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Statement of Work
Prepared for.
San Luis Obispo, CA
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Sd11R11S 481Sp0
Prepared by:
EnerGov Solutions, LLC
2160 Satellite Blvd, Suite 300
Duluth, GA 30097
888.355.1093
www.ener com
August 4, 2010
EnerGov Statement of Work
DOCUMENT CO'WAOL
Date A` Aor Version Change Reference
08/02/2010 Chuck Newberry 2.0 San Luis Obispo - SOW
09/02/2010 Chuck Newberry 2.0 Updates from SLO review
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EnerGov Statement of Work
STATEMENT OF WORK OVERVIEW
EnerGov Solutions, LLC "EneaGem" is.committed not only to providing a superior software product, for
the current and future nee& of San Luis Obispo "Customer" but also to assist the Customer In the
successful implementation and deployment of EnerGov .NET. A'successfully installed system will
leverage the expertise, experience, and clarity of EnerGov and the Customer's staff. EnerGov will
provide a staff of highly trained professionals with a decade of experience to automate the
Customer's business functions centered on planning, development, and asset management
processes.
EnerGov staff will work, in a collaborative fashion, with the Customer staff to optimize EnerGov's
portfolio of software, best practices, and customer experience thus enabling the Customer to
successfully deploy the EnerGov .NET Enterprise Application Software. This deployment is intended
to meet the Customer's functionality, timing, and cost requirements of the project. As such, this
Statement of Work ("SOW") dated August 3, 2010 sets forth a scope and definition of the
consulting/professional services work (collectively, the "Services") to be provided by EnerGov for this
project. Any service work and/or dellverables not listed, defined, or provided as optional
deliverables in this document are inherently considered outside of the scope of this project effort.
Out of scope services will be agreed upon by both parties through the appropriate "change order"
processes and invoiced at EnerGov's standard T&M rate per resource type included in the "Resource
Allocation Chart" of the proposal.
PROJECT DESCRIPTION
EnerGov and the Customer agree to provide an Enterprise Software solution, EnerGov .NET, to
meet the needs of the operational requirements of the following documented departments and
business streams defined in the "City to Vendors" FoxPro Briefings delivered on January 22, 2010.
EnerGov shall deliver its Services throughout the implementation lifecycle in the form of
deliverables described in the work description section(s) of this SOW. These deliverables will be
associated to the project stages defined in the section titled "EnerGov Implementation
Methodology". For purposes of this project, EnerGov segregated these dellverables between the
"Land Management" and the "Asset Management" components of EnerGov .NET.
PRODUCTS PURCHASES
The following software products have been purchased and shall be implemented for the Customer:
* EnerGov .NET Enterprise Land Management Suite
. EnerGov .NET Enterprise Asset Management Suite
o EnerGov .NET Request and Enforcement Suite
* EnerGov GIS Server Advanced
EnerGov Citizen Access
EnerGov MobileGov
PROCESS SCOPE — DEPARTMENT AND BUSINESS GROUPS
The intent of this project is to implement the EnerGov .NET Enterprise Application Software to
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EnerGov Statement of Work
manage the identified processes initiated,or provide business intelligent information to the
following department(s):
• Community Development • Finance / IT
• Public Works 0 Police
• Utilities • Administration
• Fire 0 Attorney's Office
® Parks and Recreation
DEFINED BUSINESS STREAMS TO BE IMPLEMENTED
EnerGov and the Customer will work collaboratively to define the number of unique business
streams to be implemented within the departments defined above. A clear and comprehensive
definition of business processes / streams to be configured will be defined and documented within
the project assess and define stages of the implementation. It's assumed that only the business
processes identified below, which were preliminary defined by the Customer in the "City to
Vendors" FoxPro Briefings delivered on January 22, 2010, will be implemented within the scope of
this project:
0 Land Use • Violation Tracking (Code Enforcement)
0 Land Use Maintenance 0 Fire Prevention
0 Planning Weed Abatement
B Building Permits Public Works Development Review
W Service Request Utilities Work Order
e Waste and Water Conservation CIP Project Management
® GeoData
Details regarding these business streams can be referenced in the "City to Vendors" FoxPro
Briefings delivered on January 22, 2010.
PROJECT ASSUMPTIONS
• Customer and EnerGov shall review their responsibilities before work begins to ensure
that Services can be satisfactorily completed.
• Customer will provide EnerGov with access to its equipment, systems, and personnel to
the extent needed to complete the defined Services.
• Customer will provide work space for EnerGov Services for work completed on Customer
premises.
• EnerGov shall implement the most current version of the EnerGov software at the time of the
contract signing.
• Customer will maintain primary responsibility for the scheduling of Customer employees and
facilities in support of project activities.
• Customer shall provide EnerGov with network access for remote installation and
testing through industry standards such as Virtual Private Network (VPN) or other
secure access methods.
• Customer will provide/purchase/acquire the appropriate hardware, software and
infrastructure assets to support all purchased EnerGov software products in both
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EnerGov Statement of Work
support/testing and production environments.
■ For use with EnerGov Citizen Access, Customer will provide/purchase/acquire an online
merchant account and=alFrelated;hardWare,required by the merchant account provider for the
handling of credit cards and/or checks.
• Customer is responsible for proper site preparation, hardware, software and
network configuration in accordance with EnerGov specifications.
■ EnerGov shall be responsible for implementing a functioning version of the application
software (assuming Customer has installed the proper hardware, software, and networking
devices).
• EnerGov will provide Customer with a weekly status reports that outline the tasks completed.
EnerGov will also provide details regarding the upcoming tasks that need to be completed
during the coming weeks, the resources needed (from client) to complete the tasks, a current
or updated version of the project plan, and a listing of any issues that may be placing the
project at risk (e.g., issues that may delay the project or jeopardize one or more of the
production dates) as needed.
• EnerGov personnel shall attend executive project review committee meetings (internal) as
needed.
CRITICAL SUCCESS FACTORS
In order to successfully execute the services described herein, there are several critical success
factors for the project that must be closely monitored. These factors are critical in setting
expectations between the Customer and EnerGov, identifying and monitoring project risks, and
promoting strong project communication.
