HomeMy WebLinkAboutCity Council Committees - Operations Committee - 04/02/2019
Unless otherwise noted, the Operations Committee meets at 4 p.m. on the first and third
Tuesday of each month in Kent City Hall, Council Chambers East, 220 Fourth Avenue South,
Kent, WA 98032.
For additional information please contact Cathie Everett at 253-856-5705, or via email at
CEverett@KentWA.gov.
Any person requiring a disability accommodation should contact the City Clerk’s Office at
253-856-5725 in advance. For TDD relay service call Washington Telecommunications Relay
Service at 7-1-1.
Operations Committee
Agenda
Chair - Les Thomas
Bill Boyce– Dennis Higgins
Tuesday, April 2, 2019
4:00 p.m.
Item Description Action Speaker Time
1. Call to Order Chair 01 MIN.
2. Roll Call Chair 01 MIN.
3. Changes to the Agenda Chair 01 MIN.
4. Approval of February 19, 2019
Minutes
YES Chair 05 MIN.
5. Approval of March 19, 2019
Minutes
YES Chair 05 MIN.
6. Approval of Check Summary
Report Dated 3/1/19-3/15/19
YES Chair 05 MIN.
7. Public Communications of
Election Matters - Resolution
YES Deputy City Attorney
Tammy White
05 MIN.
8. 2019 CDBG Annual Action Plan YES Senior CDBG
Coordinator Dinah
Wilson
05 MIN.
9. Approval of CSDC Inc./Amanda
Contract
YES IT Director Mike
Carrington and
Technology Innovation
Manager Somen Palit
10 MIN.
10. Cararhsoft, Palo Alto Firewalls
Solutions
NO IT Director Mike
Carrington and
Technical Services
Manager James
Endicott
10 MIN.
11. Current IT Project Landscape NO IT Director Mike
Carrington and Project
10 MIN.
Operations Committee CC Ops Regular Meeting April 2, 2019
Management Office
Supervisor Brian
Rambonga
12. Adjournment Chair 01 MIN.
Page 1 of 2
Pending Approval
Operations Committee
CC Ops Regular Meeting
Minutes
February 19, 2019
Date: February 19, 2019
Time: 4:00 p.m.
Place: Chambers
Attending: Les Thomas, Committee Chair
Bill Boyce, Councilmember
Dennis Higgins, Councilmember
Agenda:
1. Call to Order 4:03 p.m.
2. Roll Call
Attendee Name Title Status Arrived
Les Thomas Committee Chair Present
Bill Boyce Councilmember Present
Dennis Higgins Councilmember Present
3. Changes to the Agenda
There were no changes to the agenda.
4. Approval of Minutes dated February 5, 2019
MOTION: Move to approve the Minutes dated February 5, 2019
RESULT: APPROVED [UNANIMOUS]
MOVER: Dennis Higgins, Councilmember
SECONDER: Bill Boyce, Councilmember
AYES: Thomas, Boyce, Higgins
5. Approval of Check Summary Report Dated 1/16/2019 - 1/31/2019
MOTION: Move to approve the check summary report dated January
16, 2019 through January 31, 2019.
RESULT: APPROVED [UNANIMOUS]
MOVER: Bill Boyce, Councilmember
SECONDER: Dennis Higgins, Councilmember
AYES: Thomas, Boyce, Higgins
6. Consolidating Budget Adjustment Ordinance for Adjustments on
December 31, 2018
Interim Finance Director Barbara Lopez presented a request to approve a
budget adjustment reflecting an overall budget increase of $110,560. This
increase is related to the city's bank account balance held at Heritage Bank,
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Operations Committee CC Ops Regular Meeting
Minutes
February 19, 2019
Kent, Washington
Page 2 of 2
which is used by SMG for ShoWare operations. This adjustment represents a
reduction in the bank balance for amounts that were spent by SMG in 2018
but not previously expensed by the City.
MOTION: Recommend Council approve the consolidating budget
adjustment ordinance for adjustments made on December 31, 2018,
reflecting an overall budget increase of $110,560.
RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS] Next: 2/19/2019
7:00 PM
MOVER: Dennis Higgins, Councilmember
SECONDER: Bill Boyce, Councilmember
AYES: Thomas, Boyce, Higgins
7. Adjournment 4:10 p.m.
The meeting was adjourned at 4:10 p.m.
Cathie Everett
Committee Secretary
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Pending Approval
Operations Committee
CC Ops Regular Meeting
Minutes
March 19, 2019
Date: March 19, 2019
Time: 4:00 p.m.
Place: Chambers
Attending: Les Thomas, Committee Chair
Bill Boyce, Councilmember
Dennis Higgins, Councilmember
Agenda:
1. Call to Order 4:06 p.m.
2. Roll Call
Attendee Name Title Status Arrived
Les Thomas Committee Chair Present
Bill Boyce Councilmember Present
Dennis Higgins Councilmember Present
3. Changes to the Agenda
There were no changes to the agenda.
4. Approval of Check Summary Reports Dated 2/1/19-2/15/19 &
2/16/19-2/28/19
MOTION: Move to approve check summary reports dated 2/1/19
through 2/15/19 and 2/16/19 through 2/28/19.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dennis Higgins, Councilmember
SECONDER: Bill Boyce, Councilmember
AYES: Thomas, Boyce, Higgins
5. Approval of JayRay Ads & PR, Inc. Marketing Contract
Economic Development Manager Michelle Wilmot presented a request
recommending Council approve a contract with JayRay Ads & PR, Inc. Visit
Kent is Kent's annual leisure tourism marketing program utilizing multiple
strategies to increase overall awareness of Kent as a place for leisure
entertainment. JayRay coordinates with partners such as Kent Downtown
Partnership, accesso ShoWare Center and Seattle Thunderbirds to expand
the reach of marketing efforts to promote amenities in Kent.
MOTION: Recommend council approve a contract with JayRay Ads and PR to
provide media and marketing services to promote Kent’s amenities as a
leisure destination.
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Operations Committee CC Ops Regular Meeting
Minutes
March 19, 2019
Kent, Washington
Page 2 of 3
RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS] Next: 3/19/2019
7:00 PM
MOVER: Bill Boyce, Councilmember
SECONDER: Dennis Higgins, Councilmember
AYES: Thomas, Boyce, Higgins
6. Rimini Street Contract Amendment - Authorize
IT Director Mike Carrington presented a request to recommend Council
authorize the Mayor to approve contract amendments with Rimini Street, Inc.
of up to $200,000. Rimini Street, Inc. provides premium third party technical
support for JD Edwards (JDE) and related professional services for our
ERP/Enterprise Resource Planning system. This amendment would expand
their professional service activities and extend through the end of 2020.
MOTION: Authorize the Mayor to approve contract amendments up to
$200,000 with Rimini Street, Inc, to provide additional services on an
as-needed, on-call basis, under the terms of the parties’ existing
Master Services Agreement, for a revised total contract amount of
$717,655, which revised amount shall apply to future contract
amendment authority, subject to final terms acceptable to the
Information Technology Director and the City Attorney.
RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS]Next: 4/2/2019 7:00
PM
MOVER: Dennis Higgins, Councilmember
SECONDER: Bill Boyce, Councilmember
AYES: Thomas, Boyce, Higgins
7. Finance Director's Report
Interim Finance Director Barbara Lopez provided updates regarding two
activities in the Finance Department. Ms. Lopez reported that the
Government Finance Officer's Association recently awarded the City of Kent
with the certificate of achievement for excellence in financial reporting for the
2017 comprehensive annual financial report. Ms. Lopez recognized and
expressed appreciation for the finance team's work on this accomplishment
and the committee expressed congratulations as well. In addition, it was
reported that the process of issuing bonds for the S 224th/228th corridor has
officially begun. The bond council and financial advisors are working on the
actual ordinance and numbers and will be coming back to this committee
with those official documents in May.
8. Investment Report
Cash & Investment Officer Joe Bartlemay and Accounting & Reporting
Manager Lavina Brennecke presented the 2018 fourth quarter investment
report to the committee. Seven investment trades were initiated in the 4th
quarter and a total of 102 investments were held at the end of 2018.
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Operations Committee CC Ops Regular Meeting
Minutes
March 19, 2019
Kent, Washington
Page 3 of 3
Portfolio allocations at the end of 2018 were in compliance with the City's
investment policy. Fourth quarter investment revenue was $1,230,817.82
and total investment revenue for 2018 was $3,397,841.86.
9. Adjournment 4:29 p.m.
The meeting was adjourned at 4:29 p.m.
Cathie Everett
Committee Secretary
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: April 2, 2019
TO: Operations Committee
SUBJECT: Approval of Check Summary Report Dated 3/1/19-3/15/19
MOTION: Move to approve check summary report dated 3/1/19 through
3/15/19.
SUPPORTS STRATEGIC PLAN GOAL:
Sustainable Services
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: April 2, 2019
TO: Operations Committee
SUBJECT: Public Communications of Election Matters - Resolution
MOTION: Recommend Council adopt a resolution that updates the City’s policy
concerning the taping and airing of candidate statements and forum discussions of
candidates running for local office to account for new technology, and to provide
that all communication methods used by the City in carrying out its day-to-day
business operations are also available to communicate objective facts in a fair
manner to Kent residents concerning local ballot measures.
SUMMARY:
Resolution No. 1600 was adopted by Council in 2001, which established the current
provisions that apply to videotaped candidate statements and local forum
discussions, which are broadcast on the City’s local government cable channel.
These provisions are equally applied to all candidates. Once completed, the videos
are also linked on social media and available online through the City’s website,
YouTube, and Vimeo. Resolution No. 1600, however, did not contemplate today’s
current technology and more frequent methods of communication. Staff therefore
recommends revising existing policy to account for current technology, including
social media and live-streaming. The proposed resolution includes a provision that
allows staff to embrace new technology as it becomes available.
State law and regulations of the Public Disclosure Commission allow the City to
communicate with its residents concerning ballot measures so long as those
communications are done in a fair manner and include only objective facts. Cities
may not advocate or otherwise attempt to persuade voters to vote a particular way
on a ballot measure. Guidance from the Public Disclosure Commission provides that
it is a responsibility of local government to inform the general public of the
operational and maintenance issues facing local agencies, and that responsibility
includes informing the community of needs that the community itself may not
realize exist. To be lawful, however, state law requires that these communications
be part of the City’s “normal and regular conduct.”1
On a day-to-day basis, the City communicates with its residents on current affairs
and issues that impact City maintenance and operations through a variety of
methods, including social media and website posts, emailed newsletters, utility bill
stuffers, postcard mailings, posters, news releases, and public notices, and the
1 RCW 42.17A.555; WAC 390-05-271; WAC 390-05-273
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creation and airing of informational, operational, and event-related videos through
social media, YouTube, Vimeo, and the City’s government cable channel. The City
has historically embraced these same communication methods in conveying factual
information concerning ballot measures that impact Kent. This resolution
documents and memorializes this history for ease of application in the future.
SUPPORTS STRATEGIC PLAN GOAL:
Inclusive Community, Innovative Government
ATTACHMENTS:
1. Election Information to Residents Resolution- Update Communication
Methods (PDF)
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1 Elections and Ballot Measures—
Public Communications
RESOLUTION NO. ___________
A RESOLUTION of the City Council of the
City of Kent, Washington, that updates the policy
originally established through Resolution No. 1544,
and updated through Resolution No. 1600,
concerning the taping and airing of candidate
statements and forum discussions of candidates
running for local office, on an equal and
nondiscriminatory basis, to account for new
technology and evolved communication methods,
and to expressly provide that all communication
methods utilized by the City in carrying out its day-
to-day business operations are similarly available
to communicate objective facts in a fair manner to
Kent residents concerning local ballot measures.
RECITALS
A. In keeping residents aware of the City’s current affairs and
issues that impact City maintenance and operations, the City utilizes a
variety of methods, including social media and website posts, emailed
newsletters, utility bill stuffers, postcard mailings, posters, news releases,
and public notices, and the creation and airing of informational,
operational, and event-related videos through social media, YouTube,
Vimeo, and the City’s government access cable television channel—Kent
TV. The City’s video productions include roughly thirty (30) – fifty (50)
videos per year, and include the following award winning productions, as
determined by the National Association of Telecommunications Officers and
Advisors: “Beyond the Blue - Rifle Training Day,” “Kent In the Works -
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2 Elections and Ballot Measures—
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Vactor Day,” “Scoop it! It’s your Doodie,” “Calling Kent Home - Danny
Pierce,” and “Prop A – Sergeant Hollis.”
B. Historically, the City has used these same communication
methods to provide its residents with fair and objective facts concerning
local ballot measures and their impact on Kent’s operations and
sustainability. Through the years, new technology has continued to emerge
and evolve, which has changed the communication landscape on how the
City reaches its residents. These communications originally began with
postcard mailings, utility bill stuffers, posters, news articles, public notices,
and public meetings and discussions, but have since moved into the digital
age through the current and more frequently used manners of
communication, including live-streaming of public meetings and
discussions, informational videos, social media and website posts, and
emailed newsletters. The City expects technology to continue to evolve and
wishes to embrace this evolution to ensure its residents receive information
that impacts their community as timely and conveniently as possible.
C. While public facilities may not be used to assist a political
candidate or to promote or oppose any ballot proposition, there are
exceptions, including when those facilities are available for political
purposes on a nondiscriminatory, equal basis, and when those facilities are
used to communicate objective facts in a fair manner and through means
that are part of the “normal and regular conduct” of the agency. An activity
is part of the normal and regular conduct of an agency when the conduct is
lawful and usual, meaning that it is not effected or authorized by some
extraordinary means or manner.
D. The Public Disclosure Commission has issued guidance on the
application of state law to local governments in their public
communications concerning election campaigns and ballot measures. This
guidance provides that it is not only the right, but the responsibility of local
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government to inform the general public of the operational and
maintenance issues facing local agencies, which includes informing the
community of the needs of the agency that the community may not realize
exist. In accordance with the guidance, public funds may be spent in this
undertaking, provided that the preparation and distribution of the
information is not for the purpose of influencing the outcome of an
election, but instead on informing the community and voting public through
the presentation of objective facts. Consistent with state law and the Public
Disclosure Commission’s guidance, the City’s historical communication with
its residents has been to inform them of the objective and factual effects
associated with local ballot measures, not to advocate for or against them.
The communication methods utilized have been consistent with those used
by the City to communicate with its residents in carrying out its normal and
regular course of business, including postcard mailings; utility bill stuffers;
posters; live-streaming of public meetings and discussions; informational
videos; social media and website posts; and emailed newsletters.
