, will be available to Agency on a twenty-four (24) hour, seven (7) days per week basis, excluding downtime for the purpose of system back-ups or other miscellaneous system administration. If unforeseen system malfunctions occur due to Provider’s equipment or software, Provider will utilize its best efforts to take all necessary actions to limit the downtime of the application hosting services. For any instance of downtime of fifteen minutes (15) or more due to Provider’s equipment or software failure with the exception of routine system back up and miscellaneous system administration, Provider agrees to reimburse the Agency in the anaount of one hundred dollars ($100) for each fifteen minute (15) increment, during normal business hours of Monday through Friday 7:30am - 5:30pm. Aside from the provisions of Section 1.13, THE WAKtL~NTY PROVIDED HEREIN IS THE ONLY WARRANTY PROVIDED WITH RESPECT TO THE SUBJECT MATTER OF THIS AGREEMENT. SUCH WARtLa_NTY IS IN LIEU OF ANY OTHER WARRANTY, IMPLIED OR OTHERWISE, INCLUDING ANrY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A P~TICULAR PURPOSE. SecuriD~. Provider will provide physical security for the equipment utilized by the Agency for the purposes of this Agreement and will provide network security, as set forth in Attachment D, incorporated hereto. The Provider will also provide the Agency, and/or the Agency’s A~ctqtc~r ]-3ntn C~ntar tnnrq nnct nr 13ntn Center reviews on a penodic basis or when requested by the Agency or the Agency’s Auditor. The Provider will also provide Amnual Disaster Recover?, Plans for both the Data Center Facility and the Provider. Cnntract 2/39 ACCELA AUT~,~,IATION- /~r E~,OC~’~ ~,_ALL SERVICES AGREEMENT 1.6 1.7 1.8 Customization of Soft~are. This agreement does not provide for customization of software and software functions post execution of this agreement. Internet Speed Capabilities. Agency agrees to provide Intemet speed capabilities ofT-1 or Pricing. Agency shal! pay to Provider, the amounts set forth in Attachment E, incorporated hereto, for licensing and using the Accela System. Agency shall be invoiced on a quarterly basis. First payment shall commence within thirty (30) days upon the Agency signing of this agreement. Payments to Provider by Agency shall be made within thirty (30) days thereafter. Payments shall be made by check and sent to: Accela, Inc. Accounting 1731 West Walnut Ave. Visalia, CA 93277 The address identified herein may be changed from time to time with at least ten (10) days written notice to Agency. *Additional modules or features may be offered to Agency and may result in additional costs to be negotiated by module or feature. 1.9 Access to Agency Databases. Agency grants to Provider access to its permitting databases for the purposes of implementing this Agreement. Provider utilizes access to Agency’s databases to process activities within Agency’s system and inserts new data into Agency’s databases that is related to the Agency’s permit applications. Agency grants to Provider the fight to review and share any public information contained in Agency and Accela’s permitting database with third parties. The decision as to whether information is public shall lie solely with Agency. Provider shall consult with Agency before sharing any information. No public nor no non-public information from Agency’s databases generated under the t~s of this Agreement will be shared with third parties without prior written authorization of the Agency and the person or entity whose public or non-public information is sought to be disclosed, except to the extent required by law. 1.10 Agreement Components. The entire agreement concerning the services provided herein consists of: (1) this agreement and (2) the following attachments: A:Detiverables B:Professional Services C:System Administration D:Security E:Transaction Fee Schedule G: Certificate of Non-Discrimination H: Service Leve! Agreemen ACCELg AUTO:MATI O NTM!VELO CI _,~’I1ALLTM SER~,rlCES AGREEMENT Contract No. 3/39 ¯~T’’-’~" -- 5TM "r._~. _ACCELA Ai2 10MATIOIN ~/’=~ ELOCI SERVICES AGREEMENT The Parties must agree in writing to any amendment or modification to this Agreement or Attachments. 1.11 Term of Agreement. The term of this Agreement is one (1) year from the date set forth above. This Agreement is renewable for two additional one (1) year terms at Agency’s option. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. Notwithstanding the provisions of the preceding provisions of this Section 1.11, Agency may terminate this Agreement without penalty for any fiscal year in which Agency’s City Council does not appropriate funds for the Agreement. 1.12 License to use the Aecela System and provided web-enabled Permit Activity Types. Provider hereby grants, and Agency hereby accepts, a non-transferable, royalty-free, non- exclusive license to use the Accela System any provided web-enabled Permit Activity Types created by Provider for the term of this agreement. 1.13 Warranty on Provider’s Right to License the Software. Provider warrants that it has the right to grant the Software License described in this Agreement and that the Sotlware is delivered and installed free of any claim of patent, trademark, trade secret or copyright infringement. Provider shall defend, at its expense, any claim, lawsuit or related action brought against Agency alleging that the Software infifnges a United States patent or copyright, and shall pay all costs and damages fmally awarded, provided that Provider is given prompt written notice of such claim, any information in the possession of Agency related to such ciaim, reasonable assistance by Agency and sole authority to settle or defend such claim. In the ..... ~ of any such cl ;aim, ~ ,~,o,, upon .... ,,~o, ~,~, v,-~,,~a~ ~h~ immediate!y cease using the Software and compty with Section 2.1 of this agreement. Provider shM! not have any liabiSty or obligations lmder this Section 1.13 if the alleged infringement is based upon the use of the Software in combination with any other computer programs not licensed by Provider to Agency, except where such use by Agency was previously authorized in writing by Provider. 2.GENERAL PROVISIONS 2.1 Termination. If either Agency or Provider violates any materia! term or condition of this Agreement or fails to fulfill in a timely and proper manner its obligations under this agreement, then the aggrieved pa~-ty shall give the other parry written notice of such failure or violation. The party to which such notice is given shall give the other party written notice of a proposed correction to such failure or violation. The party to which such notice has been given will correct the violation or fMiure within thirty (30) days or as otherwise mutually agreed. If the failure or violation is not corrected, this Agreement may be terminated immediately by ~tten notice from the ag_m-ieved party, to the other party.. The option to terminate shall be at the sole discretion of the aggrieved party. ~TM~~ TMACCELA ~bWOMATION , ,~ELOCITY~_,.g.LL ,4/3 9 SERVICES AGREEMENT ACCELA AUT OMA T! ON ~mV’EL O CITY~ "~LLTM SERVICES AGREEMENwl’ Contract No. Upon termination of this Agreement, the Agency shall return all hardware, software, and/or documentation supplied by and belonging to Provider. Agency will retain all records, databases and/or other data relating to actual permits issued or in progress. 