Knowledge Transfer - While EnerGov cannot guarantee specific expertise for Customer
staff as a result of participating in the project, EnerGov shall make all reasonable efforts
to transfer knowledge to the Customer. It is critical that Customer personnel participate
in the analysis, configuration and deployment of the EnerGov .NET software in order to
ensure success and transfer knowledge across the organization. After Post Production
assistance tasks are completed by the EnerGov Professional Services team, the Customer
will be responsible for administering the configuration and introduction / workflow of
new processes in the EnerGov .NET system.
Dedicated Customer Participation — EnerGov fully understands that Customer staff
members have daily responsibilities that shall compete with the amount of time that can
be dedicated to the EnerGov implementation project. However, it is critical that the
Customer acknowledges that its staff must be actively involved throughout the entire
duration of the project as defined in the Project Plan delivered during the Planning and
Initiation Phase of the project. EnerGov shall communicate insufficient participation of
Customer and EnerGov resources through Project Status Reports, with all related
corresponding impact(s).
Deliverable Acceptance Process - Implementation services for the above EnerGov
products and business process scope are formalized through the DELIVERABLES defined
in this document. Upon completion of each deliverable according to the acceptance
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EnerGov Statement of Work
criteria defined herein, EnerGov shall provide the Customer with a Deliverables
Acceptance Form (see attachment A) to formalize acceptance and completion. The
Deliverables Acceptance Fonmr is subsequently signed by the appropriate Customer
stakeholder(s), and faxed to EnerGov. EnerGov respectfully requests prompt attention
to the processing of all Deliverables Acceptance Forms, as adherence to this timely
process directly impacts the ability to complete the project in the desired timeframe.
In an effort to ensure quality and complete satisfaction with each stage of the project,
EnerGov's professional services division has established the following rules:
1.13rojects will not be allowed to move from one stage to another without a signed
Deliverable Acceptance Form. The EnerGov project team will immediately stop all
other tasks, complete the stage at hand, and obtain sign off before moving to the
next stage.
2.Customer understands that any payment not received within 30 days of invoice will
result in work stoppage. All related project tasks will be stopped until payment is
received.
• Managing Project Scope - In an effort to implement the project on time and within
budget, both EnerGov and Customer have agreed to limit the software and
professional services to only those items identified in this contract. The
implementation services scope for the above EnerGov products and departmental
configuration services are formalized through the deliverables defined in this
document as well as approved project definition documentation "PDD" defined
during the assess and define stages of the project. Functional software
requirements are defined by the "City to Vendors" FoxPro Briefings delivered on
January 22, 2010 and by the agency / EnerGov due diligence assessment. If at any
time in the project, required items are identified that are deemed as being outside
the scope of the defined project requirements, EnerGov will require a change order
form to be accepted and signed by project stakeholders in order for the required
process to proceed. Likewise, both Customer and EnerGov understand that changes
to the project scope will adversely affect the project schedule. Reductions of the
defined scope will also require a change order.
PROJECT MANAGEMENT
EnerGov shall perform ongoing project management services throughout the implementation
in order to plan and monitor execution of the project in accordance with deliverables outlined
in the Statement of Work. To support the implementation of the EnerGov software, EnerGov
shall provide Project Management services throughout the project. Generally these services
include the following:
• Project plan management using Microsoft Project
• Project document management using Microsoft Sharepoint
• Issue log management and escalation
■ Status reporting
• Change order management
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EnerGov Statement of Work
■ Project workspace management
■ Resource management
• Executive project oversight vlai Executivet Director andtProject Review Committee
By mutual agreement some project management tasks may be shared between the EnerGov
Project team and the Customer Project Manager/Stakeholders.
PROJECT SCHEDULE
Upon execution of the contract, the parties will subsequently collaborate during the project
planning and initiation stage to determine a start date for services to be rendered. Upon
initiation of these services, EnerGov shall work with Customer to collaboratively define a baseline
or preliminary project schedule/plan. Given the fact that project schedules are working
documents that change over the course of the project, EnerGov shall work closely with Customer
to update, monitor, agree, and communicate any required changes to the project schedule.
ENERGOV IMPLEMENTATION METHODOLOGY
EnerGov will deliver its services to the Customer by employing its proven EnerGov
Implementation Methodology. EnerGov's implementation process is a proven methodology that
guides the project from inception to deployment, thereby increasing the chances of successfully
implementing EnerGov software products. Project delivery through execution of EnerGov's
implementation life cycle is described below.
6-Stage Implementation Process
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EnerGov Statement of Work
With over 100 successful government agency
Implementations, within just the last 5 years, and the
only vendb>r tc, successfully implement a true 4-tier
web based system, EnerGov Solutions has managed
more contemporary implementations than any
automation provider in this specialized Industry.
EnerGov utilizes a 6-stage or phased implementation
approach in order to ensure that each aspect of the
implementation process is adequately addressed. A
methodology of this nature is invaluable simply
because it embraces an exhaustive examination of
various interdepartmental issues such as best
practices, policies, and procedures, each of which
must necessarily be evaluated and considered prior
to implementation. Moreover, this approach
ensures that modular specific details are mastered
prior to each subsequent phase. A formalized sign
off process defined by deliverable require Customer
stakeholders to accept each deliverable before the
project is advanced.
ProjectPlanning Frameworklnstallation
: P
WoffowTranslatlnn BuslnessDeflnitian
System Configuration Conversion/Scripting
SuperGserTralning Systems Testing
Onstte•Klckoti Break-out Sessions
Please note that the advancement of the OnslteProduction &PostProdutdonSupport
implementation stages are contingent upon prompt
due payment (net 30 days) of deliverable sign -offs
that occur within each stage.
DEFINED DELIVERABLES / WORK DESCRIPTION (Project Roadmap)
Stage 1- Planning & Initiation
DELIVERABLE 1: PROJECT MITIATION f PLANNING — LAND MANAGEMENT
Project Initiation
Prior to EnerGov beginning systems configuration, EnerGov and the Customer take proper
precautions to carefully plan and define project expectations. During the Initiation stage,
project contracts and the SOW are reviewed, project planning activities are completed; steps
are taken to instill end user acceptance early on; and the EnerGov software framework is
installed within the Customer's preferred environment. Project Initiation typically begins a
few weeks to a month before the projects assess & define phase ensues.