E. Additionally, due to the importance of having an informed
electorate, the Kent City Council has historically broadcast videotaped
candidate statements and forum discussions for those candidates running
for local office. The provisions were originally adopted in 1999 through
Resolution No. 1544 and last updated in 2001 through Resolution No.
1600. These provisions, however, did not contemplate today’s current
technology and more frequent methods of communication.
F. It is appropriate to update the City’s policy concerning the
taping and airing of candidate presentations and forum discussions to
account for new technology and evolved communication methods. At the
same time, Council wishes to memorialize for staff that all communication
methods utilized by the City in carrying out its day-to-day business
operations are similarly available to communicate objective facts in a fair
manner to Kent residents concerning local ballot measures.
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4 Elections and Ballot Measures—
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NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
WASHINGTON, DOES HEREBY RESOLVE AS FOLLOWS:
RESOLUTION
SECTION 1. - Policy Statement. It is the policy of the City of Kent
that all communication methods used by the City in keeping residents
aware of the City’s current affairs and issues that impact City maintenance
and operations be similarly available for lawful communications by the City
to its residents concerning election information. The City may inform voters
on ballot measures presented for voter consideration, including any City of
Kent elected positions, and measures placed on the ballot by action of the
Kent City Council or by initiative or referendum of the voters. Current
communication methods used by the City include live-streaming of public
meetings and discussions; informational videos hosted through YouTube,
Vimeo, and Kent TV; social media and website posts; emailed newsletters;
utility bill stuffers; postcard mailings; posters; news releases; public
notices and public meetings. These permitted communication methods
shall evolve with technology and the emergence of additional
communication methods, without further action required of Council, to
ensure Kent residents receive information that impacts their community as
timely and conveniently as possible.
SECTION 2. – Election Information Video - Candidate Presentations.
For each regular or special election of the City of Kent, the City may
prepare an election information video to be broadcast on the City’s
government access cable television channel, Kent TV, or through online
posts or links to social media, Vimeo, or YouTube, or similar avenues,
introducing voters to candidates running for local office. The video will be
recorded by City of Kent video technicians utilizing City equipment and
facilities as follows:
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5 Elections and Ballot Measures—
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A. Video Length. The video shall consist of three- minute presentations
by each candidate for any elected position other than for Mayor. Each
candidate for Mayor shall have the opportunity to prepare a five- minute
presentation. Candidates may use this time to introduce themselves and
present their qualifications to Kent voters.
B. Timing of Recording. Initial candidate presentations will be
videotaped in the three- week period following the official filing deadline for
office for those candidates subject to a primary election. For those
candidates who are not subject to a primary election, or who are successful
in the primary and will proceed to the general election, a separate two-
week period will be provided after the primary results are certified for the
videotaping of final candidate presentations for the general election. Each
candidate will be contacted by Kent staff to arrange a convenient time for
videotaping. Candidates will be permitted no more than three takes,
selecting one for presentation.
C. Assembly into an Aggregate Recording for Kent TV. Taped
presentations of all candidates may be assembled into one program
applicable to the election for which they are named on the ballot (i.e.
primary, general, or special election) and grouped by position sought. The
order of presentation shall be determined by lot. Once completed, this
program will then be shown on Kent TV until the day before the applicable
election at reasonable air times as determined by the City. The City will
make reasonable efforts to air the program daily while also varying the air
time from day-to-day.
D. On-Demand Viewing Online. The City may also make recorded
candidate presentations available online for on-demand viewing through
posts or links on the City’s website, social media, through emailed
newsletters, Vimeo, YouTube, or similar avenues. The City shall not
discriminate in linking to taped candidate presentations online, and shall
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6 Elections and Ballot Measures—
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provide equal access by linking to each presentation for all candidates
running for office in the applicable election to which the presentations
relate.
E. Public Record Available to Candidates. Individual candidate
presentations videotaped by the City are public records that may be made
available to candidates on request for their lawful use.
SECTION 3. - Information on Ballot Measures.
A. Objective Facts Communicated in a Fair Manner. The City may
provide its residents with fair and objective facts concerning ballot
measures and their impact on Kent’s operations, maintenance, and
sustainability utilizing any of the communication methods identified in
Section 1 of this Resolution. Communications shall be informational only,
and shall not advocate for or against any ballot measure.
B. Inclusion in Election Information Video. Ballot measures may have a
“vote yes” committee, and a “vote no” committee. Each committee will
have the opportunity to prepare three-minute presentations representing
their respective positions on the measure for inclusion in the election
information video provided for in Section 2 of this Resolution. Each side will
then have the opportunity to present a two-minute rebuttal to the other
side’s statement. The order of presentation and rebuttal shall be
determined by lot. Video recording and dissemination for viewing will be
conducted in the same manner as described for candidate presentations in
Section 2.
SECTION 4. - Encouragement to Vote. The City of Kent may
prepare communications encouraging individuals to register to vote, and to
vote in primary, general or special elections, utilizing any of the methods
identified in Section 1.
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7 Elections and Ballot Measures—
Public Communications
SECTION 5. - Candidate Forums. Candidate forums conducted by
citizen groups, associations, or organizations may be captured by the City
for live-streaming, airing on Kent TV, or on-demand viewing through the
City’s website, Vimeo, YouTube, social media, or similar avenues, under
certain conditions. Any group wishing to have its candidate’s forum
videotaped for presentation must submit a request to the City’s Director of
Information Technology or designee, on a form supplied by the City, not
later than 30 days prior to the scheduled forum of its desire to have the
forum taped, or such shorter time as authorized by the Director or
designee in advance written notice. The Director or designee shall then
determine if appropriate technical staff is available at the time requested,
and the suitability of the location selected for videotaping, considering both
audio and video production requirements. The Director or designee will
notify the applicant within approximately one week of receiving the
application whether or not the City will be able to accommodate the
request.
Should a candidate forum be videotaped for later presentation on
Kent TV, the Director or designee will schedule the forum to be shown on
Kent TV at varying times of the day prior to the election.
SECTION 6. - Format and Schedule Modifications. The format and
schedules of taped presentations may be modified by City staff as
necessary, on a nondiscriminatory basis and consistent with the intent of
this resolution, to meet staffing and other scheduling demands.
SECTION 7. - Recitals Incorporated. The recitals set forth in this
resolution are hereby incorporated as if fully set forth herein.
SECTION 8. - Severability. If any one or more section, subsection,
or sentence of this resolution is held to be unconstitutional or invalid, such
decision shall not affect the validity of the remaining portion of this
resolution and the same shall remain in full force and effect.
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8 Elections and Ballot Measures—
Public Communications
SECTION 9. - Ratification. The City Council hereby ratifies and
confirms all acts previously taken that are not inconsistent with the
findings of this resolution.
SECTION 10. Repealed. City Council Resolution No. 1600 is hereby
repealed in its entirety.
SECTION 11. Effective Date. This resolution shall take effect and be
in force immediately upon its passage.
PASSED at a regular open public meeting by the City Council of the
City of Kent, Washington, this day of May, 2019.
CONCURRED in by the Mayor of the City of Kent this _____ day of
May, 2019.
DANA RALPH, MAYOR
ATTEST:
KIMBERLEY A. KOMOTO, CITY CLERK
APPROVED AS TO FORM:
ARTHUR “PAT” FITZPATRICK, CITY ATTORNEY
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: April 2, 2019
TO: Operations Committee
SUBJECT: 2019 CDBG Annual Action Plan
MOTION: Move to recommend Council approve the Proposed Community
Development Block Grant 2019 Annual Action Plan (including funding allocations
and contingency plans), and authorize the Mayor to execute the appropriate
certifications and agreements.
SUMMARY:
The City of Kent receives Community Development Block Grant (CDBG) funds from
the U.S. Department of Housing and Urban Development (HUD) as an Entitlement
City. To receive this funding, the City is required to submit a Five-Year
Consolidated Plan for Housing & Community Development. The City’s Consolidated
Plan is in effect from 2015-2019. Prior to the beginning of each year of the
Consolidated Plan, the City must inform HUD and the community of the specific
actions that the City will execute to implement the objectives and strategies of the
Consolidated Plan; this is outlined in the 2019 Action Plan. The Action Plan also
includes the allocation of estimated resources that will be used to carry out the
objectives and strategies, and a description of each program that will receive funds.
In addition to investing the full 15% allowable by law into public service activities
and 20% in planning and administration, the City recommends that a significant
portion of CDBG funds be used to support the City's Home Repair Program. This
program serves many low-income, disabled and senior homeowners in Kent by
providing needed repairs to maintain and preserve housing.
The City will submit its 2019 Action Plan to HUD once it is notified of the exact
amount of its funds. We anticipate this will be in mid to late April.
Citizen Participation:
On February 25, 2019, the City held its first public hearing to receive
comments from Kent residents, low/moderate-income persons, non-
governmental organizations (AKA nonprofits), and other interested parties
regarding the development of the City’s 2019 CDBG Annual Action Plan (this
was a hearing to take comments before the draft Action Plan was released).
On March 12, 2019, the City of Kent published a public notice on its website
and informed the community, organizations, and stakeholders that the draft
2019 CDBG Annual Action Plan was available for review and comment for a
period of thirty (30) days.
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On March 26, 2019, the Human Services Division convened an evening public
hearing for the purpose of taking comments on the 2019 Annual Action Plan.
Human Services Commission Review: The Human Services Commission
reviewed the Action Plan during its meeting on March 21, 2019.
BUDGET IMPACT:
The estimate of $1,145,186.00 may increase or decrease depending upon the final
federal appropriations bill Congress passes and how much money is allocated to
HUD. Therefore, the recommended funding includes a contingency plan to address
any potential fund changes that may occur when the City receives its award
notification letter from HUD. This budget was adopted as part of the 2019/2020
Adopted Budget and the following budget accounts were impacted by the budget:
B00119, B00219, and B00319.
SUPPORTS STRATEGIC PLAN GOAL:
Inclusive Community, Innovative Government
ATTACHMENTS:
1. 2019 Annual Action Plan (PDF)
2. blank app for Fed Assist SF424_Page_1 (PDF)
3. blank app for Fed Assist SF424_Page_2 (PDF)
4. blank app for Fed Assist SF424_Page_3 (PDF)
5. cert non-construction SF424B-V1 1_Page_1 (PDF)
6. cert non-construction SF424B-V1 1_Page_2 (PDF)
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Annual Action Plan
2019
1
OMB Control No: 2506-0117 (exp. 06/30/2018)
Executive Summary
AP-05 Executive Summary - 91.200(c), 91.220(b)
1. Introduction
The Consolidated Plan for Housing and Community Development is a report which informs the
community, stakeholders and the Department of Housing and Urban Development (HUD) how the City
of Kent (hereinafter referred to as “the City”) will invest its Community Development Block Grant from
2015-2019. This report is for the fifth year of the CP (2019). The report also identifies the objectives and
strategies that will guide the City’s investment. Objectives and strategies are fueled by the City’s
overarching goal to build a healthy community.
2. Summarize the objectives and outcomes identified in the Plan
This could be a restatement of items or a table listed elsewhere in the plan or a reference to
another location. It may also contain any essential items from the housing and homeless needs
assessment, the housing market analysis or the strategic plan.
The broad national objectives are as follows:
Activities benefiting low/moderate-income persons
Activities which aid in preventing or eliminating slums or blight
Activities meeting community development needs that have a particular urgency because
existing conditions pose a serious and immediate threat to the health or welfare of the
community and other financial resources do not exist to meet such needs
The 2015-2019 Consolidated Plan directs funds predominately toward meeting the national objective of
benefitting low/moderate-income persons.
Outcomes are as follows:
Accessibility to a suitable living environment
Accessibility to decent and affordable housing
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3. Evaluation of past performance
This is an evaluation of past performance that helped lead the grantee to choose its goals or
projects.
During the past year, the City realized significant gains on its investments and improved the lives of
many Kent residents. Outcomes for 2018 were:
Accessibility to decent housing
115 households received home repair assistance
166 persons received transitional housing
7 individuals received shelter
182 housing stability grants were provided (these grants are largely unduplicated)
Accessibility to suitable living environment
69 youth with intellectual disabilities received case management services
45 persons received employment and training assistance
100 refugee students received educational support
4. Summary of Citizen Participation Process and consultation process
Summary from citizen participation section of plan.
The development of the Annual Action Plan included a citizen participation process involving public
notification of the availability of the plan draft and an opportunity for comments prior to finalizing the
Action Plan. Those notified included limited English speaking persons, racial and ethnic minorities, and
new Americans. Persons with disabilities were encouraged to participate, and the public notice included
a description of how accommodations are provided for people with disabilities.
5. Summary of public comments
This could be a brief narrative summary or reference an attached document from the Citizen
Participation section of the Con Plan.
The City hosted a meeting and public hearing prior to the release of its Annual Action Plan, and then
hosted a second public hearing after the draft was released. Comments from the meeting and public
hearings are listed below.
One individual commented that less funding should go to home repair and people that have
homes and can build equity. There are a lot of programs for homeowners.
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Address infrastructure for the homeless-there should be a permanent facility for programs.
The City needs to be more accountable on who makes decisions. Vendors or people that
possibly receive funding shouldn’t be on the group – commission – that makes the decisions.
Specific to homelessness – does the City capture data/funding – what are the costs for
homelessness? Is the City data driven in decision making? A reference was made to reports
about Hawaii and Utah – the states that are making progress on homelessness. The City of Kent
should put pressure on the State to analyze the numbers and ensure progress is being made to
address homelessness.
Foster care: youth exiting foster care – are there any programs or services? There is a big group
of those who are homeless or at-risk for homelessness. There is a program that shows that
providing access to a 2-year college degree for youth in foster care really helps with stability.
The commentator mentions a program in Seattle that provides college for all youth.
There should be more of a focus on men; we need 20 – 30 beds of enhanced shelter, there
should be services on site. During the severe weather shelter there was an opportunity to have
mental health services on-site, provided assistance with housing, and to provide information on
how to access services.
What are our peer cities doing with CDBG funding? Is there anything innovative or that we could
try that would allow the City to do things differently?
Concerns expressed about how animals are treated – people can’t take their pets into shelter,
so people don’t go to shelter; they are turned away.
Transparency is important – the city needs to be more transparent about its process to allocate
funds for projects.
Four seniors provided comments at the second public hearing thanking the City for providing
needed repairs to their houses through the Kent Home Repair Program. Without help from the
City, the seniors stated they don’t know how they would have been able to afford to make
repairs.
At the second public hearing, one individual from Auburn thanked the City for providing home
repair assistance to help her sister on needed work done to her Kent home.
One individual thanked City staff for its management of the CDBG program and appreciated the
difficulty in determining how to equitably allocate CDBG funds in the community.
6. Summary of comments or views not accepted and the reasons for not accepting them
N/A.
