HomeMy WebLinkAbout2001-10-09 City Council (2)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT:ADMINISTRATIVE
SERVICES
DATE:
SUBJECT:
OCTOBER 9, 2001 CMR:373:01
APPROVAL OF CONTRACT WITH ACCELA, INC. IN THE
AMOUNT OF $150,000 FOR ACCELA AUTOMATIONrW
VELOCITYHALLTM WEB-BASED PERMITTING APPLICATION
RECOMMENDATION
Staff recommends that Council:
Approve and authorize the Mayor to execute the attached contract with Accela,
Inc. in the amount of $150,000 for Accela AutomationVWVelocityHalVM to
provide the Web-Based Permitting application.
Authorize the City Manager or his designee to execute the renewal of the options
at the rate of $67,000 per year for years two and three.
o 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 $15,000.
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.
This contract is an enhancement of the current Permit Tracking System currently used by
the Building Division (called Accela EnterpriseXM). This 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. This application allows the
CMR:373:01 Page 1 of 3
community to apply for and check the status of permits at their leisure and does not
restrict them to the City’s normal business hours.
Initially, Accela AutomationTM will issue all types of building permits and VelocityHallTM
only will issue simple building permits. Simple building permits include: electrical,
mechanical, plumbing, and re-roof permits. The status of all permits will be available to
both City personnel and the public.
Additionally, the City has the option to expand permits accepted to include Public Works
permits such as certificate of compliance, encroachment, industrial waste, reclaimed
water, septic hauler, street work, and temporary leases; Police Department permits such
as alarm, bingo - employee, bingo - establishment, for profit solicitor, helicopter,
masseuse - accessory, masseuse - business, masseuse - employee, masseuse -
outcall/individual, not for profit solicitor, street closure/block party/noise variance, taxi -
business~ taxi - individual, and taxi - vehicle; Fire Department permits such as alarm
system, assembly/restaurant, hazardous materials, sprinkler system, tent, and
underground water supply; and other permits such as business license/registry*, merchant
parking, and residential parking*.
The pricing model presented to the City is for an annual fee of $67,000. This fee is to
cover the processing cost of both the City and public sideg of the application.
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 Open Data Systems, which is
now owned by Accela, Inc. (Contract # C0117733).
The Building Department has been using the current client server version of the
application since 1999. At this time Accela, Inc. does not anticipate any new
enhancements to Accela EnterpriseTM, necessary enhancements will only be addressed by
Accela Automationa’M/VelocityHallTM.
RESOURCE IMPACT
The City received a proposal from Accela, Inc. in the amount of $150,000 to include the
licensing fee of $100,000. and three initial quarterly installments of $16,667. The length
of this contract is one year with two one-year options for renewa! at a quarterly rate of
$16,667 per quarter for an annual rate of $67,000. Funds for this project are included in
the Fiscal Year 2001-02 budget under CIP Project No. 19516, Permit Tracking.
* These permits can be added if and when Council approves them.
CMR:373:01 Page 2 of 3
Staff intends to have the cost of this contract recovered through fees collected by the
areas involved in the project. Adjustments will be made to the next fiscal year’s
Municipal Fee Schedule to implement a multi-year cost recovery.
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:
PREPARED BY:
DEPARTMENT HEAD APPROVAL:
Contract
/~- ~~AIGE
$.efiior Technologist
CARL YEATS~/~---~
f)ir~ctor,Services
:RED HERMAN
Chief Building Official
CITY MANAGER APPROVAL:
CHRIS ~GENSEN
Assistant to City Manager
CMR:~7:.01 Page 3 of 3
ATTACHMENT A
ACCELA AUTOMATIONTra/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
This agreement made on the day of ,200__ by and between Accela,
Inc., a California corporation (Provider) located at 701 Gateway Boulevard, Suite 151, South San
Francisco, CA 94080 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)i
Recitals
A Agency desires Provider, an Application Service Provider (ASP), to provide sofc, vare,
equipment, and professional services through the use of Accela AutomationTWVelocityHallTM
(collectively, the Accela System), related proprietary systems, and supporting documentation.
B Provider is the developer of the Accela AutomationTWVelocityHallTM Software (Software),
which allows building and other permits to be applied for and issued via the Intemet through
the Accela System.
C 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.
D Agency is an entity that receives applications for, and issues, Building Permits, and other
types of Permits.
E This agreement describes Provider’s services with respect 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) allow use of Provider’s Accela
AutomationTWVelocityHallTM, and Documentation Materials for usage; and 3) create and
provide web enabled Permit Activity Types.
Now, therefore, the Parties agree as follows:
1. TERMS
1.1
1.2
Application Service Soft~vare. 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 will be offered to Agency at additional cost.
Professional Services. Training and technical application support shall be provided to
Agency for set-up and implementation of Accela AutomationTM/VelocityHallTM, as set forth in
Attachment B, incorporated hereto. Technical application support under this section shall
commence at the time this Agreement is executed by Agency.
TM TMACCELA AUTOMATION " NELOCITYHALL
SERVICES AGREEMENT
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Contract No.
1.3
1.4
1.5
1.6
1.7
1.8
ACCELA AUTOMATIONT~/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
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.
Warranty. Provider warrants the entire application hosting service 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 the 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 purposes 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) 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 amount of twenty-five dollars
($25) 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
WARRANTY PROVIDED HEREIN IS THE ONLY WARRANTY PROVIDED WITH
RESPECT TO THE SUBJECT MATTER OF THIS AGREEMENT. SUCH WARRANTY IS
IN LIEU OF ANY OTHER WARRANTY, IMPLIED OR OTHERWISE, INCLUDING
ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE.
Security. 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
Auditor, Data Center tours, and or Data Center reviews on a periodic basis or when requested
by the Agency or the Agency’s Auditor. The Provider will also provide Annual Disaster
Recovery Plans for both the Data Center Facility and the Provider.
Customization of Software. 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
higher.