In conjunction with the Customer representatives, EnerGov shall perform the following
tasks:
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EnerGov Statement of Work
• Conduct formal conference calls and a kick off meeting(s). The objectives of these
meetings include a formal transition from sales process to implementation process,
review. roles and responsibilities, review the contraetiand review project scope.
• EnerGov pre -planning and Customer process collection to prepare for future business
analysis.
• Finalize staffing allocation assessment for the project teams (Customer and EnerGov).
• Review the communication plan and project logistics including communications norms,
status reporting, issue/risk management, work locations, etc.
• Review and document formal deliverable signoff procedures, identify team members that
will be responsible for signoff from the Customer and EnerGov. Please note these
individuals must have the capability to authorize payment for services rendered, and must
have the authority to move the project forward.
• Review infrastructure requirements and preparation (with designated Customer technical
staff).
• Drafting of preliminary baseline project plan (in cooperation with the Customer Project
Manager). (e.g. an estimated project plan. The project plan is considered a living
document that will update as needed throughout the project.
• Review and adjust project scope (amend SOW/Contract) based on additional findings, if
necessary.
EnerGov Res onsibliltles:
• Consult with Customer resources to provide technical and business input and
answer technical questions related to the installation requirements for the EnerGov
Software Framework.
a Deliver all EnerGov software purchased to Customer.
• Coordinate & perform project planning activities.
• Collaborate with Customer to complete the preliminary baseline project plan (MS Project).
Customer Responsibilities:
Provide prompt responses to EnerGov's request for information.
w Define key personnel and responsibilities to be utilized throughout the project.
Provide facilities for project kickoff meeting and other onsite requirements.
u Procure and configure necessary hardware, non-EnerGov systems software, and
networking infrastructure as specified by EnerGov Hardware / infrastructure
requirements.
Prepare the hardware, software, and network In accordance with the specifications
provided by EnerGov.
Make available the appropriate Customer key IT users to participate in any hardware,
software, environment, and infrastructure meetings.
Provide EnerGov remote access (when needed) into the required servers for
EnerGov software installation (if applicable).
Acceptance Criteria:
• Confirm and acceptance of baseline (preliminary) project plan.
• Confirm and acceptance that EnerGov Software purchased has been delivered.
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EnerGov Statement of Work
Completion of project kickoff meeting/kickoff event - 4 (four)on-site "man" days.
DELIVERABLE Z: PROJECT INITIATION I PLANNING- ASSET MANAGEMENT
Project Initiation
Prior to EnerGov beginning systems configuration, EnerGov and the Customer take proper
precautions to carefully plan and define project expectations. During the Initiation stage,
project contracts and the SOW are reviewed, project planning activities are completed; steps
are taken to instill end user acceptance early on; and the EnerGov software framework is
installed within the Customer's preferred environment. Project Initiation typically begins a
few weeks to a month before the projects assess & define phase ensues.
In conjunction with the Customer representatives, EnerGov shall perform the following
tasks:
® Conduct formal conference calls and a kick off meeting(s). The objectives of these
meetings include a formal transition from sales process to implementation process,
review roles and responsibilities, review the contract and review project scope.
S Deliver implementation templates to assist Customer in pre -planning.
b Finalize staffing allocation assessment for the project teams (Customer and EnerGov).
• Review the communication plan and project logistics including communications norms,
status reporting, issue/risk management, work locations, etc.
® Review and agree on project status report template format.
a Review and document formal deliverable signoff procedures, identify team members that
will be responsible for signoff from the Customer and EnerGov.
9 Review infrastructure requirements and preparation (with designated Customer technical
staff).
6 Deliver a preliminary baseline project plan (in cooperation with the Customer Project
Manager).
• Review and adjust project scope (amend SOW/Contract) based on additional findings, if
necessary.
m Deliver the EnerGov Software purchased.
EnerGov Responsibilities:
Consult with Customer resources to provide technical and business input and
answer technical questions related to the installation requirements for the EnerGov
Software Framework.
Deliver all EnerGov software purchased to Customer.
Coordinate & perform project planning activities.
rCollaborate with Customer to complete the preliminary baseline project plan (MS Project).
Customer Responsibilities:
® Provide prompt responses to EnerGov's request for information.
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EnerGov Statement of Work
Define key personnel and responsibilities to be utilized throughout the project.
Provide facilities for project kickoff meeting and other onsite requirements.
Procure and configure necessary hardware, non-EnerGov systemic software, and
networking infrastructure as specified by EnerGov Hardware /' infrastructure
requirements.
■ Prepare the hardware, software, and network in accordance with the specifications
provided by EnerGov.
• Make available the appropriate Customer key IT users to participate in any hardware,
software, environment, and infrastructure meetings
• Provide EnerGov remote access (when needed) into the required servers for
EnerGov software installation.
Acceptance Criteria:
�* Confirm and acceptance of baseline (preliminary) project plan.
Confirm and acceptance that EnerGov Software purchased has been delivered.
• Completion of project kickoff meeting/event - 2 (two) on -site man days.
Stage 2 - Assess & Define
DELIVERABLE 3: ASSESS & DEFINE LAND MANAGEMENT
The Assess and Define stage involves onsite and offslte comprehensive business process
assessment and analysis, change management assessment and systems assessment and
analysis. EnerGov will provide automation recommendations based on industry best practices
and experience gained while implementing a client base of nearly 200 agencies.
In conjunction with the Customer representatives, EnerGov shall perform the following
tasks:
• Review, translate, define and document each business process as a basis for configuration
of EnerGov's system configuration / workflow engine.
• Refine and firm the project plan (in cooperation with the Customer Project Manager).
• Collect employee names and associated roles and identify user profile specifics.
• Review and document intake requirements, forms, and data fields for each business
stream/ process type.
• Collect and document output requirements (documents/letters/reports).
• Collect and document fees, fee schedules, and collection procedures for each business
stream/ process type.
• Collect and document all required inspections and inspection result options for each
business stream/ process type.
• Conduct prototype sessions with prototype database to illustrate software capabilities.