7. Summary
[To be added after the public comment period closes.]
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PR-05 Lead & Responsible Agencies - 91.200(b)
1. Agency/entity responsible for preparing/administering the Consolidated Plan
The following are the agencies/entities responsible for preparing the Consolidated Plan and those responsible for administra tion of
each grant program and funding source.
Agency Role Name Department/Agency
Lead Agency KENT
CDBG Administrator Merina Hanson & Dinah Wilson City of Kent, Housing & Human Services
HOPWA Administrator
HOME Administrator
HOPWA-C Administrator
Table 1 – Responsible Agencies
Narrative
Human Services Manager, Merina Hanson, administers the program; and Senior CDBG Coordinator, Dinah Wilson manages the program. Both
have over fifteen years of experience administering and managing housing and human services projects.
Consolidated Plan Public Contact Information
Merina Hanson, Housing & Human Services Manager, Program Administrator
City of Kent
220 4th Ave. S
Kent, WA 98032
(253) 856-5070/mhanson@kentwa.gov
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Dinah R. Wilson, Senior CDBG Coordinator, CDBG Program Manager
Same address & phone
drwilson@kentwa.gov
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OMB Control No: 2506-0117 (exp. 06/30/2018)
AP-10 Consultation - 91.100, 91.200(b), 91.215(l)
1. Introduction
The City of Kent consulted with multiple entities, including South King County cities (the cities of Auburn
and Federal Way are the two other entitlement cities in South County), the King County Housing
Authority, King County Department of Community and Human Services, nonprofit agencies delivering
services in Kent and the sub-region, Washington State Department of Social and Health Services, Public
Health-Seattle and King County, Kent Cultural Diversity Initiative Group, and United Way of King County.
The City of Kent carries out homeless planning and coordination as a regional issue. Kent works with All
Home, King County, cities, mainstream systems, Safe Harbors, housing funders, community agencies,
United Way, the private sector (including businesses), and those with current or prior lived experience
with homelessness.
Provide a concise summary of the jurisdiction’s activities to enhance coordination between
public and assisted housing providers and private and governmental health, mental health
and service agencies (91.215(l)).
Kent Housing and Human Services Division meets regularly with other King County jurisdictions, public
housing authorities and State Departments to develop strategies and implement plans to improve the
quality of service and access for low-income residents in the city and throughout the region.
Additionally, the City participates in quarterly meetings with King County staff, including Public
Health Seattle/King County, to review implementation and delivery of services funded through regional
efforts. The City will continue to participate in All Home strategic planning efforts, funding review panels
for Continuum of Care (CoC), Emergency Shelter Grant, McKinney funding, and other housing funding
application review teams. The City also participates in the Refugee Housing Task Force hosted by DSHS,
Office of Refugee and Immigrant Assistance.
Describe coordination with the Continuum of Care and efforts to address the needs of
homeless persons (particularly chronically homeless individuals and families, families with
children, veterans, and unaccompanied youth) and persons at risk of homelessness.
Staff worked extensively in 2018 to develop an Interlocal Agreement as the continuation and expansion
of three years of piloting formal collaboration on housing and homelessness issues between six cities in
South King County, including Kent. Kent has contributed funds to the South King Housing and
Homelessness Partnership since 2016; this partnership provided additional staff capacity for tracking,
developing, and implementing policies related to affordable housing and homelessness to the
participating cities. City staff and the Mayor attended collaborative meetings in 2018 to plan the future
of the South King Housing and Homelessness Partnership project. Meetings were held in March, June,
and October and solidified the intention of nine cities and King County to enter into an Interlocal
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OMB Control No: 2506-0117 (exp. 06/30/2018)
Agreement starting this year. Funding for the project will continue to be allocated from within Human
Services’ General Fund budget. Kent staff and other South King County stakeholders continue to meet to
deepen cross-jurisdictional coordination, create a common understanding for housing and homelessness
needs and strategies for South King County, and move forward strategies in the South King County
Response to Homelessness. Two separate groups currently meet – the South King County Homeless
Action Committee and the South King County Joint Planners.
Staff regularly participates in regional Continuum of Care (CoC) discussions. The City of Kent Human
Services Manager represented Kent and South King County on an intensive core workgroup examining
the current homelessness governance structure in Seattle/King County. King County Executive Dow
Constantine and Seattle Mayor Jenny Durkan ultimately advanced support for a new unified entity that
will set policy and fund solutions to make homelessness rare, brief, and one-time. Leaders hope that a
new independent entity will have the accountability and authority to strengthen coordination and
improve outcomes for people experiencing homelessness.
It is expected that the entity’s primary authority and purview will include:
Unifying prevention and emergency funding and services including shelter, outreach, and
diversion;
Coordinating permanent supportive housing, transitional housing, and rapid rehousing;
Overseeing policy, contract management, performance management, and technical assistance;
Continuum of Care funding and functions required by the U.S. Department of Housing and
Urban Development to receive federal funding; and
Clear metrics and milestones for measuring success and for accountability.
Describe consultation with the Continuum(s) of Care that serves the jurisdiction’s area in
determining how to allocate ESG funds, develop performance standards for and evaluate
outcomes of projects and activities assisted by ESG funds, and develop funding, policies and
procedures for the operation and administration of HMIS
The City consults with All Home, which in turn, consults with the State on behalf of the local jurisdiction.
Staff participates in the All Home Funder Alignment Committee and Joint Recommendations Committee,
which review recommendations for allocation of funds. Staff consults with King County on HUD HMIS
data standards and performance indicators to capture and evaluate the CoC’s performance regarding
the reduction of homelessness through investments in homeless housing and services, and rapid re-
housing.
2. Agencies, groups, organizations and others who participated in the process and
consultations
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OMB Control No: 2506-0117 (exp. 06/30/2018)
Table 2 – Agencies, groups, organizations who participated
1 Agency/Group/Organization CATHOLIC COMMUNITY SERVICES
Agency/Group/Organization Type Housing
Services - Housing
Services-homeless
Regional organization
What section of the Plan was addressed by Consultation? Housing Need Assessment
Homeless Needs - Chronically homeless
Homeless Needs - Families with children
Homelessness Needs - Veterans
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
2 Agency/Group/Organization Mother Africa
What section of the Plan was addressed by Consultation? Housing Need Assessment
Homeless Needs - Chronically homeless
Homeless Needs - Families with children
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
3 Agency/Group/Organization Multi-Service Center
Agency/Group/Organization Type Housing
Services - Housing
Services-homeless
Regional organization
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What section of the Plan was addressed by Consultation? Housing Need Assessment
Homeless Needs - Chronically homeless
Homeless Needs - Families with children
Homelessness Needs - Veterans
Homelessness Strategy
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
4 Agency/Group/Organization Partner in Employment
Agency/Group/Organization Type Services-Employment
Regional organization
Immigrants & Refugees
What section of the Plan was addressed by Consultation? Homeless Needs - Families with children
Non-Homeless Special Needs
Services for LEP individuals, immigrants & refugees
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
5 Agency/Group/Organization Open Doors for Multicultural Families
Agency/Group/Organization Type Services-Persons with Disabilities
What section of the Plan was addressed by Consultation? Homeless Needs - Families with children
Non-Homeless Special Needs
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment; executive director provided comments at Public Hearing.
Comments were considered before the City submitted a final plan to
HUD.
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6 Agency/Group/Organization St. Stephen Housing Association
Agency/Group/Organization Type Housing
Services - Housing
Services-homeless
What section of the Plan was addressed by Consultation? Housing Need Assessment
Homeless Needs - Chronically homeless
Homeless Needs - Families with children
Homelessness Needs - Veterans
Homelessness Strategy
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
7 Agency/Group/Organization Puget Sound Training Center
Agency/Group/Organization Type Regional organization
Employment
What section of the Plan was addressed by Consultation? Economic Development
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
8 Agency/Group/Organization West African Community Council
Agency/Group/Organization Type Regional organization
Legal Services
What section of the Plan was addressed by Consultation? Homeless Needs - Families with children
Non-Homeless Special Needs
Services for LEP individuals, immigrants & refugees
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Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
9 Agency/Group/Organization YWCA
Agency/Group/Organization Type Housing
Services-Children
Services-Victims of Domestic Violence
Services-homeless
What section of the Plan was addressed by Consultation? Homeless Needs - Families with children
Briefly describe how the Agency/Group/Organization was
consulted. What are the anticipated outcomes of the consultation
or areas for improved coordination?
Agency provided Annual Action Plan draft and given opportunity to
comment. Comments were considered before the City submitted a
final plan to HUD.
Identify any Agency Types not consulted and provide rationale for not consulting
All agency types were consulted either in person, via email, or the City provided a link to the AAP draft and provided information on how the
agency could comment. Most of the agencies listed-above were awarded CDBG or Parallel Application Human Services General Funds in
2018. A host of other agencies and entities were also consulted; e.g., King County Housing Authority, Mercy Housing NW, Kent Youth & Family
Services, Coalition for Refugees from Burma, Kent Black Action Commission, People of Color Against Aids Network (POCAAN), United Way of
King County, Kent Cultural Diversity Initiative Group, World Relief Seattle, Lutheran Counseling Services, Public Health - Seattle/King County,
Seattle Foundation, Kent School District, Heart of African Services, Mother Africa, Green River Community College, Valley Cities Counseling,
Puget Sound Education Service District, King County Sexual Assault Resource Center, Habitat for Humanity Seattle, Washington Rehabilitation
Council, King County Bar Association, Communities in Schools Kent, etc.
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Other local/regional/state/federal planning efforts considered when preparing the Plan
Name of Plan Lead Organization How do the goals of your Strategic Plan overlap with the goals of each plan?
Continuum of
Care King County
Overlaps with City's goal of accessibility to decent housing. McKinney Continuum of Care-Supportive
Housing Program: funds transitional housing and related supportive service for people moving from
homelessness to independent living, as well as permanent housing.
All Home King County
Overlaps with City's goal of accessibility to decent housing: Plan calls for prevention of homelessness
& creation of new permanent housing and supportive services for those who need them to maintain
housing
Move to Work
Annual Plan
King County
Housing Authority
Overlaps with City's goal of accessibility to decent housing: Plan calls for prevention of homelessness
& creation of new permanent housing and supportive services for those who need them to maintain
housing
Table 3 - Other local / regional / federal planning efforts
Narrative
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AP-12 Participation - 91.401, 91.105, 91.200(c)
1. Summary of citizen participation process/Efforts made to broaden citizen participation
Summarize citizen participation process and how it impacted goal-setting
The development of the Annual Action Plan included a citizen participation process involving public notification of the availability of the plan
draft and an opportunity for comments prior to finalizing the Action Plan. People with disabilities were encouraged to participate, and the
public notice included a description of how accommodations are provided for people with disabilities.
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14
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Citizen Participation Outreach (comments submitted after the City releases the AAP draft will be added after the comment period
closes)
Sort Order Mode of Outreach Target of Outreach Summary of
response/attendance
Summary of
comments received
Summary of comments
not accepted
and reasons
URL (If
applicable)
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15
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Sort Order Mode of Outreach Target of Outreach Summary of
response/attendance
Summary of
comments received
Summary of comments
not accepted
and reasons
URL (If
applicable)
1 Public Hearing
Minorities
Persons with
disabilities
Non-
targeted/broad
community
Residents of Public
and Assisted
Housing
Limited English
Speaking
Four Kent residents
attended the public
meeting/hearing held
prior to the release of
the Action plan.
Five individuals
attended the public
hearing
- One individual felt
less funding should
go to home repair
and people that have
homes and can build
equity. There are a
lot of programs for
homeowners
- Infrastructure for
the homeless needs
to be addressed,
including a
permanent facility for
programs
- The City needs to be
more accountable on
who makes decisions.
Vendors or people
that possibly receive
funding shouldn’t be
on the Human
Services Commission
-There should be
more of a focus on
men; we need 20 –
30 beds of enhanced
shelter, there should
be services on site.
N/A
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Sort Order Mode of Outreach Target of Outreach Summary of
response/attendance
Summary of
comments received
Summary of comments
not accepted
and reasons
URL (If
applicable)
2 Internet Outreach
Minorities
Persons with
disabilities
Non-
targeted/broad
community
Residents of Public
and Assisted
Housing
None None N/A
3 E-Mail
Minorities
Persons with
disabilities
Non-
targeted/broad
community
Residents of Public
and Assisted
Housing
Table 4 – Citizen Participation Outreach
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17
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Expected Resources
AP-15 Expected Resources - 91.420(b), 91.220(c)(1,2)
Introduction
The City of Kent anticipates having the following funding sources available over the next five years:
CDBG
City of Kent General Fund Allocation for Human Services
Anticipated Resources
Program Source
of Funds
Uses of Funds Expected Amount Available Year 1 Expected
Amount
Available
Remainder
of ConPlan
$
Narrative Description
Annual
Allocation:
$
Program
Income:
$
Prior Year
Resources:
$
Total:
$
CDBG public -
federal
Acquisition
Admin and
Planning
Economic
Development
Housing
Public
Improvements
Public Services 1,145,186 0 0 1,145,186 1,145,186
CDBG funds leverage additional federal
and state funds. Agencies are able to
combine funding sources in order to
provide a wider range of services to the
community.
General
Fund
public -
federal
Public Services
956,938 0 0 956,938 956,938
City of Kent General Funds dedicated by
ordinance for human services
Table 5 - Expected Resources – Priority Table
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Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how
matching requirements will be satisfied
CDBG funds do not require a match; however we are constantly looking for additional funds to supplement the CDBG Program.
If appropriate, describe publically owned land or property located within the jurisdiction that may be used to address the ne eds
identified in the plan
N/A
Discussion
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19
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Annual Goals and Objectives
AP-20 Annual Goals and Objectives - 91.420, 91.220(c)(3)&(e)
Goals Summary Information
Sort
Order
Goal Name Start
Year
End
Year
Category Geographic
Area
Needs Addressed Funding Goal Outcome Indicator
1 Affordable Housing to
homeless and those at
risk
2015 2019 Affordable Housing
Homeless
Affordable
Housing
CDBG:
$792,371
Public service activities for
Low/Moderate Income Housing
Benefit: 40 Households Assisted
Homeowner Housing
Rehabilitated: 80 Household
Housing Unit (more are served)
2 Basic Needs 2015 2019 Homeless
Non-Housing
Community
Development
Basic Needs
Services
CDBG:
$102,278
Public service activities other
than Low/Moderate Income
Housing Benefit: 142 Persons
Assisted
3 Planning and
Administration
2015 2019 Planning and
Administration
Planning and
Administration
CDBG:
$229,037
Other: 0 Other
4 Increase Self
Sufficiency
2015 2019 Non-Housing
Community
Development
Economic
Opportunities
CDBG:
$21,500
Other: 50 Other
Table 6 – Goals Summary
Goal Descriptions
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20
OMB Control No: 2506-0117 (exp. 06/30/2018)
1 Goal Name Affordable Housing to homeless and those at risk
Goal Description
2 Goal Name Basic Needs
Goal Description
3 Goal Name Planning and Administration
Goal Description
4 Goal Name Increase Self Sufficiency
Goal Description This goal will provide increase self-sufficiency by providing training and employment.