Pricing. Agency shall pay to Provider, the amounts set forth in Attachment E, incorporated
hereto, for licensing and using the Accela System. Agency shall be invoiced on quarterly
basis. Payment shall commence the first quarter from "go live" date. 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, CA93277
ACCELA AUTOMATIoNTM/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
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ACCELA AUTOMATIONT~/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
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 will result in additional costs to be
negotiated 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 activit ~::s 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
right to review and share any public information contained in Agency and Accela’s permitting
database with third parties. No public nor no non-public information from Agency’s
databases generated under the terms 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:Deliverables
B:Professional Services
C:System Administration
D:Security
E:Fee Schedule
F:Insurance Certificate
G:Certificate of Non-Discrimination
H:Service Level 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 one (1) year terms.
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 Accela 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.
ACCELA AUTOMATIoNTMNELOCITYHALLTM
SERVICES AGREEMENT
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1.13
ACCELA AUTOMATIONTUNELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
Warranty on Provider’s Right to License the Software. Provider warrants that it has the
fight to grant the Software License described in this Agreement and that the Software 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 infringes a United States patent or
copyright, and shall pay all costs and damages finally awarded, provided that Provider is
given prompt written notice of such claim, any information in the possession of Agency
related to such claim, reasonable assistance by Agency and sole authority to settle or defend
such claim. In the event of any such claim, Agency, upon request from Provider, shall
immediately cease using the Software and comply with Section 2.1 of this agreement.
Provider shall not have any liability or obligations under 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 material term or condition of this
Agreement or fails to fulfill in a timely and proper manner its obligations under this
agreement, then the aggrieved party shall give the other party 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 failure within thirty (30) days or as otherwise mutually
agreed. If the failure or violation is not corrected, this Agreement may be terminated
immediately by written notice from the aggrieved party to the other party. The option to
terminate shall be at the sole discretion of the aggrieved party.
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 IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF
SUCH DAMAGE. EXCEPT FOR A BREACH BY EITHER PARTY OF SECTIONS 1.8
AND/OR 2.7, OR THE PARTIES OBLIGATIONS UNDER SECTIONS 1.4, and 2.3, EACH
PARTY’S TOTAL LIABILITY TO THE OTHER IN ANY WAY RELATED TO THE
SUBJECT MATTER OF THIS AGREEMENT, AND REGARDLESS 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.
TM TMACCELA AUTOMATION /VELOCITYHALL
SERVICES AGREEMEN~I"
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Contract No.
¯ 2.3
2.4
2.5
2.6
ACCELA AUTOMATION~/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
Provider Indenmification. Provider shall indemnify, 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 of 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
willful 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, damages, 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.
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 failures 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 party 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 shall be deemed to be confidential and
proprietary information of such party, if identified as such by party claiming the
confidentiality. To the extent allowed by law, the Parties agree to hold such information in
strict confidence and not to copy, reproduce, sell, assign, license, market, transfer, give, or
otherwise disclose such information to third parties or to use such information for any
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. All such confidential and proprietary information
described herein and any confidential deliverable provided hereunder, in whatever form, are
hereinafter collectively referred to as "Confidential Information." The Parties shall 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 reasonable efforts to advise each other immediately in the event that either learns 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 Agreement, and will reasonably cooperate in
seeking 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.
TM TMACCELA AUTOMATION /VELOCITYHALL
SERVICES AGREEMENT
Contract No.
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2.7
2.8
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
Notices. All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To Agency:
City Clerk
City of Palo Alto
PO Box 10250
Palo Alto, CA 94303
Cc:
City of Palo Alto ¯
250 Hamilton Avenue
Mezzanine
Atm: KB Paige
Palo Alto, CA 94301
Phone: 650-329-2284
FAX: 650-617-3109
E-mail: kb_paige@city.palo-alto.ca.us
To Provider:
CONTRACT ADMINISTRATOR
Accela, Inc.
701 Gateway Blvd., Ste. 151
So. San Francisco, CA 94080-7009
Phone:650-635-0218, ext.__
Fax:650-635-1489
E-mail:
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 ageement, the insurance coverage described in Attachment F
insuring 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 A~eement.
ACCELA AUTOMATIoNTM/VELOCITYH.~LLTM
SERVICES AGREEMENT
Contract No.
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ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
All insurance coverage required hereunder will be provided through carriers with Best’s Key
Rating Guide ratings of A: VII or hitcher 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 during 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 will not be
canceled or altered by the insurer except after filing with Agency’s City Clerk 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. Current certificates of such insurance will be kept on file at all times
during the term of this Agreement with the City Clerk.
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.
Notwithstanding the policy or policies of insurance, Provider will be obligated for the full and
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.
2.9 Worker’s Compensation. Provider, by executing the Agreement certifies 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.
2.10 Non-Discrimination.
a.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 emplo}nnent, including completing the requisite form furnished by Agency
and set forth in Attachment G. - Certification on Non-Discrimination.
ACCELA AUTOMATIoNTM/VELOCITYFLkLLTM
SERVICES AGREEMENT
Contract No.
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ACCELA AUTOMATIONT~/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
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:
Co
2.11
"[Name of Provider] will provide Provider with a certificate stating that [Name of Provider]
is currently in compliance with all Federal and State of Califolnia laws covering non-
discrimination in employment; and that [Name 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."
If Provider is found in violation of the non-discrimination 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 discrimination, 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 will 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 a visit.
3.SUPPORT AND MAINTENANCE FOLLOWING "GO LIVE"
All other support and maintenance not specified in this Agreement will be provided to Agency at
$110.00 per hour, except support and maintenance that requires work to be done by an engineer,
that support and maintenance will be provided to agency at $250.00 per hour. Support and
maintenance levels, as well as penalties for failure to provide said support and maintenance, are set
forth in the attached Service Level Agreement, Attachment H.
Support and maintenance levels, as well as failure to provide said support and maintenance, are set
forth in the attached Service Level Agreement Attachment-H.
IN WITNESS THEREOF, 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 AUTOMATIoNTMNELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
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ACCELA AUTOMATION~/VELO CITYHALLTM
SERVICES AGREEMENT
Attachment A - Deliverables
Contract No.