• Determine integration strategy with EnerGov Data Services / EnerGov Development /
Project Team.
• Define and detail system integrations and provide final resource / final fixed cost
assessment for any integration deliverables previously considered pre -analysis estimates.
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EnerGov Statement of Work
• Review and adjust project scope (amend SOW/Contract) based an additional findings, if
necessary,
• Collect daty files ('and any available data diagrams) needed+ for data importation;
create/analyze data mapping to support business goals.
EnerGov Responsiblllties:
• Provide prompt response to Customer's request for information.
• Business comprehension and process collection of the current client processes and
workflow.
• Process workflow translation - EnerGov functional and system configuration
requirements.
• Identify and present any new processes or efficiency to be implemented as a benefit of
automation (workflow documentation).
• Completion of EnerGov project definition documentation (booklet).
Customer Res onsibiiities:
• Provide prompt responses to EnerGov's request for information.
• Make available the appropriate Customer key users (previously defined) and content
experts to participate in the business process analysis.
• Make available the appropriate files, data and documentation required to analyze system
integrations and data conversion.
• Verify the accuracy of the documented workflows, input/output formats, and data
elements
• Where available, Customer shall provide the relevant, documented business processes.
Where not available, Customer will work with EnerGov to comprehend the business
processes. These business processes will be process mapped and used by Customer as the
basis for the UAT.
Acceptance Criteria:
• Review and acceptance of project definition documentation (booklet). Validate that the
content accurately reflects the business process data to be utilized during the EnerGov
system configuration.
• Review and acceptance of the updated project plan.
• Review and accept any final system integration / development services assessments that
were previously considered pre -analysis estimates.
DELIVERABLE 4: ASSESS & DEFINE ASSET MANAGEMENT
The Assess and Define stage involves onsite and offsite comprehensive business process
assessment and analysis, change management assessment and systems assessment and
analysis. EnerGov will provide automation recommendations based on industry best practices
and experience gained while implementing a client base of nearly 200 agencies.
In conjunction with the Customer representatives, EnerGov shall perform the following
tasks:
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EnerGov Statement of Work
• Review, translate, defineand, document each business process as a basis for configuration
of EnerGov.'s systemoamn+ifiguration / workflow- engine.
• Refine and firm the project plan (in cooperation with the Customer Project Manager).
• Collect employee names and associated roles and identify user profile specifics.
• Review and document intake requirements, forms, and data fields for each business
stream/ process type.
• Collect and document output requirements (documents/letters/reports).
• Collect and document fees, fee schedules, and collection procedures for each business
stream/ process type.
• Collect and document all required inspections and inspection result options for each
business stream/ process type.
• Conduct prototype sessions with prototype database to illustrate software capabilities.
• Determine integration strategy with EnerGov Data Services / EnerGov Development /
Project Team.
• Define and detail system integrations and provide final resource / final fixed cost
assessment for any integration deliverables previously considered pre -analysis estimates.
• Review and adjust project scope (amend SOW/Contract) based on additional findings, if
necessary.
• Collect data files (and any available data diagrams) needed for data importation;
create/analyze data mapping to support business goals.
EnerGov Responsibilities
• Provide prompt response to Customer's request for information.
• Business comprehension and process collection of the current client processes and
workflow.
• Process workflow translation - EnerGov functional and system configuration
requirements.
• Identify and present any new processes or efficiency to be implemented as a benefit of
automation (workflow documentation).
• Completion of EnerGov project definition documentation (booklet).
Customer Responsibilities:
• Provide prompt responses to EnerGov's request for information.
• Make available the appropriate Customer key users (previously defined) and content
experts to participate in the business process analysis.
• Make available the appropriate files, data and documentation required to analyze system
integrations and data conversion.
Verify the accuracy of the documented workflows, input/output formats, and data
elements
• Where available, Customer shall provide the relevant, documented business processes.
Where not available, Customer will work with EnerGov to comprehend the business
processes. These business processes will be process documented and used by Customer as
the basis for the UAT.
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EnerGov Statement of Work
Acceptance Criteria:
Review and, acceptance of project definition documentation (booklet). Validate that the
content accurately reflects the business process data to be utilized during the EnerGov
system configuration.
Review and acceptance of the updated project plan.
Review and accept any final system integration / development services assessments that
were previously considered pre -analysis estimates.
Stage 3 - Configure & Review
The configure and review stage of the EnerGov implementation consists of configuring the
EnerGov system around the requirements collected and established during the assess and
define stage and documented within the project definition documentation. Data conversion,
creation or configuration of interfaces, scripting of EnerGov's 10 engine, and custom report
development are also an integral part of the system configuration phase. To ensure
configuration quality, internal system reviews are performed with EnerGov's executive review
committee before the database is presented for final onsite reviews and configuration signoff.
DELIVERABLE 5: SYSTEM CONFIGURATION - ENERGOV .NET LAND MGMT SUITE
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
Configure the EnerGov .NET Land Mgmt suite around the requirements collected and
established within the project definition documentation.
Develop up to 10 (ten) EnerGov Land Mgmt custom reports.
Perform onsite system reviews for configuration validation.
EnerGov Responsibilities:
6 Provide prompt response to Customer's request for information.
® Work with the Customer to accurately configure EnerGov .NET Land Mgmt according to
the project definition documentation.
Customer Responsibilities:
Provide prompt responses to EnerGov's request for information.
Make available the appropriate Customer key users (previously defined) and content
experts to participate in configuration assessment sessions and final reviews.
Acceptance Criteria:
• Review and acceptance of EnerGov .NET Land Mgmt suite setup and configuration -
validate that the content accurately reflects the desired business process collected and
defined within the project definition document.
• Delivery of "system setup" reports
DELIVERABLE 6: SYSTEM CONFIGURATION - ENERGOV .NET ASSET MGMT SUITE
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EnerGov Statement of Work
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
• Configure the EnerGov- .NET Asset Mgnng suite around the requirements collected: an-dl
established within the project definition documentation.
• Develop up to 5 (five) EnerGov Asset Mgmt custom reports.
• Perform onsite system reviews for configuration validation.
EnerGov Responsibilities:
• Provide prompt response to Customer's request for information.