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AP-35 Projects - 91.420, 91.220(d)
Introduction
The projects funded by the City in 2019 address the priority needs of providing assistance to prevent and
respond to homelessness, maintain affordable housing, housing for the homeless, services for
individuals with intellectual disabilities, legal services for immigrants, and increasing economic
opportunities. Services include minor home repair, rent assistance to prevent eviction, case
management for youth with intellectual disabilities and their families, shelter and transitional housing,
legal services for immigrants, and an employment and training program for underserved residents.
# Project Name
1 Kent Home Repair Program-Minor Home Repair
2 Planning and Administration
3 Catholic Community Services-Katherine's House
4 Mother Africa-SAFARI
5 Multi-Service Center-Housing Stability
6 YWCA-Anita Vista Transitional Housing
7 Open Doors for Multicultural Families-Youth Case Management
8 St. Stephen Housing Association-Transitional Housing
9 Puget Sound Opportunities Industrialization Center (PSTC)- Employment & Training Services
10 Partner in Employment-Job Readiness and Training
11 West African Community Council-Immigration Legal Program
Table 7 – Project Information
Describe the reasons for allocation priorities and any obstacles to addressing underserved
needs
The City's distribution of funds aligns with the City's objectives of accessibility to decent housing, a
suitable living environment and economic opportunities.
CONTINGENCY PLANS
Public Services
In the event of a funding increase, the amount will be averaged among projects.
In the event of a funding decrease, the amount of the decrease will be averaged among projects as long
as the allocation does not dip below $10,000.
Capital
In the event of a funding increase, funds will be allocated to the City's Home Repair Program (HRP)
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and/or a community-identified capital project (HRP).
In the event of a funding decrease, the HRP will be reduced.
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2019
23
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AP-38 Project Summary
Project Summary Information
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24
OMB Control No: 2506-0117 (exp. 06/30/2018)
1 Project Name Kent Home Repair Program-Minor Home Repair
Target Area City of Kent
Goals Supported Affordable Housing to homeless and those at risk
Needs Addressed Affordable Housing
Funding CDBG: $744,371.
Description Capital: Low/moderate-income homeowners in Kent receive minor home repairs
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 80 households will benefit from this activity.
Location Description City of Kent
Planned Activities Minor home repairs
2 Project Name Planning and Administration
Target Area City of Kent
Goals Supported N/A
Needs Addressed Planning and Administration
Funding CDBG: $229,037
Description City uses funds to administer the CDBG project carried out by the City, to monitor sub-
recipients, and to deliver strategies outlined in the 2015-2019 Consolidated Plan.
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
N/A
Location Description City of Kent
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25
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Planned Activities Planning and administration activities to carry out the CDBG program.
3 Project Name Catholic Community Services-Katherine's House
Target Area City of Kent
Goals Supported Affordable Housing to homeless and those at risk
Needs Addressed Affordable Housing
Funding CDBG: $13,000
Description Public Service: Sub-recipient provides shelter and case management services to women
residing in transitional shelter
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 1 individual will benefit.
Location Description City of Kent
Planned Activities Shelter & case management
4 Project Name Mother Africa-SAFARI
Target Area City of Kent
Goals Supported Basic Needs
Needs Addressed Basic Needs Services
Funding CDBG: $15,000
Description Public Service: Sub-recipient provides case management and referral services to
connect residents, predominately of African & Middle Eastern descent, to
resources
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26
OMB Control No: 2506-0117 (exp. 06/30/2018)
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 42 individuals will benefit.
Location Description City of Kent
Planned Activities Case management referral
5 Estimate the number and type of families
that will benefit from the proposed activities
Multi-Service Center-Housing Stability
Location Description 12/31/2019
Planned Activities Basic Needs
Needs Addressed Basic Needs Services
Funding CDBG: $57,278
Description Public Service: Funding used for housing stability grants to low-income individuals
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 48 individuals will benefit.
Location Description City of Kent
Planned Activities Rental assistance grants provided to third parties on behalf of Kent residents.
6 Project Name YWCA-Anita Vista Transitional Housing
Target Area City of Kent
Goals Supported Affordable Housing to homeless and those at risk
Needs Addressed Affordable Housing
Funding CDBG: $20,000
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27
OMB Control No: 2506-0117 (exp. 06/30/2018)
Description Public Service: Project provides transitional housing to domestic violence survivors and
their children
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 14 individuals will benefit.
Location Description City of Kent
Planned Activities Transitional housing and case management
7 Project Name Open Doors for Multicultural Families-Youth Case Management
Target Area City of Kent
Goals Supported Basic Needs
Needs Addressed Basic Needs Services
Funding CDBG: $15,000
Description This project provides case management services to youth with intellectual disabilities and
their families.
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 22 individuals will benefit.
Location Description City of Kent
Planned Activities Case management services for special needs youth and their families
8 Project Name St. Stephen Housing Association
Target Area City of Kent
Goals Supported Affordable Housing to homeless and those at risk
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Needs Addressed Affordable Housing
Funding CDBG: $15,000
Description This project provides temporary housing to homeless families.
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 25 individuals will benefit.
Location Description City of Kent
Planned Activities Transitional housing
9 Project Name Puget Sound Opportunities Industrialization Center (PSTC)-Employment & Training
Services
Target Area City of Kent
Goals Supported Increase Self Sufficiency
Needs Addressed Economic Opportunities
Funding CDBG: $6,500
Description This project provides employment and training services to underserved individuals.
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 40 individuals will benefit.
Location Description City of Renton
Planned Activities Job training and employment
10 Project Name Partner in Employment
Target Area City of Kent
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Goals Supported Increase Self Sufficiency
Needs Addressed Economic Opportunities
Funding CDBG: $15,000
Description Funds used to provide culturally responsive case management & job readiness skills to
prepare Kent immigrants and refugees find employment.
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 10 individuals will benefit.
Location Description City of Kent
Planned Activities Case management & job readiness
11 Project Name West African Community Council
Target Area City of Kent
Goals Supported Basic Needs
Needs Addressed Basic Needs Services
Funding CDBG: $15,000
Description This project provides culturally responsive legal assistance to immigrants.
Target Date 12/31/2019
Estimate the number and type of families
that will benefit from the proposed activities
It is estimated that 30 individuals will benefit.
Location Description City of Kent
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Planned Activities Legal assistance for immigrants
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AP-50 Geographic Distribution - 91.420, 91.220(f)
Description of the geographic areas of the entitlement (including areas of low -income and minority concentration) where
assistance will be directed
CDBG funds are distributed throughout the city. Low/moderate-income households exist in all of the census tracts in the city. The heavier
concentrations can be found on both the East and West Hill of Kent.
Geographic Distribution
Target Area Percentage of Funds
Table 8 - Geographic Distribution
Rationale for the priorities for allocating investments geographically
The City is allocating investments throughout Kent because poverty is concentrated in multiple areas.
Discussion
Poverty is high in pockets throughout the City (over 20%), and just over half of the students in the Kent School District qualify for free and
reduced lunches. Unemployment and dependence on public assistance has forced many households to use public services for basic needs;
including food, utility assistance, rental assistance, medical services, etc. Housing costs continue to increase in Kent. According to the apartment
web service, Rent Café, the average cost for an apartment in Kent is $1,465 (average one-bedroom size), and this represents a 5% increase from
the average cost in 2018.The increased need and high number of service requests at local nonprofits support the urgency for the City’s
investments.
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Annual Action Plan
2019
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AP-75 Barriers to affordable housing -91.420, 91.220(j)
Introduction
A great deal of staff time is used to educate and familiarize the community and policymakers about the evolving definition of "affordable
housing". Although a large percentage of affordable housing located in the City is well-maintained, some of the stock is deteriorating and
contributes to the perception that affordable housing is an eyesore in the community. This is a barrier to adding additional stock, and a priority
is to upgrade stock when needed and encourage responsible ownership. To increase community awareness about the growing need for
affordable housing, staff will provide housing tours and information to policymakers and residents and about good affordable housing models.
In January 2017, the Kent City Council unanimously passed a Source of Income Discrimination Ordinance. This tenant protection ensures that
people already facing high barriers to housing are not discriminated against solely based on use of a Section 8 voucher or other form of public
assistance.
This can have a significant impact on communities like Kent whose low income residents disproportionately need to rely on housing subsidies t o
make ends meet, including households of color, seniors, veterans, people with disabilities, and single parent households with young children.
The City Council took great strides in 2016 by including funding in the 2017-2018 budget to enact a Proactive Rental Inspection program in the
City of Kent. This tool will both help protect tenants who fear speaking up about substandard housing conditions, and ensure that rental
properties are adequately maintained.
Actions it planned to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housi ng such
as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and
policies affecting the return on residential investment
The City works with the community and the Economic and Community Development Department on these issues as they arise and/or are
identified; however, no specific actions are planned for 2019. There will be increased attention in this area in 2019 as cities review the Regional
Affordable Housing Task Force’s Five Year Action Plan. The Action Plan includes strategies that cities can consider that would help ensure an
adequate housing supply countywide to meet the needs of low income individuals and families who are considered cost-burdened. Additionally
the City of Kent Staff worked extensively in 2018 to develop an Interlocal Agreement as the continuation and expansion of three years of piloting
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the City of Kent has contributed funds to the multi-jurisdiction supported South King Housing and Homelessness Partnership (SKHHP) project in
2019. The cities of Auburn, Burien, Covington, Des Moines, Federal Way, Kent, Normandy Park, Renton, Tukwila, and King County have entered
into an Interlocal Agreement around the common goal of ensuring the availability of housing that meets the needs of all income levels in South
King County. The goal is to act cooperatively to formulate affordable housing policies and strategies that address housing stability, to foster
efforts to preserve and provide affordable housing by combining public funding with private-sector resources, to support implementation of the
goals of the Washington State (the “State”) Growth Management Act, related countywide planning policies, and other local policies and
programs relating to affordable housing.
Discussion
No additional discussion.
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Annual Action Plan
2019
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AP-85 Other Actions - 91.420, 91.220(k)
Introduction
The City of Kent will enhance coordination by continuing to work with racial and ethnic minority
providers to develop strategies that increase collaboration and leveraging of resources.
The City of Kent will continue work to reduce the number of families in poverty by maintaining
relationships with local training schools, encouraging business to hire low-income residents,
encouraging and supporting collaboration between employment specialists, and outreach to increase
opportunities for low-income residents to obtain livable wage jobs.
The Kent Community Development Collaborative (KCDC), an equitable community development alliance,
was created to improve community outcomes focused on housing, health and economic security.
Community engagement and leadership development are overarching priorities in KCDC’s work. KCDC is
led by the Community Network Council and includes the following organizations: Coalition for Refugees
from Burma, Centro Rendu, Somali Youth and Family Club, Mother Africa, BEST, Iraqi Community Center
and Communities in Schools-Kent. The City of Kent’s role is to offer support, help leverage addition
resources, assist with data gathering, and to participate in workgroups. KCDC received a two-year grant
of $500,000 from Communities of Opportunity.
The City will continue to help build alliances among stakeholders, nonprofits, Ethnic Community-Based
Organizations (ECBOs), businesses, and community residents to advance common interests.
Actions planned to address obstacles to meeting underserved needs
The City is actively engaged with refugee and immigrant communities through Kent Cultural Diversity
Initiative Group (KC-DIG). The City will continue to partner with regional funders like The Seattle
Foundation, King County, and United Way of King County to increase resources and funding to meet the
needs of under-served populations. City staff will continue to work with The Seattle Foundation and
King County on the Communities of Opportunity Grant which provides funds to organizations whose
activities reduce inequities in the areas of health, housing and economic opportunities.
In 2016, the City appointed a Cultural Communities Advisory Board to the Mayor and City Counsel. The
CDBG Program will collaborate with the CCB to identify strategies to decrease homelessness in our
immigrant/refugee populations, increase accessibility and civic engagement, and to increase
culturally/linguistically-responsive services.
Staff will continue to participate on the King County Refugee Housing Task Force, which is
led by DSHS, Office of Immigrant and Refugee Assistance. This stakeholders’ group works collaboratively
to influence policies, resources, and the public’s interest to increase affordable housing for refugees.
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The CDBG Coordinator attended Racial Equity in Education gatherings in 2018 to support the Kent
School District in its efforts to improve education opportunities and academic performance for
immigrant and refugee students and students of color. Additional educational support will be provided
to the Kent School District in 2019 to improve outcomes for students.
Kent’s Human Services Manager has been actively involved in regional discussions about governance in
the Seattle/King County homelessness system. In August of 2018 the City of Seattle and King County
partnered with Future Laboratories to launch a community-driven process of listening, and ultimately,
designing a stronger regional response. A key part of the process going forward will be to design with
equity in mind, building a system that is responsive to the needs of those who are at the highest risk for
prolonged or multiple episodes of homelessness. While service systems are traditionally built with the
input of “experts” as the guiding voices, delivering services that are effective means the input of people
utilizing those services must be understood as the primary data source.
Actions planned to foster and maintain affordable housing
The City will continue its long-term collaboration and participation on Boards, committees, funding
review teams; etc., to foster and maintain affordable housing for the South County Region. Through sub-
regional efforts, City staff and stakeholders will engage in discussions with elected officials and Land Use
and Planning Board members about the impact that affordable housing has on the long term viability of
the community. As part of the South King Housing and Homelessness Partnership project, staff will
review opportunities to implement strategies recommended by the Regional Affordable Housing Task
Force.
Actions planned to reduce lead-based paint hazards
No actions are planned.
Actions planned to reduce the number of poverty-level families
Actions to reduce the number of poverty level families includes working with regional and local partners
to identify a culturally responsive strategy to increase employment opportunities for refugees and
immigrants in manufacturing businesses, maintaining relationships with local training schools,
encouraging business to hire low-income residents and outreach to increase opportunities for low-
income residents to obtain livable wage jobs. The City also collaborates with the Financial
Empowerment Network. Throughout the research staff participated in regarding homelessness it is clear
that we must prioritize economic stability to reduce inflow into homelessness. That research will be
included in planning process in 2019.
Actions planned to develop institutional structure
In 2018, the City hired a consultant to evaluate its Parallel Human Services Application process (PAP).