2.2 Limitation of Liability. IN NO EVENT WILL EITHER PARTY BE LIABLE TO THE OTHER PARTY FOR LOST PROFITS OR _ANY FORM OF INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER FROM ANY CAUSES OF ACTION OF ANY KIND WITH RESPECT TO THIS AGREEMENT REGARDLESS I~F SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. EXCEPT FOR A BREACH BY EITHER PARTY OF SECTIONS 1.8 (PRICING) AND/OR 2.7 (NOTICES), OR THE PARTIES OBLIGATIONS UNDER SECTIONS 1.4 (W,~LRRANTY), AND 2.3 (PROVIDER INDEMNIFICATION), EACH PARTY’S TOTAL LIABILITY TO THE OTHER IN ANY WAY RELATED TO THE SUBJECT MATTER OF THIS AGREEMENT, AND R_EGARDLESS OF WHETHER THE CLAIM FOR SUCH DAMAGES IS BASED ON CONTRACT OR TORT OR ANY OTHER LEGAL THEORY, IS LIMITED TO AND SHALL NOT EXCEED AN AMOUNT EQUAL TO THE AMOUNT RECEIVED BY PROVIDER FROM AGENCY IN THE YEAR IN WHICH THE CAUSE OF ACTION ACCRUED. 2.3 2.4 Provider Indemnification. Provider shall indemlfify, hold harmless and defend Agency, its elected officials, officers, employees, and agents from and against any and all claims, liabilities, losses, damages, expenses and costs (including attorneys’ fees and costs) arising out of the performance of its obligations under this Agreement or for injury or death of any person, or property damage caused by, or arising out of the negligent acts or omissions, or willfu! misconduct of Provider, its officers, agents, subcontractors, sub-consultants, in the performance of its obligations under this Agreement, except that Provider shall not be liable for claims, liabilities, losses, damaged, expenses and costs (including attorneys’ fees and costs) to the extent caused by the fault or negligence of Agency. Governing Law. This agreement shall be governed and interpreted under the laws of the State of California. 2.5 2.6 Force Majeure. Neither party shall be responsible for delays resulting from causes beyond the control of the party including, but not limited to, delays resulting from governmental action, -inability to obtain services, power f~lures affecting Agency" sites, acts of God, and the failure of any product or service not manufactured or provided by Provider. Confidentiality. The Parties acknowledge that in the course of performing the responsibilities under this Agreement, they each may be exposed to or acquire information that is proprietary to or confidential to the other part3’ or its affiliated companies or their clients. Any and all information of one party in any form obtained by the other Party or its employees, agents or representatives in the performance of this Agreement shal! be deemed to be confidential and proprietary information of such party, if identified as such by the party claiming the confidentiality. To the extent allowed by law, the Parties agree to hold such information in otherwise disclose such information to third parties or to use such information for any ACCELA AUTOMATI oNTM!v ELO CITYItALLTM SERVICES AGREEMENT Contract No. 5/39 Contact purposes whatsoever, without the express written permission of the other Party, other than for the provision of services of their employees, agents, and representatives of their obligations to keep such information confidential. Al! such confidential and proprieta_q¢ information described herein and any confidential deliverable provided hereunder, in whatever form, are hereinafter collectively referred to as "Confidential Information." The Parties shal! use their reasonable efforts to assist each other in identifying and preventing any unauthorized use or disclosure of any Confidential Information. Without limitation of the foregoing, the Parties shall use reasonal~le efforts to advise each other immediately in the event that either ieams or has reason to believe that any person who has had access to Confidential Information has violated or intends to violate the terms of this A~eement, and will reasonably cooperate in seeldng relief against any such person. The confidentiality obligations of the Parties shall not extend to information that is, as of the time of its disclosure, or thereafter becomes part of the public domain through a source other than receiving Party; was known to the receiving party as of the time of its disclosure; or is independently developed by a third party not under a confidentiality obligation to the providing Party; or is required to be disclosed pursuant to court order or government whereupon the receiving party Shall provide notice to the other Party prior to such disclosure. 2.7 Notices. All notices hereunder will be given in writing and mailed, postage prepaid, by certified maiI, addressed as follows: To Agency: City Clerk City of Palo Alto P.O. Box 10250 Palo Alto, CA 94303 CC: ,_.~ of Palo Alto 250 Hamilton Avenue Mezzanine Attn: KB Paige Palo Alto, CA 94301 Phone: 650-329-2284 FAX: 650-617-3109 E-mail: kb.p .aige(~,cityo f-p alo alto.org ACCEL~. AUTOMAT10 N TM/v E L O CITY!zI.~ALLTM SERVICES AGREEMEIN"r Contract .No. 6/39 Ap~ ¯ AUTOMATION~M!VELOCrI~][{UkLL~M SERVICES AGREEMENT Contract No, To Provider: CONTRACT ADMINISTRATOR Accela, Inc. 4160 Dublin Boulevard Suite 128 Dublin, CA 94568 Phone: 925-560-6577, ext.__ Fax: 925-560-6570 E-mail: 2.8 The addresses identified herein may be changed from time to time with at least ten (10) days written notice to the other Party. Insurance. Provider, as its sole cost and expense, shall .obtain and maintain, in full force and effect during the term of this agreement, the insurance coverage described in Appendix F ~g not only Provider, but also, with the exception of workers’ compensation, and employer’s liability, naming Agency as an additional insured concerning Provider’s performance under this Agreement. All insurance coverage required hereunder will be provided through carriers with Best’s Key Rating Guide ratings of A: VII or higher which are admitted to transact insurance business in the State of California. Any and all contractors of Provider retained to perform Service under this Agreement will obtain and maintain, in full force and effect &tring the term of this Agreement, identical coverage, naming Agency as an additional insured under such policies as required above. Certificates of such insurance shall be filed with Agency concurrently with the execution of this Agreement. The certificates will be subject to the approval of Agency’s risk manager and will contain an endorsement stating that the insurance is primary coverage and wi!l not be canceled or altered by the insurer except after filing with Agency’s Purchasing Depm-tment thirty (30) days’ prior written notice of such cancellation or alteration, and that the City of Palo Alto is named as an additional insured except in policies of worker’s compensation and employer’s liability insurance. Cm-rent certificates of such insurance will be kept on file at all times during the term of this Agreement with the Purchasing Department. The procuring of such required policy or policies of insurance will not be construed to limit Provider’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. ACCELA AUTOMATI oNTM/VELO CITYIIALLTM SERVICES AGREEMENT Contract No. 7/39 2.9 2.10 SER~CES AGREEIvEENT Worker’s Compensation. Provider, by executing the Agreement ceitifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers’ compensation or to undertake self insurance in accordance with the provisions of that code, and certifies that it will comply with such provisions, as applicable, before commencing the performance of its obligations under the Agreement. Non-Discrimination. As set forth in the Palo Alto Municipal Code, no discrimination will be made in the employment of any person under this Agreement because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of that person. Provider agrees to meet all requirements of the Palo Alto Municipal Code pertaining to non- discrimination in employment, including completing the requisite form furnished by Agency and set forth in Appendix G. - Certification on Non-Discrimination. b.Provider agrees that each contract for services with an independent provider to perform work under this Agreement will contain a provision substantially as follow: "[Name of Provider] wi!l provide Provider with a certificate stating that ~ame of Provider] is currently in compliance with all Federal and State of California laws covering non- discrimination in employment; and that ~ame of Provider] will not discriminate in the employment of any person under this agreement because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of such person." 