• Work with the Customer to accurately configure EnerGov .NET Asset Mgmt according to
the project definition documentation.
Customer Responsibilities:
• Provide prompt responses to EnerGov's request for information.
• Make available the appropriate Customer key users (previously defined) and content
experts to participate In configuration assessment sessions and final reviews.
Acceptance Criteria:
• Review and acceptance of EnerGov .NET Asset Mgmt suite setup and configuration -
validate that the content accurately reflects the desired business process collected and
defined within the project definition document.
• Delivery of "system setup" reports
DELIVERABLE 7: SYSTEM CONFIGURATION - ENERGOV GIS SERVER ADVANCED
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
Configure EnerGov GIS Server Advanced around the requirements collected and
established within project definition documentation.
EnerGov Res onsibiiities:
• Provide prompt response to Customer's request for information.
• Work with the Customer to accurately configure EnerGov GIS Server according to the
project definition documentation.
CuAt o mer_ Responsibilities:
• Provide prompt responses to EnerGov's request for Information.
• Make available the appropriate Customer key users (previously defined) and content
experts to participate in configuration assessment sessions and final reviews.
Acceptance Criteria:
• Review and acceptance of EnerGov GIS Server Advanced setup and configuration -
validate that the content accurately reflects the desired business process collected and
defined within the project definition documentation.
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EnerGov Statement of Work
DELIVERABLE S., SYSTEM CONFIGURATION - ENERGOV CITIZEN. ACCESS
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
Configure EnerGov Citizen Access around the requirements collected and established
within the project definition documentation.
EnerGov Responsibilities:
• Provide prompt response to Customer's request for information.
• Work with the Customer to accurately configure EnerGov Citizen Access according to the
project definition documentation.
Customer Responsibilities:
® Provide prompt responses to EnerGov's request for information.
® Make available the appropriate Customer key users (previously defined) and content
experts to participate in configuration assessment sessions and final reviews.
Acceptance Criteria:
Review and acceptance of EnerGov Citizen Access setup and configuration - validate that
the content accurately reflects the desired business process collected and defined within
the project definition documentation.
DELIVERABLE 9: DATA IMPORTATION- EOHPR❑ - LAND MANAGEMENT
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
m Convert the FoxPro legacy data into the Customer's EnerGov database
EnerGov Res onsibilities:
• Provide prompt response to Customer's request for information.
Develop data mapping utilities that will properly convert data into the EnerGov database.
If additional data mapping events are introduced from changes in original scope, a change
order may need to be processed to complete further data mapping activities.
Custorna Responsibilities:
Provide prompt responses to EnerGov's request for information.
Provide information and data in the formats specified by EnerGov (SQL Server 2000 or
Higher, Access 97 or Higher, and pipe /comma delimited format)
Make available the key users for data mapping from the current systems to EnerGov.
® Data scrubbing if required
® Allocate the time for qualified business and technical experts for the data -mapping
sessions that are critical to the project success
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EnerGov Statement of Work
Acceptance Criteria:
Review and acceptance of the data conversiorndelineated above- validate that the content
accurately reflects the desired business pecess collected- and: defined within the project
definition documentation.
DELIVERABLE 10. DATA IMPORTATION- FOXPRO - ASSET MANAGEMENT
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
® Convert the FoxPro legacy data Into the Customer's EnerGov database
EnerGov Responsibilities:
• Provide prompt response to Customer's request for information.
• Develop data mapping utilities that will properly convert data into the EnerGov database.
• If additional data mapping events are introduced from changes in original scope, a change
order may need to be processed to complete further data mapping activities.
Customer Responsibilities:
• Provide prompt responses to EnerGov's request for information.
• Provide information and data in the formats specified by EnerGov (SQL Server 2000 or
Higher, Access 97 or Higher, and pipe /comma delimited format)
• Make available the key users for data mapping from the current systems to EnerGov.
• Data scrubbing if required
• Allocate the time for qualified business and technical experts for the data -mapping
sessions that are critical to the project success
Acceptance Criteria:
Revlew and acceptance of the data conversion delineated above- validate that the content
accurately reflects the desired business process collected and defined within the project
definition documentation.
DELIVERABLE 11: CUSTOM PROGRAMMING — LAND MANAGEMENT
In conjunction with the Customer representatives, EnerGov shall provide the following
resource for specific custom development requirements in relation to this project:
• Dedicated software developer for a total of 40 days (320 hours).
EnerGov Resnonsibilities:
• Custom development services to the core EnerGov .NET Land Management framework.
Customer Responsibilities:
• Provide prompt responses to EnerGov's request for information.
Page 17
EnerGov Statement of Work
+ Provide information and documentation of business and;technology requirements.
Make available the key users for development review.
+ Allocate the time for qualified business and$ technical experts for the technology
enhancements that are critical to the project success.
Acceptance Criteria:
14 Review and acceptance of the design specifications and custom developed features.
DELIVERABLE 12: CUSTOM PROGRAMMING - ASSET MANAGEMENT
In conjunction with the Customer representatives, EnerGov shall provide the following
resource for specific custom development requirements in relation to this project:
+ Dedicated software developer for a total of 10 days (8o hours).
EnerGov Responsibilities:
+ Custom development services to the core EnerGov .NET Asset Management framework.
Customer Responsibilities:
+ Provide prompt responses to EnerGov's request for information.
+ Provide information and documentation of business and technology requirements.
• Make available the key users for development review.
+ Allocate the time for qualified business and technical experts for the technology
enhancements that are critical to the project success.
Acce tance Criteria:
• Review and acceptance of the design specifications and custom developed features.
DELIVERABLE 13. INTEGRATIONS
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
+ Integrate the EnerGov .NET application with the State of California Licensing Board
authority, Laserfiche, Pentamation, and IntelliTime.
EnerGov Res onsibilities:
• Provide prompt response to Customer's request for information.
+ Custom develop services to integrate external system into the EnerGov system/process.
Customer Responsibilities:
® Provide prompt responses to EnerGov's request for information.
a Provide information and documentation of API/service of which EnerGov will be
integrating.
Page 18
EnerGov Statement of Work
® Make available the key users for integration development review.