PROVIDER: ACCELA, INC.AGENCY: CITY OF PALO ALTO
Ho Wing Sit CSO
(Printed Name and Title)
By:
Maury Blackman
V.P. Corporate Development
(Print~_~Name and_Title)By: - @~
Jeffery Tung
Assistant Secretary and General Counsel
(Printed Name and Title)
By:
Assistant City Manager
By:
Director Administrative Services
By:
Mayor
Attested by:
By:
City Clerk
By:
Approved as to Form:
Senior Assistant City Attorney
Federal Tax ID No. 94-2767678
Acc~ A~omaao~rV~xo crr~m.~TM
SERVICES AGREEMENT
Contract No.
By:
Insurance Review
9/37
ACCELA AUTOMATIONT~/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A - Deliverables
Contract No.
Accela AutomationTM function and features.
Application Submittal Functions and Features
Submittal Functions and Features
-Validate property profiles including address, parcel and owners
-Assign applicants, tenants, contacts, contractors, architects, engineers, or others
-Free style work descriptions and job valuations
-Categorize application type up to 4 levels
-Flexibly assign 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 formula
Calculate based on units/quantity
Calculate flat fee
Ability for the Agency to update, change, and add to Fee Schedule Table for easy
maintenance
Continue to use Master Permitting for fees, inspections, etc.
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
Workflow/Plan Review Functions and Features
-Basic routing, email notification and task status
-Free style comments
-User defined workflow
-Assigns workflow to application type
-Disposition date
ACCELA AUTOMATIoNTM/VELOCITYHALLTM
SERVICES AGREEMENT
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Contract No.
ACCELA A~OMATIONTM/VELO CITYHALLTM
SERVICES AGREEMENT
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 daily basis, with a default number
that is set unless adjusted by the Agency
Add inspections that were not originally included for the stop using handheld device
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
-User friendly access to permit status that includes details on the permit status
(Automation and VelocityHall)
Customer friendly access to permit status and history (See http:/iwv,~,.cit¥.palo-
alto.ca.us/cgi-bin!padcidbmanger/padcdb.cN)
Implementation Schedule
Provider will provide Agency with a detailed implementation schedule (including
milestone dates and resources and hours required) within two weeks upon signing of the
a~eement. With a projected "go live" date of January 2002.
End of Attachment A
ACCELA AUTOMATIoNTMNELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
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ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A-1 - API for Third Party Financial Software
Contract No.
Summary
Accela AutomationTWVelocityHallTM is designed and built to simplify the communication and
coordination with third party software vendors. Where applicable, Accela
AutomationTWVelocityHallTM is using Industry Foundation Class library standards and aecXML
protocol, a standard published by International Alliance for Interoperability (.www.ifc-na.com).
Application Interface (API) for third party financial package
Accela AutomationTWVelocityHallTM API provides two basic functions
Provides for real time transaction with third party financial package using XML or
COM object protocol.
And batch mode transaction by date range via data exported in ASCII file format
Simple User Interface
ACCELA AUTOMATIoNTMNELOCITYI-I-~kLLTM
SERVICES AGREEMEN~F
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Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A-1 - API for Third Party Financial Software
Configuration
Contract No.
Third Party Financial Software - SAP, PeopleSoftwar, JD
Edwars, Oracle Financial, etc
Integration
Relay
Servlat
Java Enabled
Web Server
Application Messaging
Processor
Business Interlink
Processor
T Component Processor
U &’User InterfaceXGeneratorE
D ~uery Processor
0 F rocess Scheduler
~pplication Engine
;ecurity Manager
SQL
Access
Manager
Extern~
Accela
Automation
System Compon~
COM, CORBA, EJB
ht Client
~TM TMACCELA AUTOMATION /VELOCITYHALL
SERVICES AGREEMENT
13/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A-1 - API for Third Party Financial Software
Contract No.
Published Data
FFEEITEM
PK, FK VARCHAR2 15 Service Provider Code
Req
PK, FK VARCHAR2 5
Req
SERV_PROV_CODE
B 1 _PER_ID 1
I B I_PER_ID2
B1 PER ID3
FEEITEM_SEQ_NBR
FFEEITEM_UDF1
FFEEITEM_UDF2
FFEEITEM_UDF3
FFEEITEM_UDF4
GF_COD
GF CR DR
GF_DES
GF_FEE
GF_FEE_PEPdOD
GF_L1
GF_L2
GF_L3
REC DATE
REC_FUL_NA~M
REC_STATUS
PK, FK VARCHAR2
Req
PK, FK VARCHAR2
Req
PK Req
Req
Req
NUMBER
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
VARC HAR2
VARCHAR2
NUMBER
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
DATE
VARCHAR2
Application # Prefix, Application #, and Application # Suffix is
used to track the relationship between master project, project and
sub-project
5 Application # Prefix, Application #, and Application # Suffix is 0
used to track the relationship between master project, project and
sub-project
5 Application # Prefix, Application #, and Application # Suffix is 1
used to track the relationship between master project, project and
sub-project
22 Sequence Number 2570
30 Not use
30 Not use
30 Not use
ACCELA
00BLD
30 Not use
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 group, 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
item corresponding ~vith the unique standard fee code
22 ;tandard Fee Item Amount
15 Application Fee Assessment Period allows multiple fee
assessments. I.e at filing, at issuance, etc
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
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
8 iRecord Person is the responsible person’s lo~n name, base on
log-in password, performing the last transaction. This is an
internal audit trail tool.
ELC-Issuance
of first
elecWical
permit
23.5
Final
09/18/2000
11:49
GUEST
VARCHAR2 1 Record Status is a hidden field for tracking soft delete,
record reconciliation and record locking
ACCELA AUTOMATI oNTMNELO CITYH.,~LLTM
SERVICES AGREEMENT
14/37
Contract No.
ACCELA AL~OMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A-1 - API for Third Party Financial Software
Contract No.