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PAP was piloted in 2017-2018 and extended to 2019-2020. The purpose is to use a streamlined
application process to increase funds to under-served and under-resourced organizations that receive a
disproportional percentage of human services funds but provide a great deal of service to Kent
residents. We will use lessons learned from the Parallel Application pilot to simplify the human services
application process and increase access to our smaller and Ethnic Community-Based Organizations.
Actions planned to enhance coordination between public and private housing and social
service agencies
The City has been instrumental in developing relationships between these entities and will continue to
foster and participate in these collaborations, including the Homeless Forum (a monthly meeting of
housing and support service providers), South King Council of Human Services, South King County
Housing Development Group, and the King County Housing Development Consortium. The South King
County Housing and Homelessness Partnership will be a key driver of enhancing coordination in this
area in 2019 and 2020 as well.
Discussion
No additional discussion.
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Program Specific Requirements
AP-90 Program Specific Requirements - 91.420, 91.220(l)(1,2,4)
Introduction
The City of Kent will use CDBG funds to benefit low/moderate-income residents. The full amount
allowable by regulation will be used for Public Services and Planning and Administration. The balance of
funds will be used for housing rehabilitation services and economic development. The City will not
receive program income from prior years.
Community Development Block Grant Program (CDBG)
Reference 24 CFR 91.220(l)(1)
Projects planned with all CDBG funds expected to be available during the year are identified in the
Projects Table. The following identifies program income that is available for use that is included in
projects to be carried out.
1. The total amount of program income that will have been received before the start of the next
program year and that has not yet been reprogrammed 0
2. The amount of proceeds from section 108 loan guarantees that will be used during the year to
address the priority needs and specific objectives identified in the grantee's strategic plan. 0
3. The amount of surplus funds from urban renewal settlements 0
4. The amount of any grant funds returned to the line of credit for which the planned use has not
been included in a prior statement or plan 0
5. The amount of income from float-funded activities 0
Total Program Income: 0
Other CDBG Requirements
1. The amount of urgent need activities 0
2. The estimated percentage of CDBG funds that will be used for activities that benefit
persons of low and moderate income. Overall Benefit - A consecutive period of one,
two or three years may be used to determine that a minimum overall benefit of 70%
of CDBG funds is used to benefit persons of low and moderate income. Specify the
years covered that include this Annual Action Plan. 100.00%
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Discussion
The City will use all of its funds to benefit low/moderate-income individuals and households.
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: April 2, 2019
TO: Operations Committee
SUBJECT: Approval of CSDC Inc./Amanda Contract
MOTION:
Authorize the Mayor to sign all necessary documents to enter into agreements with
CSDC Inc., to replace the existing Kiva system with Amanda, subject to final terms
and conditions acceptable to the Information Technology Director and the City
Attorney, for a total amount not to exceed $1,679,120.00.
SUMMARY:
The City’s Information Technology Department is assisting the Economic and
Community Development Department in its replacement of the end-of-life Kiva
system. This replacement is currently expected to cost no more than
$1,679,120.00.
CSDC’s Amanda solution for permitting and land management has been identified
through discovery and analysis to be the solution that meets the City’s business
and technical requirements.
SUPPORTS STRATEGIC PLAN GOAL:
Evolving Infrastructure, Sustainable Services
ATTACHMENTS:
1. Exhibit A-CSDC Master License and Services Agreement (PDF)
2. Exhibit B-CSDC Amanda SOW 0 (PDF)
3. Exhibit C-CSDC Amanda SOW 1 (PDF)
4. Exhibit D-CSDC Amanda SOW 2 (PDF)
5. Exhibit E-Permit and Land Management System Replacement Position Paper
(PDF)
6. Exhibit F-Critical Path Diagram-Business Systems (PDF)
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1
CSDC MASTER LICENSE AND SERVICES AGREEMENT
This CSDC Master License and Services Agreement (“MLSA”) is effective as of _______________________
(“Effective Date”) and is between the CSDC entity defined in Section 2 of the General Terms below (“CSDC”) and
the government office or agency (the “Purchaser”) identified in an Order, as the term Order is defined below.
This MLSA consists of the general terms stated in the main body of the agreement that are applicable to all of
CSDC’s products and services (“General Terms”) and Exhibits stating terms applicable to specific products or
services (“Product Specific Terms”), as follows:
Exhibit A: On Premises Software License
Exhibit B: Hosted Software Services
Exhibit C: Support Terms
Exhibit D: Professional Services
GENERAL TERMS
1. AGREEMENT
Purchaser and CSDC expect to enter into one or more orders, statements of work, service orders, or other
transaction documents (and “Order”) under which Purchaser will purchase CSDC software licenses and related
services, subject to the terms and conditions of this MLSA. Upon mutual acceptance and execution, an Order shall
become a part of the MLSA and incorporated herein.. CSDC may accept an order document by counter-signing
and returning it or by delivering the licenses or beginning the service, as applicable, as further described in the
applicable Product Specific Terms.
Nothing in this MLSA obligates the Purchaser to purchase, or CSDC to provide, any licenses or services. Each Order
that is entered into is a binding commitment for the purchase and sale of the licenses and services described in
the Order, subject to the terms, conditions, and restrictions stated in this MLSA.
2. DEFINED TERMS
The following words, when capitalized, have the meaning stated:
Agreement means, collectively, this MLSA, the Order(s), and any addenda, appendix, or exhibit attached to any
of them, as any of them may be amended pursuant to Section 25.4 (Amendments).
Business Day means Monday through Friday 9:00 a.m. – 5:00 p.m. United States Central Time, excluding public
holidays in the country whose laws govern the Agreement.
CSDC means the CSDC Affiliate identified in the Order, or if none is identified, CSDC Inc., a Delaware corporation.
CSDC Configuration Requirements means the CSDC specifications stated in an Order or in the applicable
Documentation for the use of the Software.
Confidential Information means all information disclosed by one party to the other party, on any media, whether
before or after the effective date of the Agreement that the law recognizes as confidential and exempt from state
9.a
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public disclosure laws: (i) the recipient should reasonably understand to be confidential, such as (A) for Purchaser,
all Purchaser Information, and (B) for CSDC, unpublished prices and other terms of service, audit and security
reports, product development plans, network configuration, vendors and other proprietary information or
technology; or (ii) is marked or otherwise conspicuously designated as confidential. Information that is
independently developed by a party without reference to the other's Confidential Information, or that becomes
available to a party, other than through violation of this Agreement or applicable law, is not "Confidential
Information" of the other party. Confidential Information includes information disclosed by making tangible
objects or premises available for inspection.
Documentation means the general release version of the user and administrator materials and information
describing the general release Software and Services. The term “Documentation” does not include any FAQ,
Whitepapers, or marketing materials.
Enhancement means general release functional enhancements to the Software that CSDC includes as part of its
standard Software license offering without additional charge.
Hosted Software Services means CSDC’s provision of remote access via the Internet to a dedicated instance of
the Software, and Support for that dedicated instance.
Maintenance means Updates and Enhancements to the Software provided to Purchaser as part of a subscription
for Hosted Services or as part of a Support Plan.
Malware means viruses, spyware, adware, or other unauthorized code or information that is designed to interrupt
the normal use of the Software or the systems on which any part of the Software is installed, destroy or corrupt
any data, or covertly transmit information regarding Purchaser or the Users to a third-party.
Open Source Software License means a software license that requires the licensee to make software available in
source code form or license the software on a royalty free basis.
Personal Data means any information about an identified or identifiable natural person that is transmitted to,
stored, or otherwise processed by CSDC to provide Services.
Product means, collectively, the licenses, Support Plans, and Hosted Software Services offered by CSDC on a
general release basis, and purchased by Purchaser under an Order.
Purchaser Information means all data or information that is processed by Purchaser using the Software or that is
processed by CSDC as part of providing Software Services, including Personal Data.
Public Users means the members of the public with whom Purchaser is authorized to interact under applicable
statutes, regulations, or other government authorization, such as individuals or businesses seeking permits or
licenses.
Purchaser Users means Purchaser’s personnel authorized by Purchaser to use the Software or the administrative
features of the Services.
Service or Services means, collectively, Support, Hosted Software Services, Professional Services, and any other
services provided by CSDC to Purchaser related to the subject matter of the Agreement.
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Software means the CSDC software described in an Order or made available for Purchaser’s or Public Users’ use
in connection with the subject matter of an Order, and related Documentation, but excluding any Third-Party
Technology as defined below. For clarity, the term “Software” includes all of the following made available to
Purchaser or Public Users by CSDC as part of a Support Plan, or otherwise: (i) Updates, Enhancements, and other
modifications; (ii) any application programming interface (“API”) or other control plane, dashboard, or other
interface; (iii) any online portal for the management of Purchaser’s account; and (iv) any analytics or other tools
provided by CSDC for use with the Software or Services.
Support means technical assistance and Maintenance provided pursuant to Exhibit C, Support Terms.
Third-Party Technology means software or other technology that Purchaser licenses directly from the third-party
licensor for use with the Software or Services provided by CSDC. Third-Party Technology includes technology that
CSDC offers as a license reseller for the third party but that is covered by a separate end user license agreement
between the licensor and Purchaser.
Unsupported has the meaning given in Section 8 (Unsupported Software and Services).
Update means bug fixes, error corrections, and minor changes to the Software.
3. SOFTWARE LICENSE
3.1 General License Terms. The executable version of the Software is licensed to Purchaser on a non-exclusive
basis solely for use in connection with the licensing, permitting, regulatory compliance, docket management,
information requests, or other government activities that Purchaser is authorized by law to provide. The Software
is licensed for a limited term unless the applicable Order expressly states that the license is “perpetual.” The term
of each license is stated in the Order or, if no term is stated, is one year. The license may not be assigned except
as part of an assignment of the Agreement that is permitted by Section 22 (Assignment). Purchaser may permit
the use of the Software only by Purchaser Users and Public Users and may not otherwise sublicense or permit the
use of the Software by any other person. Unless stated in the Product Specific Terms or the Order, the license is
worldwide, subject to applicable export law. The license is subject to the following conditions and restrictions:
(i) Fee Metric. Purchaser may not permit the use of the Software in excess of the applicable licensing
metric, such as user “seats”;
(ii) High Risk Use. Purchaser may not use the Software in any situation where failure or fault of the
Software could lead to death or serious bodily injury of any person or damage to tangible property
or environmental damage;
(iii) Reverse Engineering. Purchaser may not reverse engineer, disassemble, or decompile the
Software or attempt to discover any underlying algorithm or method embodied by the Software
except to the extent applicable law permits such activity notwithstanding this limitation, and then
only on advance written notice to CSDC of at least thirty (30) days;
(iv) Modifications. Except as expressly authorized under a separate written agreement, Purchaser
may not modify the Software, combine the Software with other software, or create any derivative
works of the Software;
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(v) Competing Services. Purchaser may not use, and may not permit any person to use, the Software
for the purpose of developing a competing software program or service; and
(vi) Performance Analysis. Purchaser may not publish any benchmarking results or other
performance analysis.
3.2 Product Specific License Terms. The license is subject to additional conditions and restrictions stated in
Exhibit A (On Premises Software License) or Exhibit B (Hosted Software Services), as applicable.
3.3 Evaluation, Proof of Concept. If CSDC authorizes Purchaser to use the Software on an evaluation, “proof of
concept,” or similar basis (with or without charge) (an “Evaluation License”), the following additional terms,
conditions and restrictions apply unless otherwise expressly agreed in writing: (i) the license term is ninety (90)
days and may be terminated by CSDC prior to expiration at any time on written notice, with or without cause;
(ii) the Software may not be used to process or store production data or Personal Data; (iii) the Software is
“Unsupported” during the term of the Evaluation License; and (iv) Purchaser’s continued use of the Software
beyond the ninety (90) day shall constitute a purchase of a license for the Software, and CSDC will invoice
Purchaser for the Software at its current list price.
4. SOFTWARE WARRANTY
4.1 Product Warranty and Remedies. For the applicable warranty period, subject to the conditions and exclusions
described below in this Section 4, CSDC warrants that: (i) the general release version of Software will substantially
conform to the applicable Documentation; and (ii) the media on which the Software is provided will be free from
material defects. The applicable warranty period is stated on the Product Specific Exhibit. As Purchaser’s sole
and exclusive remedies, and CSDC’s sole and exclusive obligations, for a breach of the warranty stated in this
Section 4.1, CSDC will repair or replace the non-conforming element of the Software or re-deliver the Software on
non-defective media, as applicable, provided that if repair or replacement is not commercially feasible then CSDC
may terminate the applicable Order and related licenses and refund any license fees paid by Purchaser.
4.2 Conditions and Exclusions. As a condition to the warranty remedy under Section 4.1, Purchaser must give
notice of the warranty breach during the warranty period or within thirty (30) days after the end of the warranty
period and must cooperate with CSDC’s reasonable requests for information and assistance, including information
necessary to reproduce the defect. The warranty does not apply to the extent a failure is due to: (i) Purchaser’s
failure to comply with the installation, operation, environmental, and other requirements or specifications stated
in the Order or the Documentation; (ii) fire, flood, or other casualty; (iii) any non-standard configuration or
implementation of the Software implemented by Purchaser or implemented by CSDC at Purchaser’s request; or
(iv) the interoperation between the general release version of the Software and any custom modules, non-
standard extensions, or Unsupported technology element. In addition, the warranty does not apply if the failure
is due to the interoperation between the Software and any Third-Party Technology unless otherwise expressly
agreed in the Order.
5. SUPPORT, SUPPORT WARRANTY
5.1 Software Support. CSDC will provide Support for On Premises Software License Products described on
Exhibit A and for the Software elements of the Hosted Software Service described on Exhibit B in accordance with
the terms stated in Exhibit C, Support Terms.
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5.2 Software Support Warranty. CSDC warrants that it will provide Support in a professional manner using
personnel who have appropriate education, experience, and skill. Purchaser’s exclusive remedy for CSDC’s failure
to meet its Support warranty stated in this Section 5.2 is to require CSDC to correct or re-perform the deficient
Support, or, if CSDC fails to correct or re-perform the deficient Support, to terminate the applicable Support Plan
effective as of the next annual anniversary of the Support term, and receive a refund of any applicable prepaid
Support fees attributable to the period after the effective date of such termination. In addition, if CSDC’s failure
to meet the Support warranty materially impairs the use of the Software or results in a material security
vulnerability, Purchaser may terminate the Software license covered by such Support Plan effective as of the next
annual anniversary of the Support term, and receive a refund of: (i) any applicable prepaid Software license fees
attributable to the period after the effective date of such termination (which for a perpetual license shall be based
on an assumed five (5) year license life); and (ii) any applicable prepaid fees for related hosting services
attributable to the period after the effective date of such termination if the Software Product is a Hosted Software
Service. To be eligible for a refund of fees described in this Section 5.2 Purchaser must: (i) give CSDC reasonably
prompt notice describing the warranty breach in reasonable detail; (ii) cooperate with any requests for
information and cooperation by CSDC to diagnose the issue, including any effort to reproduce a Software failure;
and (iii) give CSDC a reasonable period of at least thirty (30) days to correct or re-perform the deficient Support.