• Allocate the time for qualified business and technicallexperts; for the integration review
sessions that are critical to the project success.
Acceptance Criteria:
Review and acceptance of the integration- validate that the service accurately reflects the
desired business process collected and defined within the project definition
documentation.
Stage 4 — Administrator Training & Testing (UAT)
DELIVERABLE 14: ADMINISTRATOR TRAILING & TESTING NAT) - LAND MANAGEMENT
This phase of the EnerGov project is a necessary component as it relates to administrative
knowledge transfer and in the validation of the system configuration / due diligence of
systems readiness to production migration. This phase also helps ensure the key individuals
are trained and the Customer has the capabilities of best reacting to ongoing and future
changes in business process / configuration requirements (post production).
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
• System overview training for administrators / agency testers
• Comprehensive system administration and configuration training
Testing and system validation for promotion to production
EnerGov Responsibilities:
• Provide prompt response to Customer's request for information
• Provide 20 (twenty) man days of onsite administrator training & acceptance assistance.
• Coordinate with Customer to define training logistics and schedule.
• Provide recommendations on testing strategy, scenarios and best acceptance practices
• Assist the City In the User Acceptance testing (UAT) effort and the validation of the system
configuration readiness to be migrated to production for active use.
• Resolve issues, problems, or concerns as a result of User Acceptance Testing activities.
Customer Responsibilities:
• Provide prompt responses to EnerGov's request for information.
• Select and prepare system admin/power users that will be participating in training.
• Ensure personnel critical to the success of the project (subject matter experts / key power
users, etc.) are present and available to participate in admin training and testing.
• Dedicate sufficient testing participation time to complete UAT. The Customer
acknowledges that the time commitment may exceed 25 hours per individual involved in
the testing portion of this project. EnerGov also reserves the right to assign project
personnel to additional duties until the Customer has fulfilled testing responsibilities.
Page 19
EnerGov Statement of Work
Use testing scenarios documented in the project definition documentation, as the basis for
the.-sy,stem acceptance.
Provide facilities suitable to training and testing needs (Customeir way- elect to utilize
EnerGov's training lab if desired).
Acceptance Criteria:
• Technical training shall be complete when training session man days are utilized.
® Tested system accepted and ready for production environment / end user training.
DELIVERABLE 15. ADMINISTRATOR TRAINING & TESTING UAT — ASSET MANAGEMENT
This phase of the EnerGov project is a necessary component as it relates to administrative
knowledge transfer and in the validation of the system configuration / due diligence of
systems readiness to production migration, This phase also helps ensure the Customer is
trained and has the capabilities of best reacting to ongoing and future changes in business
process / configuration requirements (post go -live).
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
® Comprehensive system overview training for administrators
g Comprehensive system administration and configuration training
■ Testing and system validation for promotion to production
EnerGov Responsibilities:
® Provide prompt response to Customer's request for information
m Provide 10 (ten) man days of onsite administrator training & acceptance assistance
• Coordinate with Customer to define training logistics and schedule
® Provide recommendations on testing strategy, scenarios and best acceptance practices
® Assist the City in the User Acceptance testing (UAT) effort and the validation of the system
configuration readiness to be migrated to production for active use.
• Resolve issues, problems, or concerns as a result of User Acceptance Testing activities.
Customer Responsibilities:
Provide prompt responses to EnerGov's request for information.
a Select and prepare system admin/power users that will be participating in training.
Ensure personnel critical to the success of the project (subject matter experts / key power
users, etc.) are present and available to participate in admin training and testing.
Dedicate sufficient testing participation time to complete UAT. The Customer
acknowledges that the time commitment may exceed 25 hours per individual involved in
the testing portion of this project. EnerGov also reserves the right to assign project
personnel to additional duties until the Customer has fulfilled testing responsibilities.
® Use testing scenarios documented in the project definition documentation as the basis for
the system acceptance.
Provide facilities suitable to training and testing needs (Customer may elect to utilize
EnerGov's training lab if desired).
Page 20
EnerGov Statement of Work
Acce tans Criteria:
0 Techniaailtraining shall be complete when training session, man days are utilized,
• Tested system accepted and ready for production environment / end user training.
Stage 5 — End User Training
With an application as dynamic and configurable as EnerGov.NET, it is imperative that an equally
configurable and dynamic training program be provided that is tailored to each Customer's
unique business processes, workflows and terminology. As such, EnerGov offers adaptable
training solutions to meet the needs of each client.
DELIVERABLE 16: TRAINING — "TRAIN THE TRAINER" — LAND MANAGEMENT
EnerGov will provide a modified "Train the Trainer" approach of specified Customer staff (end
users, power users, administrators, etc.) not to exceed 20 to 25 members. Training for this
project will be conducted on -site by the EnerGov Implementation team and will consist of a
combination of One -on -One training & Classroom training. EnerGov's Project Consultant will
coordinate the training plan with related sessions in conjunction with the Customer's Project
Manager.
Training and knowledge -transfer will be tailored around the unique business processes of each
department/user-category: End -User, Administrative, Operations Staff, & IT Analysts.
Additionally, standard EnerGov training sessions will include the following general user -business
functions & user -roles:
® Standard Data Entry, Data Output, Reporting, and Editing features found in the standard
functions of the EnerGov Solutions system
• Business Process Manager Training
• System Administrator Training
m Power -User Training
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
Comprehensive End User Training
End User Kickoff event, classroom training
EnerGov Responsibilities:
Provide 30 (thirty) man days of End User / Power User Training
® Provide prompt response to Customer's request for information
a Coordinate with Customer to define training logistics and schedule
Page 21
EnerGov Statement of Work
• Provide prompt responses to EnerGov's request for information.
• Ensure personnel, cpiticalito:the success of the project (subject matter experts / key power
users, etc.) are present- and available to participate in admin training-and£testing.
• Use testing scenarios documented in the project definition documentation as the basis for
the end user system training.
• Provide facilities suitable to training needs (Customer may elect to utilize EnerGov's
training lab if desired).
Acceptance Criteria:
• Technical training shall be complete when training sessions are utilized.
* EnerGov reserves the right to invoice the Customer for all training services on a weekly basis post
onsite training services rendered.