FINVOICE
SERV_PROV_CODE
INVOICE NBR
INVOICE_DATE
INVOICE_LEVEL
BALANCE_DUE
FINVOICE_UDF1
FINVOICE_UDF2
FINVOICE_UDF3
FINVOICE_UDF4
INVOICE_AMOUNT
INVOICE_BATCH_DATE
INVOICE BATCH NBR
INVOICE_COMMENT
INVOICE_DUE_DATE
INVOICE_STATUS
INVOICE STATUS DATE
REC DATE
REC_FUL_NAM
REC STATUS
PK, FK
Req
PK Req
Req
Req
Req
Req
VARCHAR2 15 Service Provider Code
NUMBER 122 Invoice number
DATE 7 Invoice date
NUMBER [22 Not use
NUMBER i22 Not use
VARCHAR2 30 Not use
VARCHAR2 130 Not use
VARCHAR2 !30 Not use
VARCHAR2 !30 Not use
NUMBER 122 Invoice amount
DATE 7 Not use
NUMBER 22 Not use
VARCHAR2 240 Not use
DATE 7 Invoice date + 1 day
VARCHAR2 30 Invoice status
DATE !7 Invoice status date
DATE
VARCHAR2
VARCHAR2
7 Record Date is the date and time stamp of the transaction
170 Record Person is the responsible person’s togin name, base
on log-in password, performing the last transaction. This is an
intemat audit trail tool.
i l Record Status is a hidden field for tracking soft delete,
record reconciliation and record locking
ACCELA
8
09/19/2000
14:54
0
0
23.5
09/20/2000
14:54
Paid
09/19/2000
14:54
09/19/2000
14:54
USER1
ACCELA AUTOMATIoNTM/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
15/37
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A-1 - API for Third Party Financial Software
Contract No.
FRECE~T
VARCH~,2 151 ;ervi~e’Pr~ider Code ACCELASERV_PROV_CODE PK, FK -
Req
INVOICE_NBR PK, FK
Req
PAYMENT_TYPE PK Req
RECEIPT_NBR PK Req
CASHIER ID Req
PAYMENT_DATE Req
NUMBER 22 Invoice number
VARCHAR2 30 Cashiering Payment Type is the method of payment I.e. by
Cashier Check, Credit Card Account Entry
NUMBER 22 Receipt Number
VARCHAR2 8 Cashier Person ID #
DATE 7 Cashiering Payment Date is the payment date
RECEIPT_DATE Req DATE 7 receipt date
REGISTER_NBR Req
PAYMENT_AMOUNT
PAYMENT CHANGE
PAYMENT_STATUS
PAYMENT_TYPE_NBR
RECEIPT AMOUNT
RECEIPT_BATCH_DATE
VARCHAR2
NUMBER
NUMBER
VARCHAR2
VARCHAR2
NUMBER
DATE
8 Cashier Machine #
22 Cashiering Payment Amount is the payment 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
Cashier Check. Credit Card, Account Entry
22 Receipt amount
7 Cashiering Batch Date
RECEIPT_BATCH_NBR
RECEIPT_COMMENT
RECEIPT_STATUS
TRANSACTION_CODE
NUMBER
VARCHAR2
VARCHAR2
VARCHAR2
22 Cashiering Batch Number
240 Cashiering Comments is a general purpose comment field for
capturing addition free text information
30 Receipt status
30 Not use
TRANSACTION_NBR
UDFI
UDF2
UDF3
UDF4
REC DATE
REC_FUL_NAM
REC_STATUS
Req
Req
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
DATE
VARCHAR2
VARCHAR2
30 Cashiering Payment Transaction #
30 Not use
30 Not use
30 Not use
30 Not use
7 Record Date is the date and time stamp of the transaction
70 Record Person is the responsible person’s login name, base on
log-in password, performing the last transaction. This is an
internal audit trail tool.
Record Status is a hidden field for tracking soft delete,
record reconciliation and record locking
Credit Card
6
WEB
09/19/2000
14:54
09/1912000
14:54
WEB
23.5
[0
Paid
23.5
09/19/2000
14:54
0
Paid
P4011392994
5
llIPNI
09/19/2000
14:54
USER1
ACCELA AUTOMATIoNTM/VELOCITYHALLTM
SERVICES AGREEMENT
16/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREE ,~ENT
Attachment A-1 - API for Third Par~y Financial Software
Contract No.
XFEEITEM INVOICE
PK, FK VARCHAR2 15 Service Provider Code
Req
PK, FK VARCHAR2 5
Req
"SERv-PR~V_CODJ~ .........
!BI_PER_ID1
B1 PER ID2
B1 PER ID3
FEEITEM_SEQ_NBR
:INVOICE_NBR
GF CR DR
GF_DES
GF FEE
GF_FEE_APP LY_DATE
GF_ITEM_STATUS_FLAG
GF_Lt
GF L2
GF_L3
GF_UDES
GF UNIT
X~EEITEM_UDFI
XFEEITEM_UDF2
XTEEITEM_UDF3
XFEEITEM UDF4
REC DATE
REC FUL NAM
REC_STATUS
PK, FK VARCHAR2Req
PK, FK VARCHAR2
Req
PK, FK
Req
PK, FK
Req
Req
Req
NUMBER
NUMBER
VARCHAR2
VARCHAR2
NUMBER
DATE
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR2
NUMBER
VARCHAR2
VARCHAR2
VARCHAR2
VARCHAR.2
DATE
VARCHA~
VARCHA~
Application # Prefix, Application #, and Application # Suffix is
used to track the relationship beP,veen master project, project and
sub-project
5 Application # Prefix, Application #, and Application # Suffix is
used to track the relationship between master project, project and
sub-project
5 Application # Prefix, Application #, and Application # Suffix is
used to track the relationship between master project, project and
sub-project
22 Sequence Number
22 Invoice Number
1
100
32
32
32
10
22
30
30
30
30
7
70
Standard Fee Debit/Credit identify the current accounting
transaction
Standard Fee Item Description is the full description of the fee
item corresponding with the unique standard fee code
Standard Fee Item Amount
Not 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 describe the unit used for the
unit item. I.e. Ft, SqFt, Acres, Units, CuYd, Amp, Horsepower,
etc
Standard Fee Item Unit
Not use
Not use
Not use
Not use
Record Date is the date and time stamp of the
transaction
Record Person is the responsible person’s login name, base on
log-in password, performing the last ~ransaction. This
is an internal audit trail toot.
