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HomeMy WebLinkAboutEnerGov Statement of Work 8_10_2010ow4".- soi�tan� Statement of Work Prepared for. San Luis Obispo, CA otlypf 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 Page 2 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 Page 3 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 Page 4 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 Page 5 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 Page 6 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 Page 7 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: Page 8 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. Page 9 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. Page 10 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. Page 11 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: Page 12 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. Page 13 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 Page 14 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. Page 15 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 Page 16 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 EnerGmSolutions Proposal San Lull Obispo, CA 9/20/2010 San Luis Oblspv Cunvm Dr.lolpn.m Mqulramema PNllmina Aueyment I'm... by P— Ow Fula. ry or Flf EA Owlbwa tle.nl halm.! Int—mia. surefvn:raAvr NeegyrB.td MN ra1'on II Pr uaydv+• 0— Y w,onfllw by easmril 15 1nlYklcu rxO rrratva YL r 20 field Yae i IAnd U. 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