5.3 Infrastructure Elements of Hosted Software Service. If CSDC provides Hosted Software Services, then in
addition to the Software Support described above, CSDC will provide technical assistance for the infrastructure
services element of the Product as described in Exhibit B (Hosted Software Services). CSDC does not provide any
warranty or service level commitment in connection with the infrastructure elements of the Hosted Software
Services but will make reasonable efforts to pass through any warranty or service level commitments made by the
infrastructure services provider as further described on Exhibit B.
5.4 Other Services. Unless otherwise expressly stated in the applicable Order, CSDC is not obligated to provide
any technical assistance, maintenance, or other services for software delivered pursuant to an Order for
Professional Services. If CSDC provides any services it is not required to provide, the services are provided AS IS
and AS AVAILABLE, with no representation or warranty whatsoever.
5.5. Other Warranties. CSDC makes the following additional warranties:
5.5.1 Malware. The Software will not include any Malware on delivery, and CSDC shall use reasonable commercial
efforts to avoid introducing Malware to the Software or the systems on which the Software is installed. CSDC’s
specific safeguards regarding Malware are described in its Security Materials to be provided to Purchaser on
request as provided in Section 10 (Security).
5.5.2 Infringement. Purchaser’s use of the Software as permitted by the Agreement will not infringe on any third-
party patents, copyrights, trademark, trade secrets or other intellectual property right of a third person, provided
that Purchaser’s sole and exclusive remedy for a breach of this warranty is indemnification as provided in
Section 18 (Indemnification) below.
5.5.3 Open Source Software. Purchaser’s use of the Software as permitted by the Agreement will not result in
the licensing of any Purchaser software under an Open Source Software License unless otherwise expressly and
conspicuously agreed in an Order for Professional Services.
6. RESERVED.
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7. FEES
7.1 Fees. Fees are stated in the applicable Order. Unless otherwise stated in the Order, CSDC may invoice its fees
at the following times: (i) Order effective date for implementation Services and set up fees; (ii) annually in advance
for monthly recurring fees; (iii) at the completion of the Services for any other Professional Services, or completion
of Service milestones if Service milestones are defined in the Order. Unless otherwise agreed in an Order, CSDC
may not increase its fees except as follows: (i) as of the effective date of the Order renewal term, provided CSDC
has given at least ninety (90) days advance written notice of the fee increase; (ii) if Purchaser has purchased Third-
Party Technology software through CSDC and the third-party licensor increases its fee to Purchaser, provided that
CSDC has given at least thirty (30) days written notice of the increase; and (iii) for Hosted Software Services if the
third-party infrastructure services provider has increased its fees. Fees are non-refundable except as expressly
stated otherwise in this MLSA or the Order.
7.2 Expenses. Purchaser is not required to pay any CSDC expenses unless expressly required by an Order or other
written agreement. If the Order includes Purchaser-paid travel expenses, CSDC may invoice its reasonable air and
ground transportation, lodging, meals, and reasonable incidentals (such as fees for wifi connections). CSDC will
provide receipts or other reasonably, customary evidence to support its expense invoices. CSDC may, at its option,
invoice authorized travel expenses in advance of the travel, provided that CSDC must refund any collected
amounts, less any non-refundable expenses already incurred, if Purchaser cancels the travel.
7.3 Taxes. Fees are stated exclusive of any sales, value added, use, excise, goods and services, import/export
duties and levies, and like transactions taxes (“Sales Tax”). Purchaser must pay CSDC Sales Tax that CSDC is
required to collect and remit unless Purchaser has provided reasonably satisfactory evidence of a tax exemption
in advance of invoicing. Purchaser may not withhold any taxes from fee payments, except for withholding (or
similar) taxes that Purchaser is legally required to withhold under laws applicable to Purchaser. If Purchaser
withholds any taxes, it shall promptly provide documentation of the withholding as reasonably requested by CSDC,
including documentation necessary to support CSDC’s claim for any foreign tax withholding credit.
7.4 Payments. Fees are due thirty (30) days from invoice date. Fees must be paid in U.S. Dollars unless another
currency is stated in the Order. Unless otherwise agreed,. Subject to Section 7.5 (Fee Disputes), CSDC may charge
interest on overdue amounts at 1.5% per month. Subject to Section 7.5 (Fee Disputes), if any payment is more
than fifteen (15) days past due and has not been cured within fifteen (15) days of CSDC’s notice of the overdue
payment, CSDC may suspend all or any part of Purchaser’s Services or begin legal collection efforts, or both. CSDC
may charge Purchaser a reasonable fee to reinstate its Services after a suspension and may recover from Purchaser
its reasonable expense of collection, including court costs and attorney fees.
7.5 Fee Disputes. CSDC may not charge late interest, suspend services, or pursue other collection activity for a
period of thirty (30) days from the invoice due date with respect to any invoiced amount that Purchaser disputes
in good faith, provided that: (i) Purchaser has given notice of the dispute prior to the invoice due date,
(ii) Purchaser’s notice describes the grounds for the dispute in reasonable detail; (iii) Purchaser has timely paid
undisputed amounts; and (iv) Purchaser cooperates with CSDC’s requests for information in connection with the
dispute. Purchaser and CSDC must negotiate in good faith to resolve the dispute during the thirty (30) day period.
If the dispute is not resolved by the end of the thirty (30) day period, then each party is free to pursue resolution
of the dispute using all legally available means.
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8. UNSUPPORTED SOFTWARE AND SERVICES
If Purchaser asks CSDC to provide a non-standard configuration or implementation of Software or Services, CSDC
may refuse, or may designate the non-standard Software or Services as “non-standard”, “reasonable endeavors,”
“unsupported,” “best efforts,” or with like designation in the Order, support ticket or other agreement or
correspondence (collectively “Unsupported” Software or Services). Unsupported Software and Services are not
covered by warranties, service level agreements, security commitments, maintenance or support commitments,
or indemnities, and may not be used to process or store Personal Data. If Purchaser requests assistance with
Unsupported Software or Services, CSDC will provide good faith technical assistance using its available personnel
who have generalized skill and training in information technology systems. Otherwise Unsupported Software or
Services are provided AS IS and AS AVAILABLE with no representation or warranty whatsoever. CSDC is not
responsible to Purchaser for any loss or damage arising from the provision of Unsupported Software or Services.
9. THIRD PARTY TECHNOLOGY
9.1 Disclaimers. Third-Party Technology is not “Software” or “Services” under the terms of this Agreement and
is Unsupported as provided in Section 8 (Unsupported Software and Services), even if CSDC purchases a license or
subscription for Third-Party Technology on your behalf. CSDC may provide limited technical assistance in
connection with the interoperation of Third-Party Technology with its Software and Services, but the assistance is
provided AS IS and AS AVAILABLE, and CSDC makes no commitment whatsoever with respect to the Third-Party
Technology.
9.2 Purchaser Provided Licenses. If Purchaser provides any Third-Party Technology to CSDC for use in connection
with the Software or Services, Purchaser represents and warrants to CSDC that it has the licenses and other
authorizations from the third party that are necessary for the use contemplated by the Agreement. On CSDC’s
request, Purchaser will provide reasonable evidence of its compliance with this Section 9.2. Purchaser authorizes
CSDC to cooperate with any reasonable request from the third party for information regarding Purchaser’s
compliance with the third party’s license or other terms and conditions covering Third-Party Technology.
9.3 Referrals to Third-Party Service Providers. As a convenience to Purchaser, CSDC may identify unaffiliated
third parties who perform technology management, migration, or other services useful to Purchaser. CSDC does
not endorse any third party, and makes no representation or warranty whatsoever regarding third parties it
identifies for Purchaser’s consideration. Purchaser are responsible for investigating the third party’s
qualifications and skills.
10. SECURITY
On request, CSDC will make available to Purchaser its materials documenting CSDC’s security safeguards (the
“Security Materials”). Purchaser acknowledges that the Security Materials are sensitive Confidential Information
of CSDC and may be viewed and distributed only within Purchaser’s organization on a need-to-know basis, unless
disclosure to others is otherwise required by law, court order, or subpoena. Purchaser acknowledges that CSDC
is not responsible for any loss or harm suffered by Purchaser or a User resulting from a security incident except to
the extent the security incident results from CSDC’s failure to comply with the safeguards described in the Security
Materials. Purchaser is responsible for determining if CSDC’s safeguards meet applicable regulatory standards
and otherwise comply with Purchaser’s security requirements.
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11. PRIVACY
Personal Data is Purchaser “Confidential Information” covered by the CSDC commitments stated in Section 15
(Confidential Information). CSDC makes the following additional commitments regarding Personal Data: (i) CSDC
will provide Purchaser with access to the Personal Data as necessary for Purchaser to comply with applicable legal
requirements for access, destruction, or modification of the Personal Data at the request of a data subject; and
(ii) CSDC will notify Purchaser in writing without undue delay if it discovers that any Personal Data has been
accessed, used, disclosed, destroyed, or corrupted other than as permitted by this Agreement, will provide all
information reasonably available to it regarding the reported event, and will cooperate with Purchaser’s
reasonable requests to mitigate and remediate the event.
12. PURCHASER OBLIGATIONS
12.1 Security. Purchaser must use reasonable security in connection with its use of the Software and Services,
such as requiring users to establish reasonably complex passwords, and using commercially available Malware
scanning on its own systems. The Software is designed to be configurable to Purchaser’s specifications. Purchaser
is responsible for determining if the Software configuration chosen by Purchaser meets its security requirements.
12.2 Account Contacts and Access Control Lists. Purchaser shall update its account contacts and access control
lists so that they remain accurate at all times. Purchaser acknowledges that CSDC may act on the instructions of
an individual who is designated by Purchaser as having the authority to give the instruction in the Purchaser
Support Portal until Purchaser has removed the individual from that role using the means provided via the Support
Portal.
12.3 Compliance with Law. Purchaser must use all CSDC software, services, technology or materials, including
the Software and the Services (the “CSDC Technology”) in compliance with applicable law, including the laws
described in Sections 12.3.1 and 12.3.2 below.
12.3.1 Privacy Laws. Purchaser represents and warrants that its use and disclosure of the Purchaser
Information to CSDC and CSDC’s authorized use and disclosure of the Purchaser Information as necessary
to provide the Products, does not infringe or violate the intellectual property rights or other legal rights
of any third party, such as rights of publicity or the privacy of data subjects under applicable data
protection laws. Specifically, but without limitation, Purchaser represents and warrants that it, where
required by applicable law, has obtained consent from the data subjects for CSDC’s use and disclosure of
Purchaser’s Personal Data as required or permitted by this Agreement.
12.3.2 Export Laws. Purchaser may not permit any person to access or use the CSDC Technology in a
U.S.-embargoed country or in violation of any U.S. export law or regulation, or in a manner that causes
CSDC to be in violation of U.S. export laws, even if the use is permitted by the laws applicable to Purchaser
or Users. For example: (i) Purchaser may not authorize any person to use or access the CSDC Technology
if that person is on the list of Specially Designated Nationals and Blocked Persons issued by the U.S.
Treasury Department’s Office of Foreign Asset Control (OFAC), or is located in or is a national of any
country that is embargoed under United States export laws; (ii) Purchaser may not use or permit the use
of any CSDC Technology to process or store any data that is subject to the International Traffic in Arms
Regulations maintained by the U.S. Department of State; and (iii) Purchaser may not permit the use of the
CSDC Technology by any person who Purchaser knows or has reason to know will utilize them in the
design, development or production of nuclear, chemical or biological weapons, or rocket systems, space
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launch vehicles, or sounding rockets, or unmanned air vehicle systems. Each party represents that it is
not on any restricted persons list maintained by the U.S., Canada, or any member of the European Union.
12.4 Specially Regulated Data. Unless expressly permitted by the terms of the Order, Purchaser may not use the
Software or Services to process any protected personal health information subject to U.S. “HIPAA” or “PIPEDA”
regulations, any payment card data, or any other data subject to a special regulatory or industry security
requirement or specification.
13. INTELLECTUAL PROPERTY
13.1 Purchaser IP. Purchaser retains all right, title, and interest in and to the Purchaser Information and all related
intellectual property rights, including the content of reports and other output generated by Purchaser by using
the Software or the Services, and any modifications to the Purchaser Information that result from the use of the
Software or Services. CSDC may use Purchaser Information solely for the purpose of providing Services in
accordance with the Agreement.
13.2 CSDC IP. Except for any deliverables expressly identified in an Order for Professional Services as “Purchaser-
Owned Deliverables,” CSDC retains all right, title, and interest in and to its Software and Services technology, and
any and all information and processes used to deliver or provide the Software or the Services, whether existing
prior to the date of the Agreement, or conceived, discovered, developed, authored, reduced to practice, or
otherwise created as part of providing the Software or Services.
13.3 Feedback. Purchaser hereby licenses to CSDC any feedback or suggestions that it provides regarding the
Software, Services or CSDC’s other existing or proposed products or services on a perpetual, irrevocable, royalty
free, worldwide, unconditional, fully sublicensable and transferable basis, including the right to make, have made,
use, sell, offer to sell, import, copy, display, perform, modify, distribute in modified or unmodified form, and
commercialize any intellectual property, without accounting to Purchaser. Purchaser agrees that it will not assert,
or authorize, assist, or encourage any third party to assert, against Purchaser or any of its affiliates, vendors,
business partners, or licensors, any patent infringement or other intellectual property infringement claim
regarding the Software, Services, or any other products or services that Purchaser uses.
13.4 General Reservation of Rights. Except for the rights and licenses expressly granted in the Agreement, each
party retains all right, title, and interest in and to its information and technology and all related intellectual
property rights. The parties agree that no license may arise by estoppel or course of conduct.
13.5 Restricted Rights Notices. If the Purchaser is an agency or office of the U.S. Government, the Software,
Services, and other materials or technology provided pursuant to the Agreement are “commercial computer
software,” “commercial computer software documentation,” and “technical data,” as applicable, as defined in the
Federal Acquisition Regulation and the Defense Federal Acquisition Regulation. All software and services were
developed at private expenses and are provided with RESTRICTED RIGHTS.