Record Status is a hidden field for tracking soft delete,
record reconciliation and record locking
ACCELA
00BLD
3942
23
10/09/2000
9:25
GUEST
ACCELA AUTOMATIoNTM/VELOCITYHALLTM
SERVICES AGREEMENT
17/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment A-2 - Modules Included
Contract No.
The following Modules are included in the Accela AutomationTWVelocityHallTM Agreement:
¯Building Inspection
¯Code Enforcement
¯Planning
¯Public Works
¯VelocityHatlTM
Additional modules or special features will be offered to Agency at additional cost (see 1-2 page 3 ¯
and 1-8 page 3)
ACCELA AUTOMAT1oNTM/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
18/3 7
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment B - Profession Services
Contract No.
When an agency elects to use Accela AutomationTM, the following services are included:
I.~raining and Implementation Assistance
(a)
(b)
(c)
(d)
36 hours of formal end-user and application administration training via the Internet
through WebEx for an unlimited number of Accela AutomationTWVelocityHallTM
users. Classes shall be scheduled for the convenience of Agency
44 hours of on-the-job training on an as-needed basis, implementation assistance, and
design review
Additional training beyond those hours set forth in (a) and (b) above shall be charged
at $110.00 per hour for end-user training and $250.00 per hour for administrator
training.
A detailed Database Structure will be provided (Entity Relationship Diagam & Data
Dictionary) including:
a. Table Names
b. Table Definitions
c. Column Names
d. Column Definitions
e. Business Rules
f. Database Links/Relationships
II.Historical Permit Conversion
40 man-hours of conversion activities are provided at no charge per module. Any addition time
required shall be charged at $250.00 per hour.
III.Daily and Monthly Reports
Provider will convert seven (7) critical reports of Agency’s choosing from Agency’s existing
reporting system to Accela AutomationTM/VelocityHallTM at no charge. Any additional.
conversion will be charged at $150.00 per hour.
IV.Assessor Data Loading
Provider will perform an initial loading of Agency’s assessor data and perform quarterly updates
of such data free of charge. More frequent updates will be charged to Agency at a rate of $110.00
per hour. During the quarterly update, any assessor records modified by Agency will not be
updated.
End of Attachment B
ACCELA AUTOMATIoNTM[VELOCITYHALLTM
SERVICES AGREEMENT
19/37
Contract No.
ACCELA AUTOMATIONTMNELOCITYHALLTM
SERVICES AGREEMENT
Attachment C - System Administration
Contract No.
Backup and Data Security
¯ Daily backup utilizing I-tP SureStore DLT Changer 818 and Veritas Netbackup
¯ Daily backup tapes will be removed from the web-hosting facility, Qwest, for redundancy
and security
¯ Weekly tapes will be transferred to Provider’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 Bi~IP
¯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 soft-ware
¯Multi-tier software and hardware architecture
¯Performance tuning & performance enhancement on a as needed bases
¯100MB burstable Ethernet connection and zero hop to the Internet
Security of Data
¯Data will be located off-site at a secure database server
¯Server will be set up to support multiple agencies, but will preclude other agencies from
accessing Agency’s data
¯The data does not leave the secured site at Qwest
¯Database will be in same format as current database used for existing Provider software,
regardless of the application service provider
End of Attachment C
ACCELA AUTOMATIoNTM/VELOCITYH?~LLTM
SERVICES AGREEMENT
Contract No.
20/37
ACCELA AUTOMATIONT~/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment D - Security
Contract No.
Physical Facility Security
Provider will contract web hosting facility which currently is at Qwest Commtmications,
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 network hardware check (ping) with email notification of
any problems
Network Security
¯ Provider provides network security with a Net Screen firewall, a turnkey Internet Firewall
specially designed for ISP.
¯SSL 128K encryption
¯Linux Kernel
¯Site to site IPSec VPN
¯Comprehensive security logging 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 of Attachment D
ACCELA AUTOSL~TIoNTM/VELOCITYHALLTM
SERVICES AGREEMENT
Contract No.
21/37
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment E - Fee Schedule
Contract No.
Fee:
Agency agrees to pay Provider $100,000 for the Accela System within 30 days of the execution
of this agreement. Thereafter, Agency shall pay to Provider quarterly installments of $16,
666.67 commencing the first quarter from the "go live" date. See Sec 1.8 of this agreement.
Provider reserves the right to periodically review and add to the above fee upon consultation and
agreement of Agency.
Other:
Agency shall pay provider an additional $300.00 per month for the use of the Accela
AutomationTWVelocityHallTM System for Code Enforcement and non-revenue generating
permits.
End of Attachment E
TM TMACCELA AUTOMATION /VELOCITYHALL
SER~ ICES AGREEMENT
Contract No.
22/37
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment F - Insurance Certificate
Contract No.
INSURANCE REQUIREMENTS - Long Form City. of Palo Alto:
Insurance Requirements for Contractors (Due upon Award)
CONTRACTOR:
PROJECT COORDINATOR:
CONTRACT NAME:
GENERAL TERMS AND INSTRUCTIONS
THIS INSTRUCTION SHEET SHOULD BE GIVEN TO YOUR INSURANCE AGENT/BROKER.
SECTION 650(1)
CONTRACTORS TO THE CITY OF PALO ALTO, AT THEIR SOLE EXPENSE SHALL OBTAIN AND MAENTAIN INSURANCE FOR THE TERM OF THE CONTRACT.
CONTILA.CTORS WILL BE REQUIRED TO PROVIDE A CERTIFICATE EVIDENCING THE INSURANCE AND NAMING THE CITY AS AN ADDITIONAL INSURED. ALL
INSUR_4~NCE COVERAGE REQUIRED SHALL BE PROVIDED THROUGH CARRIERS W1TH A BEST RATLNG OF A:VlI OR HIGHER THAT ARE .ADMITTED TO DO BUSINESS IN
THE STATE OF CALIFORNIA.
THE CERTIFICATE OF INSURANCE MUST BE COMPLETED AND EXECUTED BY AN AUTHORIZED REPRESENTATIVE OF THE COMPANY PROVIDING INSURANCE, FILED
WITH THE CITY, AND APPROVED BY THE CITY BEFORE CONTI~CT WILL BE CONSIDERED COMPLETE AS RESPECTS INSURANCE.