2.11 If Provider is found in violation of the non-discNmination provisions of the State of California Fair Employment Practices Act or similar provisions of Federal law or executive order in the performance of this Agreement, it will be in default of this Agreement. Thereupon, Agency will have the power to cancel or suspend this Agreement, in whole or in part, or to deduct the sum of twenty-five dollars ($25) for dis~mination, as damages for breach of contract, or both. Only a finding of the State of California Fair Employment Practices Commission or the equivalent federal agency or officer wil! constitute evidence of a breach of this Agreement. Audit. Agency has the right to gain access to and review/audit Provider’s records regarding this or any other agreement Provider has with the Agency. This Audit clause is in effect during the duration of this agreement plus three (3) years. Access to the records is to be made available within thirty (30) business days upon receipt of the information request. Agency also has the right to go on to the Provider’s premises for audit purposes by providing Provider thirty (30) business days notice of such visit. All support and maintenance services not specified in this Agreement wili be provided to Agency at $110.00 per hour, except support and maintenance that requires work to be done by an engineer, that suppo~ and maintenance wi11 be prmdded to agency at $250.00 per_ hour. Contract .No. 8/39 ACCELA AUT ONIA TI ON -~-,~7EL O CI ~I~-Z~kLLTM SERVICES AGREEMENT Support and maintenance levels, as well as penalties for failure to provide said support and maintenance, are set forth in the attached SLA, Attachment H. IN WITNESS T!tEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date written above. This Agreement may be executed simultaneously or concurrently in one or more counterparts, each of which shall be deemed a duplicate original but all of which together shall constitute one and the same agreement. [SIGNATURE PAGE FOLLOWS] ACCELA AUTO MATI ON TM~,~ ELO CI TY~IA.LLTM SERVICES AGREEMENT Contract No. 9/39 SERVICES AGREEMENT SIGNATURE PAGE Contract No. PROVIDER: ACCELA, INC. By: (Printed Name and Title) By:" AGENCY: CITY OF PALO ALTO By: Mayor By: Assistant City Manager Maury Blackman V.P. Corporate Development (Printed Name and Title) By: ~\" Jeffery Coun~ (Printed Name and Title) By: Director Administrative Services Attested by: By: City Clerk Approved as to Form: Federal Tax 1I) No. 94-2767678 By: Senior Assistant City Attorney By: insurance Review ACCELA AUTOMATI oNTM/VELOCITY!tALLTM SER\q_CES AG~_EEMENT 10139 Contract No. ACCELA AUTOMATION~/NELOCITY~LT~a SERVICES AGREEMENT Attachment A - Deliverables Contract No. Accela Automatioffr-’v fi.mction and features. Application Submittal Functions and Features Submittal Functions and Features -Validate property profiles including address, parcel and owners -Assig-n applicants, tenants, contacts, contractors, architects, en~neers, or others -Free style work descriptions and job valuations -Categorize application type up to 4 levels -Flexibly assig-n workflow, fees schedule, user defined input fields, and inspections to an applications type Applications will be manageable by Due Date and permit ~type Query Functions and Features -By address -By parcel -By application number Fees and Payment Fees Functions and Features -Ability to handle fee schedules by application type -Calculate by linear equation fom~ula -Calculate based on units/quantity -Calculate flat fee -Ability for the Agency to update, change, and add to Fee Schedule Table for easy maintenance -v_~OlltlllUe to -rise iVl~tbtcl PCliiiItLii~g r^- r^~ : ......: ^ _ -For API with third party software, See Attachment A1 - Deliverables. Contractor Management Functions and Features Contractor management information Professional license expiration date Professional license class Owner builder exemption Insurance information Insurance expiration date Bonds information WorkflowiPlan Review Functions and Features -Basic routing, email notification and task status -Free style comments -User defined workflow -Assig-ns workflow to application type -Disposition date ACCELA ALWO MAT] O N TM/V EL O CL’!~’]3..AL LTM SERVICES AG_~_EEMENT 11139 Contract No. ~ ACCELA AUT OMA TI ON r~’~fivZELOCITY~LTM SERVICES AGREEMENW Attachment A - Deliverables Contract No. Permit issuance Functions and Features Prints permit and creates audit trails Inspection Scheduling Functions and Features -Schedules date and time -Cancellations and rescheduling -Adds inspection comments -Schedule Multiple inspections at the same time (Automation and VelocityHall) -Limit the number of stops inspectors can make on a dailybasis, with a default number that is set unless adjusted by the Agency Add inspections that were not originally included for the stop using handheld de~dce Daily Route and Inspection Results Functions and Features - ’ Creates daily route sheet Inspection status and status date Inspection result Reporting Ad hoc report writer Daily inspections Monthly daily reports Daily activities Customer/User friendly access to permit stares that includes details on the p~-~nit status and history ~ ’ .....~: --~’ - _-~__T. ,,,k2-~utomauou and v eluultynml) Implementation Schedule Provider wi!l provide Agency with a written detailed implementation schedule (including milestone dates and resources and hours required) within two weeks upon si~ming of the agreement and prior to commencing any work. End of Attachment A ACCELA ALrrObIATI oNTM/v ELO CISINICLALLTM SERx, qCES AGP,~EEMENT 12/39 Contract No. ~ ACCELA AUTOMAT! ON ~o!VELO C~ ~rFY!ff_~.LLTM SERVICES AGREEMENT Attachment A-1 - API for Third Party Financial Software Contract No. Sunanaary Accela Automatioffr~/VelocitTHall~’M is desig-ned and built to simplify the communication and coordination with third party software vendors. Where applicable, Accela Automation~A!VelocityHallaM is using Industry Foundation Class library standards and aecXML protocol, a standard published by International Alliance for Interoperability (’aa~v.ifc-na.com). Application Interface (API) for third party f’maneial package Accela Automation~!VelocityHall~r-~ API provides two basic functions Provides for real time transaction with third party financial package using X_ML or COM object, protocol. And batch mode transaction by date range via data exported in ASCII file format Simple User Interface ACCELA AUTOMAT! O NTM/VELO CITY~-I-~LTM SERVICES AGREEr~IENT 13/39 Con~a~ No. AUTO~T,,~,N ,~’E,.