14. TERM AND TERMINATION
14.1 Term of MLSA. The initial term of this MLSA begins on the Effective Date stated above and continues for
one year. On expiration of the initial term, the MLSA renews for consecutive renewal terms of one (1) year each
unless either party gives a notice of non-renewal at least thirty (30) days prior to the expiration of the initial term
or then-current renewal term, as applicable. Either party may terminate this MLSA, or any or all of its Orders, for
convenience at any time without liability to either party by giving thirty (30) days advance written notice.
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14.5 Obligations on Expiration, Termination. On expiration or earlier termination of an Order, the licenses and
Services covered by the Order terminate, except that perpetual licenses survive termination or expiration unless
the Order was terminated by CSDC for Purchaser’s breach of the perpetual license. Within seven (7) days of
expiration or termination of an Order Purchaser must uninstall and destroy all software and related materials and
information, except for Software covered by a surviving perpetual license and archival copies of software or other
materials that Purchaser is permitted to retain under Section 15 (Confidential Information). Unless otherwise
agreed in the applicable Order, the unpaid part of any subscription license, support plan, or other services fees
for the remaining term of the Order are due and payable on the effective date of expiration or termination.
14.6 Survival. The following provisions survive expiration or termination of this Agreement: Section 2 (Defined
Terms), as to any defined terms used in other surviving sections, Section 7 (Fees) as to any fees remaining unpaid
at the time of expiration or termination, Section 11 (Privacy), Section 13 (Intellectual Property), Section 14.5
(Obligations on Expiration, Termination), Section 14.6 (Survival), Section 15 (Confidential Information), Section 17
(Limitations on Damages), Section 18 (Indemnification), Section 20 (Notices), Section 22 (Assignment,
Subcontractors), Section 23 (Force Majeure), Section 24 (Governing Law, Disputes), and Section 25
(Miscellaneous), and any other provisions that by their nature are intended to survive expiration or termination
of the Agreement.
15. CONFIDENTIAL INFORMATION
Neither party may use the other party's Confidential Information except in connection with the performance or
use of the Software or Services, as applicable, the exercise of the party’s legal rights under this Agreement, or as
may be otherwise permitted under this Agreement or required by law. Each party agrees not to disclose the other
party’s Confidential Information to any third person except as follows: (i) to the party’s respective service
providers, agents and representatives, provided that such service providers, agents or representatives are bound
by written confidentiality measures that are at least as stringent as these terms; (ii) in response to a subpoena or
other compulsory legal process, provided that each party agrees to give the other advance written notice of at
least seven days prior to disclosing the other party’s Confidential Information under this subparagraph (or prompt
notice in advance of disclosure, if seven days advance notice is not reasonably feasible), unless the law or a
reasonable interpretation of it, forbids such notice; or (iii) as required by law, such as a requirement under a data
privacy regulation that a notice of data breach be given to a supervisory authority or regulatory agency . On
expiration or earlier termination of the Agreement, each party will return or destroy the other party’s Confidential
Information, except that Purchaser may retain archival copies of CSDC software consistent with reasonable and
customary record keeping practices, or as necessary to comply with any laws or regulations applicable to
Purchaser. If a party believes it is not feasible to completely destroy the other party’s Confidential Information as
required by this Section 15, it will give the other party written notice describing the Confidential Information and
the circumstances that make destruction infeasible. All Confidential Information retained by party following
termination of the Agreement remains subject to the requirements of this Section 15. Purchaser will use
commercially reasonable care to safeguard CSDC’s Confidential Information. CSDC’s obligations to safeguard
Purchaser Information are stated in Section 10 (Security). For Purchaser’s Confidential Information other than
Purchaser Information, CSDC will use commercially reasonable care to safeguard the Confidential Information.
Each of Purchaser and CSDC is responsible for a breach of this Section 15 by its service providers, agents and
representatives to whom it has disclosed the other party’s Confidential Information.
16. DISCLAIMERS
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16.1 No Other Services. CSDC has no obligation to provide software or services to you other than the Software
and Services described in an Order. Any software or services provided by CSDC to Purchaser other than the
Software and Services described on an Order are provided AS IS and AS AVAILABLE with no representation or
warranty whatsoever.
16.2 No Other Warranties. Except for the warranties expressly stated in the Agreement, CSDC makes no
representations or warranties whatsoever, and disclaims any implied warranties such as any warranty of
merchantability, suitability for a particular purpose, or any warranty that may arise through a course of dealing.
Specifically, but without limitation, CSDC does not warrant or represent that the Software or any Services will be
error free, uninterrupted, or completely secure. If applicable law requires a warranty notwithstanding this
disclaimer, then that warranty is made for thirty (30) days from delivery of the Software or Services.
17. LIMITATIONS ON DAMAGES
17.1 SLA Credits. If any part of the Services is covered by a service level agreement that includes a credit remedy,
the credit remedy is the sole and exclusive remedy for failure to meet the service level commitment.
17.2 Excluded Damages. Neither party nor its owners, personnel, affiliates, licensors, suppliers, or
subcontractors is liable to the other party for any indirect, special, incidental, or consequential loss or damage
of any kind, or for any lost profits, revenue, business opportunities, use of data, customers, contracts, goodwill
or reputation, or for any punitive or exemplary damages. Neither party is liable for any loss that could have
been avoided by the damaged party’s reasonable efforts to mitigate the damages, even if the party has been
advised or should be aware of the damages.
17.3 Maximum Liability. Notwithstanding anything in the Agreement to the contrary, except for liability arising
from: (i) death or personal injury caused by negligence, (ii) reckless or willful misconduct,
(iii) misrepresentation, (iv) indemnified claims, or (v) fees due for Services provided, the maximum aggregate
liability of CSDC and its owners, personnel, affiliates, licensors, suppliers and subcontractors in connection with
the subject matter of the Agreement or any Order shall not in the aggregate exceed $1 million for the Services
from which the claim arose for the twelve months immediately preceding the event(s) that gave rise to the
claim.
17.4 Other. The parties acknowledge that CSDC has set its prices and entered into the Agreement in reliance on
the limitations of remedies and liability stated in the Agreement and that these clauses reflect an agreed allocation
of risk between the parties. The limitations stated in this Section 17 apply to any liability arising from any cause
of action, including tort, commercial code, strict liability, or otherwise, excluding indemnified claims. For clarity,
the limitation stated in the Section 17.3 is an aggregate limitation and is not “per incident.” Nothing in this
Section 17.4 precludes a party from seeking specific enforcement, injunctive relief, or other non-monetary
equitable remedy that is available by law. If these limitations as written are not permitted by applicable law, they
shall apply to the extent permitted by applicable law.
18. INDEMNIFICATION
18.1 By CSDC. CSDC will defend, at its expense, any claim against Purchaser or its owners, personnel, agents, or
representatives (the “Purchaser Indemnitees”) by an unaffiliated third party that: (i) asserts that Purchaser’s or
its Public Users’ use of the Software or Services as permitted by the Agreement infringes on the third party’s
intellectual property right (an “IP Claim”); or (ii) arises from CSDC’s willful or reckless misconduct or
misrepresentation; and CSDC shall hold the Purchaser harmless and pay any resulting judgment that is finally
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awarded to the third party by a court or other tribunal of competent jurisdiction, including any award of attorney
fees and court costs. Notwithstanding the foregoing, CSDC has no obligation with respect to an IP Claim that is
based on Purchaser’s combination of the Software or Services with Third-Party Technology or its own technology,
Purchasers unauthorized change to the Software or Services, CSDC’s compliance with Purchaser’s specific
directives that are not standard for Purchaser, or Purchaser’s use of the Software or Services more than a
reasonable period of time after CSDC has provided an updated version that is functionally equivalent but free
from the IP Claim (the “Exclusions”).
18.3 Procedure. The indemnified party must give notice of the indemnified claim to the indemnifying party within
a reasonable time after the claim is made, provided that failure to give notice does not relieve the indemnifying
party of its obligations under this Section 18 except to the extent the delay prejudices the defense of the matter.
The indemnifying party shall select counsel to defend any indemnified claim under this Section 18 and shall control
the defense of the claim, except that the indemnified party may participate in the defense of the claim at its option
and expense, with counsel of its choice. The indemnified party must comply with any indemnifying party request
for information or cooperation in connection with the defense of the claim. The indemnifying party may settle
any indemnified claim, in its discretion, provided that the settlement fully resolves the indemnified party’s liability
and does not require the indemnitees to make an admission of culpability.
18.4 IP Claims. If an IP Claim is asserted, or if CSDC reasonably believes that an IP Claim is likely to be asserted,
then CSDC may do either of the following at its expense: (i) obtain the right to use the Software or Services free
from the claimed infringement; or (ii) modify the Software or Service so that they are no longer subject to the
claimed infringement. If CSDC is not able to do either on commercially reasonable terms, then CSDC may
terminate the license for the Software or the Order for the Services, as applicable, that is the subject of the IP
Claim on ninety (90) days advance written notice.
19. PRE-RELEASE TECHNOLOGY. CSDC may invite Purchaser to use test, beta, pilot, limited release, developer
preview, non-production, evaluation, or other pre-release software or services (“Pre-Release Technology”). Pre-
Release Technology is provided AS IS and AS AVAILABLE without any representation or warranty whatsoever.
CSDC is not required to provide support for Pre-Release Technology. Purchaser may not use Pre-Release
Technology for production purposes unless it has written permission from CSDC. CSDC may discontinue Pre -
Release Technology at any time in its sole discretion and delete all Purchaser Information associated with the Pre-
Release Technology. CSDC may never offer a general release version of the Pre-Release Technology, or if it does,
there may not be an automatic update path from the Pre-Release version to the general release version. CSDC
has no liability for any harm or damage arising from Purchaser’s use of a Pre-Release Service.
20. NOTICES
Purchaser’s routine communications to CSDC regarding the Software or Services should be sent to Purchaser’s
account team using the customer support portal. To give a notice regarding termination of the Agreement for
breach, indemnification, or other legal matter, you must send it by first-class post to: legal@csdcsystems.com and
copied to CSDC Inc., 804 Las Cimas Parkway, Suite 100, Austin, TX 78746, ATTN: Legal Department. CSDC’s routine
and legal notices will be posted on the customer portal or sent by email or post to the individual(s) designated as
Purchaser’s contact(s) on Purchaser’s account. Notices are deemed received as of the time posted or delivered,
or if that time does not fall within a Business Day, as of the beginning of the first Business Day following the time
posted or delivered. For purposes of counting days for notice periods, the Business Day on which the notice is
deemed received counts as the first day. Notices must be given in the English language.
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21. PUBLICITY, USE OF MARKS
Unless otherwise agreed in the Order, Purchaser agrees that CSDC may publicly disclose that it is providing
Services to Purchaser and may use Purchaser’s name and logo to identify Purchaser in promotional materials,
including press releases, provided that CSDC does not state or imply that Purchaser endorses CSDC’s products or
services.
22. ASSIGNMENT, SUBCONTRACTORS
Neither party may assign the Agreement or any Order without the prior written consent of the other party except
to an affiliate or its successor as part of a corporate reorganization or a sale of some or all of its business. Each
party must give the other party at least 30 days advance written notice of an assignment or a change in control of
the party. CSDC may use its Affiliates or subcontractors to perform all or any part of the Services, but CSDC
remains responsible under the Agreement for work performed by its Affiliates and subcontractors to the same
extent as if CSDC performed the Services itself.
23. FORCE MAJEURE
Neither party will be in violation of the Agreement if the failure to perform the obligation is due to a n event
beyond its control, such as significant failure of a part of the power grid, failure of the Internet, natural disaster or
weather event, war, riot, insurrection, epidemic, strikes or labor action, terrorism, or other events beyond such
party’s reasonable control.
24. GOVERNING LAW, DISPUTES
24.1 Governing Law. If the CSDC party to an Order is CSDC Inc., then the Agreement is governed by the laws of
the State of Texas, exclusive of any choice of law principle that would require the application of the law of a
different jurisdiction and each party expressly and unconditionally submits to the exclusive jurisdiction of the
courts of Travis County, Texas. If the CSDC party to an Order is CSDC Systems Inc., then the Agreement is governed
by the laws of the Province of Ontario, and each party expressly and unconditionally submits to the exclusive
jurisdiction of the courts of Mississauga, Ontario.
24.2 Mediation. The parties may agree to attempt to resolve any dispute in connection with the subject matter
of this Agreement through good faith negotiation. At the request of either party, the dispute will be submitted
for non-binding mediation conducted by a mutually acceptable mediator to be held in King County, Washington.
The mediator will be chosen by mutual agreement of the parties within twenty-one (21) days after written notice
by either party demanding mediation. Neither party shall unreasonably withhold or delay consent to the selection
of a mediator. The parties will share equally the costs of the mediation, exclusive of any fees paid by a party to its
internal or external legal advisors, accountants and experts in connection with the dispute. The use of any
mediation procedures will not be construed under the doctrines of laches, waiver or estoppel to affect adversely
the rights of either party. If the dispute is not resolved through negotiation or mediation, the parties are free to
file a lawsuit or other action.
24.3 Venue. If the CSDC part to the Order is CSDC Inc., each party agrees that it shall bring any lawsuit or other
legal action related to the subject matter of this Agreement in a court sitting in King County, Washington. Neither
party shall dispute the personal jurisdiction of such courts, and each party waives any objection it may have as to
the venue of such court.
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24.4 Waiver of Jury Trial. To the extent permitted by applicable law, each party waives the right to a trial by
jury in respect of any litigation arising out of this Agreement and the parties’ activit ies regarding this
Agreement.
25. MISCELLANEOUS
25.1 Foreign Corrupt Practices Act. Each party hereto represents, warrants and covenants that: (a) in connection
with this Agreement, it has not and will not make any payments or gifts or any offers or promises of payments or
gifts of any kind, directly or indirectly, to any official of any foreign government or any agency or instrumentality
thereof; and (b) it shall comply in all material respects with the US Foreign Corrupt Practices Act and the Canadian
Corruption of Foreign Public Officials Act.
25.2 Order of Precedence. If there is a conflict between the terms of the Agreement, the documents will govern
in the following order: the Order as to any matter that the General Terms or Product Specific Terms expressly
permits to be controlled by a term of the Order, the applicable Product Specific Exhibit, any other exhibit to this
MLSA, and the General Terms.