RETURN THE COMPLETED CERTIFICATE TO THE CITY OF PALO ALTO, PURCHASING & CONTRACT
ADMINISTRATION, 250 HAMIL TON A VENUE, PALO AL TO 94301.
THE INSURANCE REQUIREMENTS CHECKED BELOW ARE REQUIRED FOR THIS CONTRACT.
TYPE OF COVERAGE
Worker’s Compensation Statutory
Automobile Liabili~"
BODILY INJURY
PROPERTY D.~MAG E.ZComprehensive General Liability:
INCLUDING:
¯PERSONAL INJURY
¯ BROAD FOILM PROPERTY DAMAGE
¯ BL.~LNKET CONTRACTUAL
¯FIRE LEGAL LIABILITY
[] Comprehensive Automobile Liability:
INCLUDING:
¯OWNED
¯HIRED
¯NON-OWNED
Professional Liability:
INCLUDING:
¯ERRORS AND OMISSIONS
¯ MALPRACTICE (lf Applicable)
NEGLIGENT PERFORMANCE
BODILY INJURY & PROPERTY
DASIAGE COMBINED
BODILY INJURY (Each Person)
LONG FORM (Minimum Limits)
EAC~I O CCIJ~I~EN C~AGGREGATE
S1,000¯000 S1,000,000
S1,000,000 $1,000,000
SI,O00,O00
SI,000,000
BODILY INJURY ~**h
PROPERT~ DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED
ALL DAMAGES
Sl.0O0.O00
Sl.000.000
$I,000,000
$1,000,000
S1,000,000
[]THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED
A.
D.
E.
F.
The Cir.. of Palo Alto, its officers, agents and employees are named as additional insured, but only as to work performed under contract. Said
coverage as to the City of Palo Alto, etc., shall be primary coverage, without offset against Cir."s existing insurance and any other insurance
carried by the City being excess insurance only.
Where the work involves grading, paving, excavating, drilling or other underground work, the policy includes destruction of wires, conduits,
pipes, mains, or other similar properr." or any apparatus in connection therewith below the surface of the ground whether owned by third
parties or the Cir." of Palo Alto.
Where the work involves excavating, collapse coverage is provided in the amounts above.
The policy includes a "Severabilir.’ of Interest" provision.
Deductibles over S5,000 must be indicated and are subject to approval.
If such policies are canceled or changed during the period of coverage as stated herein, in such a manner as to affect the Certificate, thirty (30)
days written notice will be mailed to the City of Palo Alto, Contract Administration, P.O. Box 10250, 94303
The liabilir.’ insurance policy includes a contractual liabilir.’ endorsement providing insurance coverage for Contractor’s agreement to
indemni~" the Cir.’.
The coverage afforded under the policies is subject to all terms of the policies designated herein and meets all of the provisions called for herein.
DATE: August 7. 2001 CONTRACT MANAGER:
Johnella Walker (650) 329-2300
End of Attachment F
TM TMACCELA AUTOMATION /VELOCITYHALL
SERVICES AGREEMENT
23/37
Contract No.
ACCEL~ AUTOMATIONs]VELOCITYHALL~
SERVICES AGREEMENT
Attachment G - Certificate of Non-Discrimination
Contract No.
PROJECT TITLE: Accela~ Inc. - Accela Automationr~/VelocitvHall~
Certification of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto,
the fwna and individuals listed below certify that they do not discriminate in employment with
regards to age, race, color, religion, sex, national origin, ancestry, disability, or sexual
preference; that they are in compliance with all Federal, State and local directives and executive
orders regarding nondiscrimination in employment.
Firm: Accela, Inc.
Title of Officer Signing: ~~z-~_.~ I ~ (-’-
Signature
End of Attachment G
ACCELA AUTOMATIoNTM/VELOCITYI~ALLTM
SERVICES AGREEMENT 24/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
Attachment H; Service Level Agreement
ACCELA, INC.
Service Level Agreement
City of Palo Alto
TM TMACCELA AUTOMATION /VELOCITYHALL
SERVICE LEVEL AGREEMENT
25/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGI~EMENT
Attachment H - Service Level Agreement
Contract No.
ACCELA, INC.
Service Level Agreement
701 Gateway Boulevard
Suite 151
South San Francisco, CA 94080
Telephone: (650) 635-0218 FAX (650) 635-1489
ACCELA AUTOMATIoNTM]VELOCITYHALLTM
SERVICE LEVEL AGREEMENT
Contract No.
26/37
ACCELA AUTOMATIONTMNELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
Purpose, Policy, 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 oppommity to improve the environment, service, and
business relationships.
This is an agreement between Provider and Agency. This document describes all services that are
currently being provided to the Agency. Included are the service descriptions, Provider responsibilities,
and Agency responsibilities.
It wil! 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. Aftei" that time, the SLA will be reviewed and
modified on an annual basis.
ACCELA AUTOMATIoNTM/VELOCITYH.AaLLTM
SERVICE LEVEL AGREEMENT
27/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
General Service Level Elements
Customer:
City of Palo Alto
Contractors
Property Owners
Locations:
Various
SLA Contact Information:
Accela, Inc. 650-635-0218
VelocityHall Customer Support telephone number is on the VelocityHall 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 Services:
¯Requests may be made via phone
¯Requests must be made via e-mail for tracking and auditing purposes
Service Tracking and Reporting 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 Service Technician or forwarded 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.
Service Level Agreement Period:
10/01/01 - 09/30/02 (Terms to be negotiated on an annual basis, two months prior to expiration.)
ACCELA AUTOMATIoNTM[VELOCITYHALLTM
SERVICE LEVEL AGREEMENT
Contract No.
28/37
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
ACCELA, INC.
Client Services and Operations
701 Gateway Boulevard
Suite 151
South San Francisco, CA 94080.
Phone (650) 635-0218 ¯ Fax (650) 635-1489
Service Level Elements for Client Services and Operations
TM TMACCELA AUTOMATION /VELOCITYI-]L&LL
SERVICE LEVEL AGREEMENT
Contract No.