~,_,C~ ~,_ALL SER~CES AG~E~ A~ae~ent A-1 - ~I for T~d Pa~ F~ancia! So.’are Configuration Contract No. Third Party Financial Software - SAP, PeopleSoftwar, JD Edwars, Oracle Financial, etc ~Integration Relay Servte~ ,...~.~.---’--~dave F::nabled Web Server IOLT Applice~ion Messaging Processor Business Interlink Processor Component Processor ---&User Interface ~.~ ~r eratot ,3uery Processor "4rocess Scheduler/ ’ ~.pplic,~ion Engine Security Manager SQL Access Ivlanager Automation L Server ~ ClientEx’[ernapy~em ComponjntL"COM, CORBA, EJB ~ TM ~TMACCELA ALv!’OMATION ~f’~ ELOCITY~IALL "- SER\qCES AGREEMENT i4/39 Contract No. ~ A ~-T A AUTOMATIONTM,rVELOC~rTY~L_.~_. SERVICES AGREEMENT Attachment A-t - API for Third Party Financial Software Contract No. Published Data FFEEITEM SERV_PROV_CODE PK, FK R~q B I_PER_ID1 ReqPK’ FK B I_PER_[D2 PK, FK Req B ]_PER_ID3 PK, FK Req FEEITEM_SEQ_NBR I PK Req FFEE1TEM_UDF l , FFEE1TEM_LFDF2 FFEEITEM_UDF3 FFEEITEM_UDF4 I GF_COD GF CR DR GF_DES GF_FEE GF_FEE PEKIOD GF_L1 IGF_L2 GF_L3 KEC_DATE KEC_FUL_NAM IREC_STATUS VARCHAR2 VARCHAR2 VARCHAK2 VARCHAR2 INLUvlBER IVARCHAR~ }¥ARCHAK2 I VARCHAR2 1VARCHAR2 VARCHAR2 VARCHAR2 VARCHAR2 ]NUMBER VARCHAR2 VARCHAR2 VARCH.ML2 IYARCHAR2 DATE VARCI-L4R2 IVARCHAR2 15 Service Provider Code ACCELA 5 Application # Prefix, Application #, and Application # Suffix is 00BLD used to track the relationship b~twecn master project, project and sub-project 5 Application # Prefix, Application #, and Application # Suffix is 0 used to track the relationship between master project, project ~d sub-project I 5 Application # Prefix, Application #, and Application # Suffix is 1 used to track the relationship between master project, project and sub-project 30]Not use I 301 o, e [30]Notus~ 15 Standard Fee Group, Type, Code, Period identify an unique fee BLDG01 item. A group of fees for an application can Type, Code, Period identify, an unique fee item. A group of fees for an application can be selected by specifying the fee gyoup, type, and period 1 Standard Fee Debit/Credit identify the current accounting D transaction 45 Standard Fee Item Description is the full description of the fee ELC-lssuanee item corresponding with the unique standard fee code of firm el~trical permit 221Standard Fee Item Amount ]23.5 15 Application Fee Assessment Period allows multiple fee Final !assessments. l.e at filing, at issuance, etc 32] Standard Fee Item Account (Object) Code 12,3 are the chart of ! account code for account 32 Standard Fee Item Account (Object) Code 1,2,3 are the chart of account code for account 32 Standard Fee Item Account (Object) Code 1,2,3 are the chart of ! account code for account 7 Record Date is the date and time stamp of the transaction 09/18/200011:49 8 Record Person is the respons~le person’s login name, base on GUEST log-in passwor~ performing the last transaction. This is an internal audh trail tool. 1 IRecord Status is a hidden field for ~a-~king soft delete,A record reconciliation and record lockfing ACCELA AUTO IVlATI ON TM.~.~ EL O CTI’~’ltALLTM 15/39 Contract N o. ) ACCELA AU l ~,1~ IA, ~ON---,% ELuC~T~ .~_-: KL~- -- SERVICES AGREEMENT Attachment A-1 - API for Third Party Financial Software Contract No. FINVOICE SERV PROV CODE PK, FK IPK Req Req Service Provider Code INVOICE NBR Invoice number INVOICE_DATE Invoice date INVOICE_LEVEL Not use BALANCE DUE Not use FINWO1CE UDF1 Not use FINVOICE_UDF2 Not use FINWOICE_UDF3 Not use FINVO1CE UDF4 Not use INVOICE AMOUNT invoice amount INWOICE_BATCH_DATE Not use INWO1CE_BATCH_NBR Not use INVOICE_COMMENT Not use INVOICE_DUE_DATE Invoice date + I day INVOICE STATUS Invoice status INVOICE_STATUS_DATE Invoice status date KEC_DATE Req Record Date is the date and time stamp of the transaction REC_FUL_NAM Req I Record Person is the respons~le person’s login name, base "on log-ln password~ performing the last transaction. This is an interna! audit trail tool. REC_STATUS VARCHAR2 Record Status is a tfidden field for t~cking soft delete, lrecord reconciliation and record locking ACCELA 109119/2000 14:54!0 i23.5 09;20/2000 14:54 IPaid 09/19/2000 14:54 09/19/2000 14:54 USER1 A ACCELA ALrTO MATI O N TM/v E L O C"I TY/cL4.LLTM SER%qCES AGR-EEM- EN~r 16/3 9 Contract No. ~ SERVICES AGREEMENT Attachment A-1 - API for Third Party Financial Software Contract No. FRECEIPT . Sample Values SERV_PROV_CODE PK, FK VARCHAIL2 15 Service Provider Code t ACCELAReq PAYMENT_TYPE PK Req VARCHAR2 RECEmT_NBR INUMBER CASH]ER_ID I VARCHAR2 PAYMENT_DATE DATE RECEIPT DATE DATE REGISTER_NBR PAYMENT_AMOUNT I PK Req Req Req PAYMENT CHANGE PAYMENT STATUS PAYMENT-TYPE_NBR RECEIPT AMOUNT RECEIPT_BATCH_DATE RECEIlYl’_BATCH_NBR RECEIPT_COMMENT RECEIPT STATUS TRANSACT!ON CODE TRANSACTION NBR UDF! VARCHAR2 INUMBER DATE YARCHAR2 IVA-RCHAR2 VARCItCuR2 !¥ARCHAR2 lVARC~L~R~ VARCB_hR2 V ARCHAR2 !wac A DATE I Credit Card ]WZB 09,’19/2000 14:54 09/19/2000 14:54 IwEB ’,23.5 !o !Paid 123.5 09/19/2000 14:54!o tPaid P4011392994 111PN] 22 Invoice number 30 Cashiering Payment Type is the method of payment I.e. by [Cashier Check, Credit Card,. Account Entry 22 IReceipt Number 81 Cashier Person ID # 7 Cashiering Payment Date is the payment date 7 receipt date 8 i Cashier Machine # 22 Cashiering Payment Amount is the pa)maent amount corresponding to the receipt 22 !Cashier Payment Change Amount 30 !Not use 30 Cashiering Payment Type is the method of payment I.e. by ICashier Check, Credit Card, Account Entry. 22 I Receipt amount 7 Cashiering Batch Date 221 Cashiering Batch Number 240 Cashiering Comments is a general purpose comment field for capttwing addition fr~ text information 30 IReceipt status 30 Not use 30 fCashiering Payment Transaction # 30 fNot use 30 !Not use ! 30i~otuse I 301Notuse 7 Record Date is the date and time stamp of the wansaction 70 Record Person is the respous~le person’s login name, base on log-in password, performing the last transaction. This is an Internal audit Wail tool. 1 Record Status is a hidden field for tracking soft delete, record reconciliation and record loctd.ng UDF3 !I UDF4 l i iREC_DATE Req 09q 9/2000 !4:54 REC_FUL_NAM IReq VARCP~a~2 USER~ REC STATUS VARCHAR2 A ACCELA AUTOMATI oNTM/¥ELO CITYY0.ASLLTM SER\rlCES AGREEMENT 17/39 Contract No. ~ SERVICES AGREEMENT Attachment A-! - API for Third Party Financial Software Contract No. XFEEITEM EXWOICE Column SERV_PROV_CODE PK, FK VARCHAF,2 R~q B I_PER_IDI PK,. FK VARCHAR2 Req B1 PER 1132 VARCHAR2 B! PER ID3 FEE1TEM_SEQ_NBR ENW OICE_NBR GF CR DR GF DES GF FEE GF FEE APPLY_DATE GF_ITEM_STATUS_FLAG GF_L1 GF L2 GF_L3 GF UDES GF UNIT I XFEEiTEM UDF1 XFEErrEMIUDF2 IXFEEITEM_UDF3 XFEEITEM_UDF4 REC DATE PK, FK Req VARCHAR2 REC_STATUS 15 5 VARCHAR2 INUMBER DATE VARCHAR2 VARCKAR2 VARCHAR2 VARCHAR2 22 122 32 Service Provider Code VARCHAR2 10 t~q, OMBER 122 [ VaP, CHA~13o Iv-~c~13o 7 PFL FK NUMBER 3942 Pg. FK NUMBER invoice Number 23 Req VARCHAR2 Standard Fee Debit/Credit identify the current accounting transaction Standard Fee ltem Description is the full description of the fee item corresponding with the lmique standard fee code I Standard Fee Item Amotmt INot use !Not use Standard Fee Item Account (Object) Code 1,2,3 are the chart of account code for account Standard Fee Item Account (Object) Code 1,2,3 are the chart of account code for account