DELIVERABLE 17: TRAINING — "TRAIN THE TRAINER" -- ASSET MANAGEMENT
EnerGov will provide a modified "Train the Trainer" approach of specified Customer staff (end
users, power users, administrators, etc.) not to exceed 20 to 25 members. Training for this
project will be conducted on -site by the EnerGov Implementation team and will consist of a
combination of One -on -One training & Classroom training. EnerGov's Project Consultant will
coordinate the training plan with related sessions in conjunction with the Customer's Project
Manager.
Training and knowledge -transfer will be tailored around the unique business processes of each
department/user-category: End -User, Administrative, Operations Staff, & IT Analysts.
Additionally, standard EnerGov training sessions will include the following general user -business
functions & user -roles:
• Standard Data Entry, Data Output, Reporting, and Editing features found in the standard
functions of the EnerGov Solutions system
Business Process Manager Training
■ System Administrator Training
• Power -User Training
In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
• Comprehensive End User Training
• End User Kickoff event, classroom training
EnerGov Responsibilities:
• Provide 10 (ten) man days of End User Training
• Provide prompt response to Customer's request for information.
• Coordinate with Customer to define training logistics and schedule
Page 22
EnerGov Statement of Work
m-
ire Customer Responsibilities:
• Provide prompt responsesito RherGov'S request for information.
ia: • Ensure personnel critical to the success of the project (subject matter experts / key power
iv( users, etc.) are present and available to participate in admin training and testing.
,ur a Use testing scenarios documented in the PDD as the basis for the end user system
isi training.
Provide facilities suitable to training needs (Customer may elect to utilize EnerGov's
training lab if desired).
;er
Acceotanc_e_Criteria:
• End User Training shall be complete when training sessions are finalized.
PA * EnerGov reserves the right to invoice the Customer for all training services on a weekly basis post
onsite training services rendered.
Stage 6 — Production / Post Production Support
DELIVERABLE 18: PRODUCTION / POST PRODUCTION SUPPORT-- LAND MANAGth EMENT
This phase of the EnerGov project is comprised of onsite Go -Live and post production support
sly and consultative advice immediately following the Go -Live of the EnerGov software. This is
on; also a transition period in which EnerGov will transfer from the project team to the EnerGov
'or account services (assigned account manager) realm.
Ibi In conjunction with the Customer representatives, EnerGov shall perform the following tasks:
te-
ml • Comprehensive Onsite Go -Live and Post Production Support
wl'. 0 Final Data Conversion Cutover
sit, • Transition from EnerGov project team to EnerGov Account Management
Id
ssi
EnerGov Responsibilities:
• Provide 20 (twenty) man days of Go -Live Support
isll;
® Provide prompt response to Customer's request for information.
ml
• Coordinate with Customer to define support logistics and schedule
.in
o Provide on -site resources to support the move to Production effort
I r
Provide final data conversion and systems validation
,or.
Assist with issues that may arise related to the deliverables in SOW
an
1a
Customer Resoonsibilltles:
Liv
• Provide prompt responses to EnerGov's request for information.
su.
• Provide technical and functional user support.
ns
• Develop and maintain a post -production issues list
Page 23
EnerGov Statement of Work
* EnerGov reserves the right to invoice the Customer for all training services on a weekly basis post,
onsite productioniandtpost-productionssupport services rendered.
ENERGOV PROJECT PAYMENT SCHEDULE
EnerGov Solutions shall invoice based on overall project milestones being met as set forth below:
be i
F l.,s
Due on Signing
o ■ibn, n+ou
Software Purchased / Delivered $354,491
o
Deliverable 1
Project Planning & Initiation Phase —Land Mgmt
$15,470
Deliverable 2
Project Planning & Initiation Phase — Asset Mgmt
$7,335
n
Deliverable 3
Asses & Define — Land Mgmt
$102,839
Deliverable 4
Assess &Define —Asset Mgmt
$25,790
$98,110
Deliverable 5
System Configuration Signoff— Land Mgmt
Deliverable 6
System Configuration Signoff —Asset Mgmt
$31,350
Deliverable 7
System Configuration Signoff — EnerGov GIS Server Adv
N/A
Deliverable 8
System Configuration Signoff — Citizen Access
N/A
Deliverable 9
Data Importation — FoxPro — Land Management
$77,982
Deliverable 10
Data Importation — roxPro — Asset Management
Custom Programming— Land Management
$32,631
Deliverable 11
$29,614
$0
Deliverable 12
Custom Programming —Asset Management
Deliverable 13
Integrations
$0
oil a
UAT—Land Management
Deliverable 14
$0
Deliverable 15 UAT—Asset Management $0
'': UgD�
d. " •r A, li
_ac
Deliverable 16 End User Training — Land Management $0
Page 25
EnerGov Statement of Work
Deliverable 17 End User Training — Asset Management
$0
Deliverable 18 Production / Post Production Support- Land Mgmt $24,388
Deliverable 19 Production / Post Production Support- Asset Mgmt $15,000
ACCEPTANCE
The services contracted for in this SOW will be considered accepted when all deliverables defined in the
Deliverables /Work Description section have been accepted by Customer.
STATEMENT OF WORK SIGNATURE
Customer acknowledges that it has read this SOW, understands it and agrees to be bound by its terms and
conditions. The parties agree that this Agreement cannot be altered, amended or modified, except in
writing that is signed by an authorized representative of both parties.
ACCEPTED BY:
ACCEPTED BY:
c6�
���s�,���ob,5n
EnerGov Solutions, LLC
Name: it �C�1T�
1
Name:?