29/37
ACCELA AUTOMATIONTM]VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
Service Level Elements for Client Services and Operations
Environments Included:
¯ Provider will provide Application Service Provider (ASP) environment to the Agency to support Accela
AutomationTWVelocityHallTM.
Products and Services Provided."
¯Configure, and troubleshoot Accela AutomationTM/VelocityHallTM.
¯Troubleshoot and configure all general technology inquiries related to Acceta AutomationTWVelocityHal!TM.
¯Provide the Agency a full Disaster Recovery Plan of both Provider and Third Party Data Center within five
business days upon signing of the Agreement.
¯Provide the Agency a tour of the Data Center.
¯Provide Call Center as well as On-Line Help.
¯Provide report on Unauthorized Access Attempts and Security Breeches on the first business day of the
following week.
Agency Responsibilities:
¯All requests must be submitted via phone or E-mail 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 if requestor 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 all written or e-mailed requests into the tracking system.
¯On a weekly basis, Provider will provide the Agency an electronic format of all 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/informa! training on VelocityHall.
¯Provide quality customer service.
¯For all system unavailability, Provider will notify the Agency of all status changes and updates.
ACCELA AUTOMATIoNTMNELOCITYHALLTM
SERVICE LEVEL AGREEMENT
Contract No.
30/37
ACCELA AUTOMATIONTM/VELOCITYHALL
SERVICES AGREEMENT
Attachment H - Service Level Agreem~t
Category
Average Call Answer Time
Response Time
Contract No.
Service Level Metrics *
Performance Criteria
97% (answered within an average
of 5 rings for calls made to the
Accela
AutomationTWVelocityHallTM
website customer support
telephone number)
95% (within 2 hours during
normal business hours; within 12
hours after-hours)
First Call Resolution 90% (calls resolved at initial
contact)
Penalty for missing Performance Criteria
5% of annual Fee if Average Call Answer
Time falls below 97% not answered within
an average of five tings for calls made to
the Accela AutomationTWVelocityHallTM
customer support telephone number.
5% of annual Fee if Response Time falls
below 95% where response is greater than 2
hours during normal business hours; within
12 hours after-hours.
5% of annual Fee if First Call Resolution
falls below 90% where first call resolution
is not met.
* - Future Years Percentages may be found on page 35&36
ACCELA AUTOMAT1oNTM/VELOCITYHALLTM
SERVICE LEVEL AGREEMENT
31/37
Contract No.
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
ACCELA, INC.
Infrastructure Services
701 Gateway Boulevard
Suite 151
South San Francisco, CA 94080.
Phone (650) 635-0218 ¯ Fax (650) 635-1489
Service Level Elements for Infrastructure Services
TM TMACCELA AUTOMATION ’ /VELOCITYHALL
SERVICE LEVEL AGREEMENT
Contract No.
32/37
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
Service Level Elements for Infrastructure Services
Environments Included:
¯Networking Equipment (routers, hubs, switches, servers...)
¯Telecommunications Equipment (phones, drops, patch panels...) From Provider to the Internet
¯Enterprise Systems:
¯Application Servers
¯Web Access
Products and Services Provided."
¯24/7 Network Availability to Data Center, except for scheduled maintenance on 24 hours’ notice
¯Daily Routine Backup Service for servers at the Data Center.
Agency Responsibilities:
¯Submit all requests to Provider via phone and email.
¯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 immediately assist and cooperate with Provider to resolve issues that affect infrastructure
services
Provider Responsibilities:
¯ Provide 24 hours’ notice for all system unavailability due to non-emergency issues
Service Level Metrics *
Cate~oorv
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% (within 1-3 seconds)
100% (notification of Agency
within 2 hours)
Penalty for missing Performance Criteria
See Warranty (Section 1.4) on Page 2/36
10% of annual Fee if Production Response
Time falls beloxv 95% within 1-3seconds for
first byte download.
10% of annual Fee if Response to
Applications Outages falls beloxv 100%
within 2 hours of application loss when
discovered by Provider through its customer
support telephone number.
* - Future Years Percentages may be found on page 35&36
TM TMACCELA AUTOMATION /VELOCITYHALL ’
SERVICE LEVEL AGREEMENT
Contract No.
33/37
ACCELA AUTOMATIONTM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
ACCELA, INC.
Application and Project Management
701 Gateway Boulevard
Suite 151
South San Francisco, CA 94080.
Phone (650) 635-0218 ¯ Fax (650) 635-1489
Service Level Elements for Applications and Project Management
TM TMACCELA AUTOMATION NELOCITYI-~&LL
SERVICE LEVEL AGREEMENT
Contract No.
34/37
ACCELA AIYrOMATIONTM]VELOCITYHP~LLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
Service Level Elements for Applications and Project Management
Products and Services Provided:
¯ Maintain data integrity, perform updates/patches, perform emergency fixes, and perform system
integration/interfaces for VelocityHall.
¯Assist in the testing of all changes to software applications VelocityHall.
¯Provide support/assistance for all Internet inquiries and services related to VelocityHall.
¯Provide suppoWassistance for general technology inquiries related to VelocityHall.
¯Provide support/assistance for all technology, related project management service needs, related to
VelocityHall.
¯Conduct research and analysis to produce a technical or process solution to the business needs of the
Agency.
Agenc!~ Responsibilities:
¯ 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 shall immediately assist and cooperate with Provider to resolve issues that applications and
project management
Provider Responsibilities:
¯ Close al! service requests in Help Desk tracking software.
Service Level Metrics *
Category
Perform support for Accela
AutomationTM/VelocityHallTM
Response time of support
requests through the Accela
AutomationTM/VelocityHallTM
customer support telephone
number.
Perform support for general
technology inquiries
Performance Criteria
95% (closed within 5 business
days depending on severity
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.)
Perform support for all
technology, related project
management service needs,
related to Accela
AutomationTM/VelocityHallTM
* - Future Years Percentages may be found on page 35&36
Penalty for missing Performance Criteria
10% of annual Fee if Performance support
for Accela AutomafionTM/VelocityHallTM
falls below 95% closed within 5 business
days.