Standard Fee Item Account (Object) Code 1,2,3 are the chart of account code for account Standard Fee Item Unit Description descn~be the maJt used for the unit item_ l.e. Ft, SqFt, Acres, Units, CuYd, Amp, Horsepower, I Standard Fee ltem Unit iNot use !Not use INot use iNot use Record Date is the dine mad time stamp of the trmasaction Sample Values ACCELA Application # Prefix, Application #, and Application # Suffix is 00BLD used to track the relationship between master project, project m~d sub-project Application # Prefix, Application #, mad Application # Suffix is !0 used to n-ack the relafioustfip between master project, project and sub-project Application # Prefix, Application #, mad Application # Suffix is 4 used to track the relationskip bmween master project, project and sub-project Sequence Number VARCHAR2 70 Record Person is the respons~le person’s login name, base on log-in password, performing the last transaction. This iis an intemM audit ~ tool. VARCHAR2 1 Record Status is a hidden field for tracldng soft delete,A recorfl reconciliation and record locking 10/09/2000 9:25 GUEST ACCELA ALWOMATI oNTM~:ELO CITYHALLTM SERVICES AGREEMEN~I"!8/39 Contract N o. i ~~ r~"[TH ;r.,~:~~r.~J-Ir ~r -~ TMACCELA AU ~ OMA I iON -~ ~Lo~rr~v ~L : SERVICES AGREEN[ENT Attachment A-2 - Modules Included Contract No. Provider agrees to provide implementation and!or maintenance services to Agency for the following modules: ¯Building Inspection * ¯Code Enforcement Cases * ¯Business License* ¯Public Works* ¯Velocity Hall*(web portal) ¯Plarming Entitlements ¯Fire Permits Note: Modules followed by the * are currently used by the Agency and only require maintenance services. Other modules listed will require implementation services as well as maintenance services "VM TMACCELA AUTOMATION "" /VELOCTrY][IALL " "19/39 Contract No. ~ ACCELA AUTuMATIuN ’ ~/~) ELOt;Ff~i SERVICES AGREEMENT Attachment El - Professiona~ Services Contract No. Provider ,~6_ll provide the Agency with the following services: Data Conversion Provider will convert existing historical data derived from Agency’s Access database of Planning data and Fire data. SeN, ices to be provided in support of this data conversion effort include: data mapping, creation of the mi~ation pro~am, testing, and final conversion of the data for use within Accela System. The conversion team will mi~ate the data supplied by Agency to that which already has been uploaded to Provider’s itp.mdb database. Agency will assigxi one (1) FTE to assist with data mapping as well as the testing of the mi~ated data. Ultimately it will be the Agency’s responsibility to validate the migated data before going live. Agency will be required to sign off on mi~ated data before going live. Provider will convert existing fees derived from Agency’s Access database of Plarming fees. Services to be provided in support of this data conversion effort include: data mapping, creation of the mi~ation pro~am, testing, and final conversion of the data for use within Accela Automation. The conversion team will mi~ate all data from the initial upload (see PP 1) five (5) business days prior to go-live date supplied by Agency to Provider. It will be the Agency’s responsibilib~ to validate the mi~ated data before going live. Agency wil! be required to sign off on mi~ated data before going live. It will also be Agency’s responsibili~ to enter the remaining five (5) business days of activity into the system after go-live. Implementation Assistance Provider wi!! provide eighS~ (80) hours of implementation assist_~_n_ce to assist Agency in the configuration of Accela Automation for Planning. Services to include, but not be limited to, assistance with workflow setup, application D~pes setup, fees setup, inspections setup, contacts setup, and other configuration activities as directed by Agency. Reports Development Provider wil! create ten (10) new reports of Agency’s choosing in Provider’s V360 Reporting Solution per report specifications as provided and validated by Agency for deplos~nent with Accela Automation. As a part of this effort, Provider will provide Agency with access to the V360 Reporting Solution in both the Production and Support environments established for Agency in Accela Automation. Reports Training Provider will provide four (4) 3-hour training sessions over the course of two days in the and letters in conjunction with Accela Automation. ACCELA AUTOMATIoNTM/VELO CITYI’tALLTM 20/39 ACCELA AUT OMATI ON~M~ZELOCITY~L:~ SERVICES AGREEMENT Attachment B - Professional Services Contract No. Provider will provide maintenance services for all modules (see A-2 Modules Included) used by the Agency. End of Attachment B ACCELA AUTOM-&T] ON TM/¥ELOCrFYIIALLTM SERV!CES AGP.EEMENT 21/39 ACCELA At~ l O!~ IA ~ ION ~vrELOCrI’Y~ SER~CES AG~E~ A~ae~ent C - System A~sWafion Contract No. Backup and Data Security ¯ Daily backup utilizing HP SureStore DLT Changer 8 ! 8 and Veritas Netbackqap ¯ Daily back-up tapes will be removed from the web-hosting facility, Qwest, for redundancy and security ¯ WeeNy tapes will be transferred to ProvJder’s office or offsite storage High Availability ¯Redundant & fail-over servers ¯Disk array ¯Multi-processors ¯Redundant power supply ¯High performance load balancing hardware using F5 BigiIP ¯Agency will subscribe to local and national ISP providers to connect to the Internet using analog modems in case of circuit failure Performance ¯Industry standard hardware and software ¯Multi-tier software and hardware architecture ¯Performance tuning & performance enhancement on an as needed baseis ¯100MB burstable Ethemet connection and zero hop to the Intemet Security of Data ¯Data will be located off-site at a secure database server ¯Server -""Will be set up to supportm ....u ,’ * :u p ,’ -c aaencies.~ . but --:"winp~ ....co, uuc"-~- u-*’-m~-- a~encies~ n-ore° accessing Agency’s data ¯The data does not leave the secured site at Qwest .Database wi!! be in same format as current database used for existing Provider soRware, regardless of the application service provider End of Attachment C 22139 Contract No. * ACCELA AUT OMATI ON -~/VELOCYI’Y~[ALLTM SERVICES AGREEMENT Attachment D - Security Contract No. Physical Facility Security Provider will contract web hosting facility which currently is at Qwest Communications, Sunnyvale, CA ¯Web hosting facility is located at an unpublished location to reduce visibility and vandalism ¯Web hosting facility has a single entrance with 24 x 7 security guard service ¯Web hosting facility restricts access personnel with pre-register identification card ¯Web hosting facility has video cameras located throughout the facility with 24 x7 security guard service ¯Web hosting facility has automated fire alarm and water-free fire suppression equipment ¯Web hosting facility is powered with UPS and diesel generator backup ¯Web hosting facility has periodic networkhardware check (ping) with email notification of any problems Network Security ¯ Provider provides network security with a Net Screen firewall, a turnkey Internet Firewall specially desig-ned for ISP. ¯SSL 128K encryption ¯Linux Kernel ¯Site to site IPSec VPN ¯Comprehensive security logg~g and alarm features ¯Network security audited and certified by independent licensed (Certified Information System Auditor) professional. Copies of these reports will be provided to the Agency and the Agency’s Auditor upon the issuance of the