AV
Y
Signature:
Signature:
Title: n i
Title:X� v,4,
[Date: `p � ! f6
Date:
x—ei
`/ter
AP RAVE AS TO RM:
CITY ATTORNEY `
Page 26
Confidential - Do not distribute
PROPOSAL - Ene
San Wis
Use Mgmt; Permitting; Citizen Request Mgmt; Plan Mgmt; Inspections;
EnerGov.NET Enterprise Land Mgmt Suite - Includes- Project / Land 777
Code Enforcement
r•Contract
Obispo,
Ou
Pricing
Subtotal
$ 247,425
75 concurrent uc■nses
EnerGov .NET Enterprise Asset Mgmt Suite - Includes: Asset¢
Mgmt; Purchasing & Casting; Work Orders; Citizen Request;
Inventory Control; Maintenance Mgmt; Investigations; Inspections
15
$ 3,299
$ 49,485
is Concurrent Licenses
EnerGov .NET Enterprise Request and Enforcement Mgmt Suite -
Includes: Citizen /service request & complaints, code violation
35
$ 3,299
$ 115,465
35 Concurrent Licenses
EnerGov .NET Enterprise Land Mgmt Suite -Read only Licenses
25
$ 500
$ 12,500
25 Concurrent Licenses
IEnerGov .NET Enterprise Asset Mgmt Suite -Read OnlyLIcens■s
15
$ 500
$ 7,500
LS Concurrent licenses
'EnerGovGISServer "Advanced"
2
$ 39,995
$ 79,990
:25arvarucense- Requires ArcGl5Server Advanced
EnerGov MobileGov
1
$ 1,999
$ 1,999
1 Fixed License
EnerGov Citizen Access Web Portal
1
$ 19,995
$ 19,995
1 Server License
Laserfiche Integration
1
$ 14,999
$ 14,999
Subtotal Software
$ 549,358
California Regional Discount 20%
$ (54,936)
Grand Tote! Software
I
$ 494,422
,Services
Implementatlon- LandManagement
1
Per
$ 257,054
SLI[Arlial
$ 257,054
tncludessystemamskysls,daflnitlon,configuration, UAT,and
the following:
• Related Travel ($31,950J -See resource allocation on
pages rhatfallow.
implementation - Asset Management
1
$ 88,840
$ 88,840
includes system analysis, definition, configuration, UAT, and
the following:
' Related Travel l$14,200) "'See resource allocation on
Isopes that follow.
integrations / Data Services:
IFoxproApplications - LandManagement
1
$ 77,982
$ 77,982
""see resource allocation on pages that follow.
IFoxproApplications - Asset Management
1
$ 32,631
$ 32,631
"'+seresource eilocetlononPosts the tfollow.
Custom Programming-AssetManagement
1
$ 60,830
$ 60,830
"$sroresourceallocationanpgesthatfogow.
Custom Programming - Land Management
1
$ 16,095
$ 16,095
"*Sea resource allocation on pages that follow.
State Contractors Licensing Board Integratlon
1
Free of charge
Training - LandManagement
30
$ 792
$ 34,410
includes: 30 onsite training days and
'Related Traveli$10,650) ••'See resource allocation an
pages that follow.
Training - Asset Management
10
$ 792
$ 11,470
Includes: 10 onsite training days and
' Related Travel ($3,550) "'See resource allocatlon on
pages that follow.
On Site Go -Live Support - Land Management
20
10
$ 792
$ 792
$ 22,940
$ 11,470
Includes: 20 days onsite training days and
'' Related Travel ($7,100) -See resource allocation on
oa es that follow.
Ilncludes: 10 days onsite training days and
' Related Travel ($3,550) ""See resource allocation an
pages that follow,
_
On Site Go -Live Support -Asset Management
Subtotal Implementation
$ 623,722
California Regional Discount 10%
$ (61,372)
Implementation Rate Reduction 5%
$ (30,5815)
Grand Total Implementation
$ 5211664
1 Software Services Totals
and
Total Software
$ 549,359
Totallmplementation
$ 613,722
Discounts
$ (146,994)
Additional Budgetary Discount
$ (201,086)
GRAND TOTAL (So(tWefe and Services)
$ 81.8,008
Annual Maintenance & Support Costs
I
$ 98;884
18>s670ffwom costs
Total Annual Maintenance & Support Costs
I
$ 98,884
EnerGov Solutions Proposal
San Luis Obispo, CA
9/20/2010
Co.MeMial - D. mot aiatribute
EnerGov Solutions Proposaf
San Luis Obispo, CA
9/20/2010
Confidential - Do not distribute
San
Luis
Obispo,
'�.: _ :t'Y'�o !.�-rw G ""YrUw t $ R
�� ylx'' �t
L
:�;`•.
- a '•ti
..-
Trip / Daily Rate S 1,775
s 1.112 $
1.112
$ 792
1
0
0
5
0
0
0
=^=
Planning and Initiation
Project planning activities; install framework,
$1,775
$0
$0
I
$5,560
$0
$0
$0
identify project teams, etc.
Process and System Assessment, system
2
0
0
15
5
0
0
_,�+'•
Assess / Define Phases
analysis, system configuration planning,
workflow analysis,System 0efnitions,
$3.550
$0
i $0
$16,680
$5,560 i
$0
i EO
r onfWwratior, d c nt do
System con Fguration based upon
2
0
0
20
5
0
0
Configuration Phase
implementation planning and business process
analysis results. Includes Onsite mvlews with
$3550
$0
$0
$22,240
$5,560 j
$0
$0
customer project manager/team.
Users acceptance testing / onsite training of
3
0
0
10
0
0
10
'
UAT Process
system with customer's project stakeholders-
$5,325
$0
$0 j
$11,120
EO
so
I $7,920
acceptance reviews- Final configuration sign-o
Trips Onsite resouroe days
COST
r .
EnerGou solutfans Proposal
Son Luk Obispo, CA
9/20/2010
Confidential - Do not distribute
San Luis
Obispo,
Trl / Dail Rate
$ 1,TT5
•
$ 1,272 $ 1,432 $ 1.352
Data Conversion 1
IFoxpro DO Conversions - Land Mgt
2
16 0 40 r.77 982
'Data Conversion 2
IFoxpro DB Conversions -Asset Mgt
1
3 j 0 20 $32,631
(Development Services l
Custom Development -Land Mgt
2
0 40 I 0 $60,830
Development Services 2
Custom Development -Asset Mgt
1
0 10 0 $16,095
Development Services 3
State Contractor Licensing Board Integration
Free of Charge free
3 }
ResouJdays
EnerGov Solutions Proposal
San Luis Obispo, CA
9/20/2010
Co fldmuol _ oo. diaributo
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San Lull Obispo, CA
9/20/2010
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