10% of annual Fee if Response time of
support requests through the Accela
AutomationTM/VelocityHallTM customer
support telephone number falls below 97%
within 1 business day.
10% of annual Fee if Performance support
for general technology inquiries falls below
95% of requests completed within 5
business days, depending upon severity
determination.
10% of annual Fee if Performance support
for all technology, related project
management service needs, related to
Accela AutomationTM/VelocityHa!lTM falls
below 95% response time of initial request
within 2 business days.
ACCELA AUTOMATI oNTM/VELOC1TYHALLTM
SERVICE LEVEL AGREEMENT
35/37
Contract No.
ACCELA AUTOMATIONTM]VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Contract No.
Category
Average Call Answer Time
Response Time
First Call Resolution
Actual Performance
Average calls received
within 5 rings.
>97%
97%
98%
99%
100%
2 hours during normal
business hours; 12 hours
after-hours.
>95%
95%
96%
97%
98%
99- 100%
Calls resolved at initial
contact
>90%
92%
94%
96%
98%
100%
Years 2 & 3 Penalty
Percent of Annual Fee Forfeit
Answer Time >97% not answered within 5 rings for
calls made to the Accela AutomationTWVelocityHallTM
customer support number.
5%
3%
2%
1%
0%
Percent of Annual Fee Forfeit
Response Time >95% where response is <2 hours
during normal business hours; <12 hours after- hours.
5%
4%
3%
2%
1%
0%
Percent of Annual Fee Forfeit
1~t Call Resolution >90%.
5%
4%
3%
2%
1%
0%
Overal! Application Availability 24/7
Availability See
Production Response Time 95% (within 1-3
for first byte download seconds)
Response to Application
Outages
>95%
95%
96%
97%
98%
99%
100%
Notification of Agency
within 2 hours
Percent of Annual Fee Forfeit
Warranty (Section 1.4) on Page 2/36
Percent of Annual Fee Forfeit
Production Response Time >95% within 1-3 seconds for
first byte download.
10%
8%
6%
4%
2%
1%
0%
Percent of Annual Fee Forfeit
Response to Applications Outages >100% within 2
hours of application loss when discovered by Provider
through its customer support telephone number.
ACCELA AUTOMATI oNTMNELOCITYHALLTM
SERVICE LEVEL AGREEMENT
Contract No.
36/37
ACCELA AUTOMATIONvM/VELOCITYHALLTM
SERVICES AGREEMENT
Attachment H - Service Level Agreement
Perform support for Accela
AutomationTWVelocityHall
TM
Response time of support
requests through the Accela
AutomationTWVelocityHall
TM
Perform support for general
technology inquiries
Accela AutomationTM/
VelocityHalKM support for
all technology, related
project management service
needs.
Contract No.
Closed within 5 business
days depending on
severity determination
>95%
95%
96%
97%
98%
99%
100%
Within 1 business day
>97%
97%
98%
99%
100%
Of requests completed
within 5 business days,
depending upon severity
determination
>95%
95%
96%
97%
98%
99%
100%
Response time of initial
request within 2
business days.
>95%
95%
96%
97%
98%
99%
100%
Percent of Annual Fee Forfeit
Performance support for Accela
AutomationTWVelocityHalK~ >95% closed within 5
business days.
10%
8%
6%
4%
2%
1%
0%
Percent of Annual Fee Forfeit
Response time of support requests through the Accela
AutomationTM/VelocityHallTM customer support
telephone number >97% within ! business day.
10%
8%
6%
3%
0%
Percent of Annual Fee Forfeit
Performance support for general technolo~o-y inquiries
>95% of requests completed within 5 business days,
depending upon severity determination.
10%
8%
6%
4%
2%
1%
0%
Percent of Annual Fee Forfeit
Performance support for all technology, related project
management service needs, related to Accela
AutomationTM/VelocityHallTM as well as VelocityHall
>95% response time of initial request within 2 business
d~ys.
10%
8%
6%
4%
2%
1%
0%
ACCELA AUTOMATIoNTM/VELOCITYHALLTM
SERVICE LEVEL AGREEMENT
Contract No.
37/37
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of Califomia "~
County of ,~’~v’vl /~"I ~;~’~_~_.~ j~ss.
~ Dale ’~ Name and ~tle~r (e.g. Jane D~ No~ublic’)
personally appea’ red ~ PI~ ~, ~~ ,~ [~~ ) ~~ ~-~0~
/ ~ Name(s) of S~ne~s) / ’~ ,
~ personally known to me
~ proved to me on the basis of satisfacto~
evidence
to be the ~erson(s) whose name(s) ~s/are
subscdbe6 to the w~th~n instrument an6
..............acknowle6~e6 to me that he/she/theg execute6
~ ~ ~ u~ ~U~ ~the same in his/her/their authorize6
~~ c~m~#~ ~ca~ac~tgOes), an6 that bg h~s/her/their
~ ~ No~ ~c-~ ~signature(s) on the instrument the person(s), or
~ ~~m ~~,~the entity upon behalf of which the person(s)
~ ....%~ ......~ ~ _ &acted, executed the instrument.
WITNESS my hand and official seal.
Place No~,, Seal ~ve~, .....~@~& L~ Signature of No~ Publi~ ~
OPTIONAL -- ~
Though the info~ation below is not required by law, it may prove valuable to pe~ons relying on the document
and could prevent fraudulent removal and rea~achment of this fo~ to another document.
Description of Affached Document ........
~tle or Type of Document: ~~ ~~~/Ldo~ ~/ ,~1~ ~F~
Document Date: ~/7/~O /Number of Pages: ~
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer
Signer’s Name:
Top of thumb here[]Individual
[]Corporate Officer-- Title(s):
[]Partner--[] Limited [] General
[]Attorney in Fact
[]Trustee
[]Guardian or Conservator
[]Other:
Signer Is Representing:
1999 National Notary Assoc~tion ¯ 9350 De Boto Ave., RO. Box 2402 ¯ Chatsworth, CA 91313-2402 ¯ www.nation~no~m/.org Prod. No. 5907 Reorder:. Call Toll-Free 1-800876-6827