report free of charge. End ofAttackment D TM TMACCELA AUTOMATION "]VELOCITY~IALL SER~qCES AGP..EEME~ ,~rr 23/39 ACCELA AUT OMA TI ON ~’~/%~EL OCIT’~T~LTM SERVICES AGREEMENT Attachment E - Fee Schedule ConWa~ No. Agency agrees to pay Provider fifty (50) percent, thirty-five thousand, nine hundred seventy-five ($35,975.00) dollars of the implementation portion of the agreement within thirty (30) days of the execution of this agreement. Agency shall pay Provider the remaining fifty (50) percent at that time the Agency and Provider agree that the Professional Services has been satisfactorily completed by the Provider. Agency shall be invoiced. See Sec 1.8 of this ageement. Agency shall pay Provider two quarterly installments of eight thousand, four hundred eighty-three dollars and eighty-nine ($8,483.89) for the Fire and Planning modules commencing at the signing of this agreement Commencing October 1, 2004, Agency shall pay Provider twelve (12) quarterly payments of twenty-five thousand, one hundred and fifty dollars and fifty-six cents ($25,150.56) for maintenance of the Accela System. Agency shall be invoiced. See Sec 1.8 of this ageement. Provider reserves the right to periodically review and add to the above fee upon consultation and agreement of Agency. Total addition to the above fee may not exceed seven (7) percent of the total agreement. Other: Note: Palo Alto will reimburse Accela for all costs associated with travel on-site to Palo Alto per actual costs incurred. All Services provided in excess of or in addition to the Services stipulated herein as a part of this agreement will be billed to Palo Alto at the pre-established hourly rate of $250. No additional Services will be provided ~-ithout expressed written consent of Palo Alto authorized representatives. Implementation: (For Planning and Fire Modules) ¯ Data Conversion Cost for Historical Data Conversion: Cost for Fee Conversion: ¯Implementation Assistance Cost for Implementation Assistance: ¯Reports Development Cost for Reports Development: ¯Reports Training Cost for Reports Training: Total: $31,450.00 $ 3,700.00 $12,800.00 $20,000.00 $ 4,000.00 $71.950.00 Ouarterlv Maintenance: 1/41y Currently Licensed Modules $16,666.67 (Commencing 10/01/2004): Additional Modules:$ 8,483.89 (Commencing at signing): Total:$25.150.56 Annual $ 66,666,68 $ 33,935.54 $100.602.22 Total $200,000.04 $1!8,774.46 $3!8.774.50 See A-2 @ pg 19/39 See A-2 @ pg 19/39 Contract Total: Implementation Services: $ 71,950.00 Maintenance Services: $318,774.50 Grand Total: $390.724.50 End of Attachment E ACCELA AUTOMATI oNTM/NrELOL-TFY1J.t~LTM SERVICES AGREEMENT 24139 Contract ACCELA A UT OMA TI ONr~/VELOCITY~J~LTM SERVICES AGREEMENT Attachment F - Insurance Certificate Contract No. E~ISURANCE REQUIREMENTS - Long Form Ci~ of Polo Alto:SECTION 6500) Insurance Requirements for Contractors (Due upon Award) CONTRACTOR: PROJECT COORDINATOR: CONTRACT NAME: GENERAL TERMS AND INSTRUCTIONS THIS INSTRUCTION SFiEET SHOULD BE GIVEN TO YOUR INSURANCE AGENT/BROKER. CONq’RACTORS TO ~ Cm’ OF PALO ALTO, AT TfiEIR SOLE EX~P~NSE SI]ALL OBTAIN AN~D MAIN~rAIN INSURANCE FOR TE[E T~z/qM OF THE CONq’RACT. CONTRAC’IORS WILL BE REQUIRED TO PROVIDE A CERTIFICATE EVIDENCING TH~ INSURANCE A~’D NAa’~ING THE CITY AS AN ADDmONAL INSURED. ALL INSURANCE COVERAGE REQUIRED SHAJ~ BE PROVIDED TJ~ROUGB CARRIERS WITH A BEST RATLNG OF A:VII OR mGHTe.R THAT ARE ADMITTED TO DO BUSINESS IN TEEE STATE OF C.~,~’ORNX~. T~E CERTIFICATE OF INSURANCE MTIST BE COMPLETED A.N~D EXECUTED BY AN AITYHOPdZED REPRESEN’FATIVE OF TIZE COM~PANY PROVIDING INSURANCE, FILEDWITH THE C1TY, AND APPROVED BY TH~ CTIW BEFORE CONTRACT V~ql.L BE CONSIDERED COMPLETE AS RESPECTS INSURANCE. RETURN THE COMPLETED CERTIFICATE TO TttE CITY OF PALO ALTO, PURCHASING & CONTRACT ADMINISTRATION, 250 HAMIL TON A VENUE, PALO ALTO 9’1301. THeE INSURANCE REQUIREMENTS CEEECKED BELOW ARE REQUIRED FOR THIS CONTRACT. TYPE OF COVERAGE EACH OCCURRF~CE Worker’s Compensation Statutory. Automobile Liability. PROPERTY DAMAGE~Comprehensive General Liability: INCLUDING: ¯PERSONAL INJURY ¯ BROAD FORM PROPERTY DA~,IAGE ¯ BLACkfeET CONTRACTUAL ¯FIRE LEGAL LLkBII!TY .’~ Comprehensive Automobile Liability: INCLUDING: ¯BIRED ¯NON-OWN’ED Professional Liability: LNCLUD!~G: ¯ERRORS AND OMISSIONS ¯ MALPILACTICE (LfApplicable) ¯ .N~EGL1 GENT PERFORMANCE BODILY INJURY & PROPERTY DAMAGE CO~IDIN’ED BODILY INffURY (Each Person) LONG FORM (Minimrtm Limiu) $1,000,000 $1.000.000 $1,000,000 BODILY INJURY c£,~h O~n=~ PROPERTY DAMAGE BODILY INJURY & PROPERTY DA-hL~, GE C O.h, IBIN-ED ALL D.~IAGES $1.000,000 SL000.000 $1.000.000 $1,000,000 $1,o00,000 $1 000,000 $1,000 000 $1.000000 ~~THE CITY OF PALO .ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED A. D. E. F. The CiD’ of Palo Alto, its officers, agents and employees are named as additional insured, but only as to work performed under conWact. Said c.overage as to the City of Palo Alto, etc. shall be primary coverag% without offset against Cit-y~s existing insurance and any other insurance carried by the City. being excess insurance only. V~%ere the work involves grading, paving, excavating, drRling or other underground work,, the policy includes destruction of ~Jres, conduits, pipes, mains, or other similar proper1)’ or any apparatus in connection therewith below the surface of the ground whether o~q~ed by third parties urthe CiD" of Paio Alto. Where the work involves excavating, collapse coverage is provided in the amounts above. The policy includes a "Severabiliry of Interest" provision. Deductibles over $5,000 must be indicated and are subject to approval. If such policies are canceled or changed during the peciod of coverage as stated herein, in such a manner as to affect the Certilicate~ thirty (30) days written notice wB~ be mailed to the CiD" of Paio Alto, Contract Administration, P.O. Box 10250, 94303 The fiabliR-y insurance policy includes a con~a~M liability endorsement pro+~ding insurance coverage for Con~’ac~or’s ag~ment to indemnify the CiD’. The coverage afforded under the policies is subject to all terms of the policies designated herein and meets all of the provisions erdied for herein. DATE: March 4. 2004 CONTRACT M-~NAGER: Laura Pearce (650) 329-2162 End of Attachment F 25/39 Contract No. ACCELA AUTOMATION~,~ZELOCI~ -~L. LT~- SERVICES AGREEMENT Attachment G- Certificate of Non-D~scrimination Contract No. PROJECT TITLE: Aecela~ inc. - Aceela AutomationTM/VelocitvHalVM Certification of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto, the finn and individuals listed below certify that they do not discriminate in employment with regards to age, race, color, religion, sex, national oriNn, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment. Finn: Accela. Inc.DATE: Title of Officer Sig-ning: Signature End of Attachment G ACCELA ALrrOMATI O N TM!-.. "ELO CT~’~tALLTM SERV!CES AGR~FEMENT 26/39 Contract No. ~ ACCELA AUTOMA Ti ON~ffVELOCITY~_ALLTM SERVICES AGREEMENT Attachment H - Service Level Agreement Contract No. Attachment H: Service Level Agreement ACCELA, INC. Service Level Agreement City of Palo Alto ACCELA AUTOMATI oNTM/VELO CITYHALLTM SERVICE LEVEL AG~F.Erv~.JqT 27/39 Contract No. * ACCELA AUT OMA Ti ONTMi~TELOCri~’~IALLTM SERVICES AGREEMENT Attachment tt - Service Level Agreement Contract No. Service Level Agreement 4160 Dublin Boulevard Suite 128 Dublin., CA 94568 Telephone: (925) 560-6577 FAX (925) 560-5670 ACCELA AUTOMATI oNTM/VELO CITYI:L~LLTM 28/39 Contract No. ~ ACCELA AUT OMATI ON~/YELOCITY]~A_LLTM SERVICES AGREEMENT Attachment t! - Service Level Agreement Contract No. Purpose, Poficy, and Requirements The Purpose of establishing Service Level Agreements (SLAs) is to provide a methodology for introducing and implementing reasonable expectations for the City of Palo Alto (Agency) and Accela, Inc. (Provider). SLAs also allow for two-way accountability and mutually agreed upon service levels. Most importantly, SLAs are used to provide an opportunity to improve the environment, serv~ice, and business relationships. This is an agreement between Provider and Agency. This document describes al! services that are currently being provided to the Agency. Included are the service descriptions, Provider responsibilities, and Agency responsibilities. It will be Policy to examine the attributes of the first draft of the SLA in one month. At that time modifications to the SLA can be made and implemented. After that time, the SLA wil! be reviewed and modified on an annual basis. ACCELA AUTOMATION ]~ ELOCITYIzIALL SER’v-ICE LEVEL AGREElVIENT Contract No. 29139 ACCELA AUTOMATI ON~/VELO CITYI~[ALLTM SERVICES AG!~EEMENT Attachment It - Service Level Agreement Contract No. General Service Level Elements Customer: City of Palo Alto Contractors Property Owners Locations: Various SLA Contact lnformation: Accela, Inc. (925)-560-6577 VelocityHallTM Customer Support telephone number is on the VelocityHallTM website Department Contact Information: Project Manager 650-329-2284 Project Management and Application Services 650-329-2250 CIO 650-329-2114 Planning Department - Building Division 650-329-2550 ¯24/7 Method for Requesting Setwices: ¯Requests may be made via phone (559) 627-1959 ¯Requests max; be made via e-mail (support(~accela.com) ¯Requests may be made on-line via (http:/!www.accela.comisupl~or~isupport form.asp) Service Tracking and ReporKng Procedures: ¯ All requests are logged into a tracking system and a receipt of acknowledgement will be sent to requestor via email. ¯Request record is completed by a Representative in the Customer Resource Center (CRC) or for~varded to appropriate level for research and completion. ¯Resolution follow up will be conducted by the appropriate assigned staff. ¯Quarterly reports to be submitted to all SLA contacts. Setwice Level Agreement Period: 04/01/2004- 03/31/2005 (Terms to be negotiated on an annual basis, two months prior to expiration,) Contact N~. 30/39 ACCELA AUTOMATIONr~!VELOCITY~LT~ SERVICES AGREEMENT Attachment tt - Service Leve! Agreement Contract No. ...................................... ___Cli__en_~t _S e~_rvic e s______a_nd O~__P_£r_ati___o_n_s4160 Dublin Boulevard Suite 128 Dublin,. CA 94568 Telephone: (925) 560-6577 FAX (925) 560-5670 Service Level Elements for Client Services and Operations ACCEIA AUTOMATION" *"/VELOCITYHALL’!3’" SERVICE LE~[EL A,~REEMEN ~ Contract No. 31/39 ACCELA AUT OMATI ON~]YELOCITY~kLLTM SERVICES AGP~EEME ,NT Attachment H - Service Level Agreement Service Leve! Elements for Client Services and Operations Environments Included: Provider will provide Application Service Provider (ASP) environment to the Agency to support Accela System. Products and Services Provided: ¯Comqg~re, and troubleshoot Accela System. ¯Troubleshoot and configure all general technology inquiries related to Accela System. *Provide the Agency a full Disaster Recovery Plan of both Provider and Third Party Data Center within five business days upon signing of the A~eement. ¯Provide the Agency a tour of the Data Center on an annual basis. ¯Provide CRC as well as On-Line Help. ¯Provide wee~y report on Unauthorized Access Attempts and Security Breeches on the f-n-st business day of the following week. Agency Responsibilities: ¯All requests must be submitted via phone, E-mail, or On-Line to the Provider. ¯Provide contact name, extension, department/division name, and location of equipment. ¯Provide a clear description of the problem including: number of people and/or equipment affected. ¯Determine with Provider, the severity and priority of the situation. ¯Provide individual to be contacted and/or an alternate with telephone number ifrequestor is unavailable. ¯Provide access to the work location, if required, for the problem to be resolved. ¯Provide 1 weeks notice for all forecasted requests and projects requiring more that 1 full day of work. ¯Agency will establish all department-specific application logons. ¯Agency shall immediately assist and cooperate with Provider to resolve issues that affect client services and operations. Provider Responsibilities: ¯Log al! phoned, e-mailed, or On-Line requests into the tracking system. ¯On a wee "kly basis, Provider will provide the Agency an electronic format of al! logged requests at the start of the first business day of the following week. ¯Determine with the Agency the severity of the situation. *Ensure escalation is properly transferred to the appropriate level with notification to the Agency. ¯Provide follow up to all requests. ¯Conduct quarterly Agency Satisfaction Surveys. ¯Ensure support-staffreceive formal!informal training on Accela System. ¯Provide quality customer service. ¯For all system unavailabiliD~’, Provider wi!l notify, the Agency of all status changes and updates. ACCELA AUTOMATI ON ~ ".~ZELOC1TYItALL SERVICE LEVEL AGREEMENT Contract No. ACCELA AUTOMATIONT~/VELOC/TY~_LLTM SERVICES AGREE!VIENT Attachment H - Service Level Agreement Contract No. Service Level Metrics * Performance Criteria Average Call Answer Time Response Time First Time Resolution 97% (answered within an average of less than 5 rings for calls made to the CRC telephone number) 95% (within 2 hours during normal business hours; within 12 hours after-hours) 90% (requests res~l~ed at initial contact) Penal~ for missing Performance Criteria 5% of annual Maintenance Fee if Average Cal! Answer Time fails below 97% not answered within an average of five three rings for calls made to the CRC telephone number. 5% of annual Maintenance Fee if Response Time fails below 95% where response is greater than 2 hours during normal business hours; within 12 hours after-hours. 5% of annual Maintenance Fee if First Time Resolution falls below 90% where request resolution is not met. * - Future Years Percentages may be found on page 38&39 ACCELA A UTOMATI O N T3d’/V EL O CITY ~[A-LLTM SERVICE LEVEL AGREEMENT 040405 sd10100224 Contract No. 33/39 ACCELA AUT OMATI ONT~/VELOCITY]~,_LLTM SERVICES AGREE1V!EN~F Attaetmaent H - Service Level Agreement Contract No. Infrastructure Services 4160 Dublin Boulevard Suite 128 Dublin, CA 94568 Telephone: (925) 560-6577 FAX (925) 560-5670 Se~wice Level Elemems for Infrastructure Services ACCELA ALrFOMATION ~ :vx/~ZELOCITY]q-ALL SERVICE LE\rEL AGREEMENT 040405 sdl 0100224 Contract No. 34/39 ACCELA AUTOMATI ONTM/VELOC!TY]]ALLTM SERVICES AGREEMENT Attachment H - Service Level Agreement Contract No. Service Level Elements for Infrastructure Services Environments Included: ¯Networ~king Equipment (routers, hubs, switches, servers...) ¯Telecommunications Equipment (phones, drops, patch panels...) From Provider to the Internet ¯Enterprise Systems: ¯Application Servers ¯Web Access Products and Set,rices Provided: ¯24/7 Network Availability to Data Center, except for scheduled maintenance on 24 hours’ notice, Telecommunications Services, for Accela System. ¯6:00am - 6:30pro Monday - Friday Network Availability, Telecommunications Services, for Accela System. ¯Batch output services (print jobs). ¯Daily Routine Backmp Service for servers at the Data Center. Agency Responsibilin’es: *All requests must be submitted via phone, E-mail, or On-Line to the Provider. ¯Provide 5 business days’ notice for all network infrastructure or database changes at Agency ¯Provide 2 hours’ notice for all Agency system outages ¯Agency shall irmnediately assist and cooperate with Provider to resolve issues that affect infrastructure services Provider Responsibilities: ¯ Provide 24 hours’ 5 business days notice for all system unavailability due to non-emergency issues (with Agency’s acceptance) Service Level 3letrics * Cate~oDT Overall Application Availability (excluding downtime due to Agency) Production Response Time for first byte download Response to Application Outages when discovered by Provider through its customer support telephone number Performance Criteria 24/7 (available) 95°/"o (within 1-3 seconds) 100% (notification of Agency within 2 hours) Pena!D, for missing Performance Criteria See WarranD, (Section 1.4) on Page 2/39 10% of annual Maintenance Fee if Production Response Time falls below 95% within 1-3 seconds for fn-st byte download. 10% of annual Maintenance Fee if Response to Applications Outages falls below 100% within 2 hours of application loss when discovered by Provider through its customer support telephone number. ACCELA AUTOMATION *"’*/VELOCITYItALL SERX-qCE LE~rEL AGREEMENT Contra~ No. ACCELA AUT OMATI ONTM/VELO CITY]~]ALLTM . SERVICES AGREEMENT Attachment H - Service Level Agreement Contract No. Application and Project Management 4160 Dublin Boulevard Suite 128 Dubiin, CA 94568 Telephone: (925) 560-6577 FAX (925) 560-5670 Service Level Elements for Appiications and Proiect Management ACCELA AUTOM&.TI ON * ,,,,t~ ELO C’ITYP,_ALL SERVICE LE~rEL AGREEMENT 040405 sdl 0100224 Contract No. ACCELA AUTOMATIONr*[VELOC~TY~LTM SERVICES AGREEMENT Attachment H - Service Level Agreement Contract No. Service Level Elements for Applications and Project Management Agency approved applications and databases that support Accela System. Project Management on Accela side. Products and Setwices Provided: ¯ Maintain data inte~ity, perform updates/patches, perform emergency fixes, and perform system inte~atior#interfaces for Accela System. ¯Assist in the testing of all changes to software applications Accela System. ¯Provide support/assistance for all Internet inquiries and services related to Accela System. ¯Provide support’assistance for general technology inquiries related to Accela System. ¯Provide support/assistance for all technology, related project management service needs, related to Accela System. ¯Conduct research and analysis to produce a technical or process solution to the business needs of the Agency. Agency Responsibilin’es: ¯ Provide 1 weeks notice for any Application and Project Management requests requiring more than 1 full day of work. ¯Provide 5 business days’ notice for all network infrastructure or database changes at Agency ¯Provide 2 hours’ notice for all Agency system outages ¯Agency shal! immediately assist and cooperate with Provider to resolve issues that applications and project management Provider Responsibilin’es: ¯ Close all sen, ice requests in Help Desk trac’king software. Service Level 2~letries * Cate~o~, Perform support for Accela System Response time of support requests through the Accela System customer support telephone number. Perform support for general technolo~, inquiries Perform support for all technology, related project management service needs, related to Accela System Performance Criteria 95% (closed within 5 business days depending on severiD, determination) 97% (within 1 business day) 95% (of requests completed within 5 business days, depending upon severity determination) 95% (response time of initial request within 2 business days.) PenalU, for missin~o Performance Criteria 10% of annual Maintenance Fee if Performance support for Accela System falls below 95% closed within 5 business days. 10% of annual Maintenance Fee if Response time of support requests through the Accela System customer support telephone number falls below 97% within 1 business day. 10% of annual Maintenance Fee if Performance support for general technolo~, inquiries falls below" 95% of requests completed within 5 business days, depending upon severity determination. 10% of annual Maintenance Fee if Performance support for all technology, related project management service needs, related to Accela System falls below 95% response time of initial request within 2 business days. * - Future Years Percentages may be found on page 38&39 ACCELA AUTOMAT1 oNTM/VELO CITYUtALLTM SERVICE LEVEL AGREEMENT 040405 sd10100224 Contract No. 37/39 ACCELA AUTOMATIONTMfVELOCITY~LTM SERVICES AGREEMENT Attachment tt - Service Level Agreement Con~a~No. Category Average Call Answer Time Response Time First Call Resolution Overall Application Availability Production Response Time for first byte download P~esponse Outages Perform support for Acceia System. Response time of support , requests throu~ the Accela System Aetual Performance Average calls received within 5 rings. >/=97% 98 - 99% 100% 2 hours during normal business hours; 12 hours after-hours. >/=95% 96 - 98% 99 - 100% Calls resolved at initial contact >/=90% 92 - 97% 98 - 100% Availability 24/7 95% (within 1-3 seconds) >/=95% 96 - 98% 99 - 100% _Nlr~tifia~tJrm. n~e ~_gency within 2 hours Closed within 5 business days depending on severity determination >/=95% 96 - 98% 99 - 100% Within 1 business day >/=97% 98 - 99% 100% Years 2 & 3 Penalty Answer Time >97% not answered within 5 rings for calls made to the Accela System customer support number. 5% 2% 0% Response Time >95% where response is <2 hours during normal business hours; <12 hours after- hours. 5% 3% 0% 1 ~t Call Resolution >90%. 5% 4% 0% See Warranty (Section 1.4) on Page 2/39 Production Response Time >95% within 1-3 seconds for first byte download_ 10% 8% 0% R e~nnnRe tn AnnliantinnR t~nt~fre~ >1 ~% within 2 ho~s of appfication loss when ~scov~ed by ~ovider ~ou~ its c~tom~ suppo~ tel~hone nmb~. P~o~ce support for Accela System >95% closed wi~ 5 b~ess &ys. 10% 8% 0% Response time of support requests through the Accela System customer support telephone number >97% within 1 business day. 10% 8% 0% TM T TMACCELA ALrrOMATION F~ ELOCITYHALL SERVICE LE~,rEL AGREEMENT 040405 sdl 0100224 Contract No. 38/39 ACCELA A UT OMA TI ONTM/VELO C!TY]~xA~LLTM SERVICES AGREEMENT Attachment H - Service Level Agreement Perform support for general technology inquiries Accela System support for all technology, related project management service needs. Contract No. Of requests completed within 5 business days, depending upon severity determination >/=95% 96 - 98% 99- 100% Response time of initial request within 2 business days. >/=95% 96 - 98% 99- 100% Percent of Annual Fee Forfeit Performance support for general technology inquiries >95% of requests completed within 5 busiaess days, depending upon severity determination. 10% 8% 0% Percent of Annual Fee Forfeit Performance support for al! technology, related project management service needs, related to Accela System >95% response time of initial request within 2 business days. 10% 8% 0% SERVICE LEVEL AGREEM:ENT 040405 sdl 010{t224 Contract No. 39/39