25.3 Interpretations. The term “person” refers to any legal person and may mean a natural person (individual),
a legally created person (such as an entity, trustee, or executor), or an entity (such as a corporation, partnership,
or limited liability company). The word “process” means to record, store, organize, structure, analyze, query,
modify, combine, encrypt, display, disclose, transmit, receive, render unusable, or destroy, by automated means
or otherwise. The word “including” means “including, without limitation.” The words “will” and “shall” are words
of obligation, not expressions of intent or expectation. All references to monetary amounts mean United States
Dollars unless otherwise indicated. The term “parties,” either in lower- or upper-case form, refers to the
signatories to this Agreement. Unless otherwise defined, the words “business day,” “business hours,” or the like
mean Monday – Friday, 9:00 a.m. – 5:00 p.m., United States Central Time, excluding federal public holidays in the
United States. A reference to “day” means a calendar day, unless expressly designated as a “business” day. The
term “personnel” refers to employees of the person referred to and individual contractors of the person referred
to if the individuals are under the direct supervision of the person referred to. The word “affiliate” refers to an
individual or entity that controls, is controlled by, or is under common control with the person referred to, where
control means ownership of the majority of voting interests of an entity or the right to control the policies of the
entity by means of a controlling number of seats on the entity’s governing body. All technology provided under
this Agreement is licensed and not sold; any use of the term “sale” or like word means a sale of a license. Any
requirement in this Agreement that a statement be written, in writing, or a like requirement is satisfied by an
email or other digital form of writing unless expressly stated otherwise. Nouns stated in the singular may imply
the plural as indicated by the context, and pronouns that are gender specific should be read to refer to either
gender. The Section captions in this Agreement are for convenience only; they are not part of this Agreement and
may not be used to interpret the terms of this Agreement. References to sections in any of the documents that
comprise the Agreement are references to the sections of the document in which the references appear unless
otherwise indicated.
25.4 Amendments. Unless otherwise expressly permitted in the Agreement, the terms of an Order or this MLSA
may be varied only by a written agreement signed by both parties that expressly refers to the Agreement. The
pre-printed terms of Purchaser’s purchase order or other business form are void and of no effect whatsoever.
25.5 Severability, Waiver. If any part of the Agreement is found unenforceable, the rest of the Agreement will
continue in effect, and the unenforceable part shall be reformed to the extent possible to make it enforceable
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and give business efficacy to the Agreement. Each party may enforce its respective rights under the Agreement
even if it has waived the right or failed to enforce the same or other rights in the past.
25.6 Relationship Between the Parties. The relationship between the parties is that of independent contractors
and not business partners. Neither party is the agent for the other and neither party has the right to bind the
other on any agreement with a third party. The use of the words “partner” or “partnership” in this Agreement or
otherwise refers only to a business relationship, and does not create or reflect any legal partnership, joint venture,
or other fiduciary or other special relationship between the persons described as partners. Nothing in this
Agreement creates an obligation of exclusivity or non-competition. Each party is free to purchase and sell services
of the type described in the Agreement to any person, including competitors of the other party.
25.7 No Third-Party Beneficiaries. Except as expressly stated otherwise, there are no third-party beneficiaries to
the Agreement.
25.8 Open Source. The Software may include software that is licensed under an open source license. CSDC will
provide you with notice of any open source software and related license, attribution, and source code information
in the Documentation provided with the Software. If there is a conflict between the license terms stated in the
Agreement and the license terms applicable to any open source software, the open source software license terms
will control as to the conflict.
25.9 Counterparts, Signatures. This Agreement may be signed in multiple counterparts, which taken together
shall be read as one Agreement. A signed agreement transmitted by facsimile, email attachment, or other
electronic means shall be considered an original. The parties agree that electronic or digital signatures shall be
given the same effect as a manual signature.
Signatures appear on following page
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This MLSA is the complete and exclusive agreement between the parties regarding its subject matter and
supersedes and replaces any prior or contemporaneous representation, agreement, or understanding, written
or oral.
[CSDC Inc.] [CSDC Systems, Inc.] [insert full name of Purchaser]
Name: Name:
Title: Title:
Date Signed: Date Signed:
Exhibit A On Premises Software License
Exhibit B Hosted Software Service
Exhibit C Support Terms
Exhibit D Professional Services
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Exhibit A
On Premises Software License
1. Licensed Software. The licensed software is the CSDC software product identified in the Order and other
software and information related to the software product that is defined as “Software” in Section 2 (Defined
Terms) of the body of the MLSA.
2. License Metric.
2.1 Per User. If the Software is licensed on a per user basis, then Purchaser must pay a license fee for each
individual who has access to the administrative features of the Software (each a “seat”). A seat may not be
used by more than one individual. A seat may be transferred from one individual user to another provided
that the transfer is intended to be a permanent transfer and not a means of sharing a single seat. Purchaser
must require each individual to establish a unique log in name and password. If user seats are licensed on a
subscription basis for annual periods and Purchaser wishes to add seats during an annual period, Purchaser
may purchase additional user seats for a pro-rated annual fee based on the number of partial or full months
remaining in the then-current annual period, provided that Purchaser commits to purchasing a full annual
subscription for the additional seats on the renewal of the annual period.
3. Warranty Period. The warranty period for the Software for purposes of Section 4 (Software Warranty) of the
body of the MLSA is ninety (90) days beginning on the delivery date as defined below in this Exhibit A.
4. Territory. Unless otherwise stated in the Order, the Software may be installed only on computers located at
the Purchaser’s address stated in the Order. Purchaser may authorize as Public Users only persons resident
in Purchaser’s jurisdiction. Purchaser may permit Purchaser Users to use the Software from Purchaser’s
offices in Purchaser’s jurisdiction, or remotely from the Purchaser User’s home or other location, subject to
applicable export laws.
5. Copies. Purchaser may copy the Software as reasonably necessary for its licensed use and may make one
backup copy for use in the event the production version of the Software becomes unavailable.
6. Delivery. Unless otherwise expressly stated in the Order, CSDC shall deliver the Software electronically by
making the Software and enabling information available on CSDC’s Internet accessible download site. Delivery
is deemed complete as of the second (2nd) business day that CSDC has made the Software and enabling
information available to Purchaser.
7. Implementation, Configuration, Training. CSDC will provide implementation, configuration, and training
services as described in the Order for the fees described in the Order. Implementation, configuration and
training services must be used within the time period specified in the Order, or if no time period is stated,
within 90 days from the delivery of the Software.
8. Records and Audit. Purchaser must keep complete and accurate records showing the location where each
copy of the Software has been installed or stored, and the relevant information necessary to verify its
compliance with the license metric (such as users, transactions, number of servers, CPUs, etc.) and with any
Support Plan requirements. CSDC may audit Purchaser’s records and facilities provided that: (i) it gives
reasonable advance notice of the audit and conducts the audit without undue interference in Purchaser’s
operations; (ii) it conducts an audit no more than once per 12 months unless it discovers non-compliance, in
which case it may conduct an audit as often as once per 3 months until there have been no findings of non-
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compliance for a period of 12 months. In the alternative, CSDC may require Purchaser to conduct a self-audit
on reasonable terms and provide an attestation of Purchaser’s officer or like official reporting the results. If
CSDC requests a self-audit, Purchaser shall complete the audit and return the results and attestation within
30 days of CSDC’s request. If an audit reveals unlicensed use, Purchaser must pay license fees and any related
support fees due in respect of the use under the terms of any Support Plan within ten (10) days of the date of
the audit report. If the unlicensed use exceeds 5% of the authorized use, Purchaser shall pay also pay interest
at the overdue rate provided in the Agreement from the time that the fees would first have been due under
the terms of the Agreement. If the audit or certification reveals unlicensed use or more than 10% Purchaser
shall also bear the reasonable cost of the audit. If the audit or certification does not demo nstrate the date
that the unlicensed use first began with clear and convincing evidence, the license period will be presumed to
begin as of the effective date of the original Order for licenses purchased under this Exhibit. CSDC
acknowledges that information learned as part of an audit that is Confidential Information of Purchaser may
not be used for any purpose unrelated to the audit.
9. Compliance Features. The Software may include features that permit CSDC to monitor compliance with the
license terms or disable the Software in the event of non-compliance. Purchaser consents to the use of
compliance tools and agrees that CSDC is not responsible for any harm or damages resulting from CSDC’s
disablement of the Software in the event of a license breach by Purchaser.
End of Exhibit A
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Exhibit C
Support Plans
Support. CSDC will provide the Software maintenance and technical assistance in accordance with this the
Support Policies described below.
1. Software Maintenance. CSDC will provide Purchaser with those Software Updates created by CSDC for
general release, to include extensions, modifications, drivers, service packs, service releases, application
program plug-ins, applets and adaptors.
2. Technical Assistance. CSDC will respond to requests for assistance and software corrections in accordance
with its Support Policies described below.
3. All Licenses Must Be Supported. If Purchaser purchases Support in connection with any Software license it
must purchase Support for all licenses. If Purchaser add licenses during an annual Support period, Purchaser
must purchase additional Support entitlements to cover the additional licenses. If Purchaser wishes to
purchase Support after a lapse, it must purchase Support covering the lapsed period as well as the new term.
4. Term, Renewals. The initial Support term is stated in the Order, or if no term is stated is one (1) year beginning
on the delivery date of the Software license. On expiration of the initial term, Support will renew for
consecutive renewal terms of one (1) year each unless Purchaser or CSDC has given a notice of non-renewal
at least thirty (30) days prior to expiration of the initial term or then-current renewal term.
5. Fees. Support fees are non-refundable except as expressly provided in the Agreement. CSDC may increase
the annual fee for Support renewal by giving notice of the increase at least sixty (60) days prior to the first day
of the renewal term, not to exceed 3% of the previous year’s annual subscription fee in total.
6. Support Tools. Purchaser is not required to permit CSDC to use any remote access Support tools, but
acknowledges that a refusal will delay or impair the effectiveness of the Support.
7. Support Exclusions. CSDC has no obligation to provide Support for custom software or configurations unless
otherwise agreed in an Order for Professional Services. CSDC is not obligated to provide Support where the
request is the result of any of the following (the “Support Exclusions”), but may do so, at its option: (i) failure
to implement all maintenance releases provided by CSDC; (ii) failure to use the Software in accordance with
the applicable terms of the Agreement, the Documentation or reasonable instructions provided by CSDC; or
(iii) alterations of the Software or Hosted Software Services environment by anyone other than CSDC. Any
CSDC Support provided in connection with a Support Exclusion is provided AS IS. In addition to its other
remedies stated in the body of the MLSA or Order, CSDC may suspend Support during any period that the fees
for Support are overdue.
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CSDC Support Policies
Support Portal
http://www.csdcsystems.com/support/htm. If the Support Portal is unavailable for any reason, you may submit
you requests via e-mail here: support@csdcsystems.com.
Phone Support
1-888-661-1933 Ext. 2
Support Hours
Monday to Friday (excluding Canadian Holidays) between 8:00 a.m. to 5:00 p.m. Eastern Time. If you are located
in other time zones, support personnel will be available on call or by appointment from 8:00 a.m. to 5:00 p.m.
local time. Support personnel will also be available on call or by appointment on days when CSDC offices are closed
for holidays. you may submit support issues 24/7 via online support software and email.
Severity Levels. CSDC will provide problem diagnosis for the Software and, where possible, will supply corrections
for problems that CSDC diagnoses as defects in the Software. CSDC will perform these services consistent with
the urgency of the situation. Incidents that can be characterized as defects are classified according to the following
service level agreement.
Service Level Agreement
Incident Level Description Resolution Time
Critical This incident level is attained when the following
conditions are met:
- Complete inability to use the Platform; or
- A recurring temporary inability to use the Platform
- Data corruption or unavailability of City data that
has been put into Platform
Within the two hours
High This incident level is attained when the following
conditions are met:
- A significant degradation of the significant features
or functions available or the Platform
- Recent modifications to the Platform cause some
significant features or functions to operate
inconsistently
Within 24 hours
Low This incident level is attained when the following
conditions are met:
- A minor degradation of some significant features or
functions; or
- A degradation of some secondary features or
function occurs
These issues will be reviewed
and prioritized according to
the severity of the issue. An
accurate estimate will be
provided to the City within a
week after the incident is
reported
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You must include in each request for support a reasonably detailed description of the issue, any Support
entitlement code, and a severity designation. You must provide de additional information reasonably requested
by CSDC, including information necessary to re-produce any error or other issue.
Historic Version Support
CSDC will provide support for each major version for at least thirty-six (36) months from the date of its general
release, and shall notify you of the end of support date at least twelve (12) months in advance. Minor releases
within each major version are supported for the life of the major version.
Technical Contacts
You may name up to two (2) technical contacts in the support portal. You may change your technical contacts on
5 days prior written notice to CSDC. CSDC may respond to support requests from individuals other than your
named technical contacts, but is not required to. If more than one Technical Contact calls with the same issue,
CSDC will respond to the first contact only.
End of Exhibit C
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Exhibit D
Professional Services
1. Statements of Work
CSDC and Purchaser may enter into Orders for Professional Services as described in Section 1 (Agreement) of the
MLSA, which upon mutual acceptance and execution shall become a part of the MLSA. Each Order for Professional
Services is referred to in this Exhibit D as a “Statement of Work” or “SOW.” The term “Services” as used in this
Exhibit D refers only to those Professional Services identified in a SOW.
Each SOW will include, at a minimum, the following:
• the name and contact information for CSDC’s designated Project Manager;
• the name and contact information for Purchaser’s designated Project Manager;
• a description of the services to be performed by CSDC (the “Professional Services”);
• each item to be delivered to Purchaser (each, a “Deliverable”);
• the fixed-price or time and material fees for the Services (the “Fees”);
• the start date, expected delivery dates for Deliverables, dates for any other milestones and the anticipated
end date for the Services (“Schedule”);
• Purchaser’s obligations and other requirements necessary for completion of the Services
(“Dependencies”);
• acceptance criteria and testing plans (if applicable) for Deliverables relating to fixed-price Services
(“Acceptance Criteria”); and
• any other special terms that apply to the Statement of Work (“Special Terms”).
In the event CSDC performs any Services prior to (or in absence of) the execution of an applicable SOW, all such
Services will be deemed performed on a time and materials basis in accordance with CSDC’s then-current rates
and will be governed in all respects by the terms and conditions of this Agreement . CSDC may perform Services
remotely from its offices unless the applicable SOW expressly states that the Services are to be performed onsite
at a different location (“Onsite”). Unless specifically stated otherwise in the applicable SOW, CSDC has no
obligation to perform background checks or drug screening of its personnel assigned to perform Onsite Services.
CSDC has no obligation to perform Services outside of its normal business hours unless expressly agreed in writing.
CSDC may charge a higher rate for hourly services performed outside of regular business hours.
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2. Change Orders. Purchaser may request changes to any SOW by providing a written request (which may be in
the form of an email) to CSDC. CSDC is not required to begin work on any requested Services until the parties
have agreed to a written document describing the change and the related fees and timelines (a “Change Order”).
For significant change requests, CSDC may require Purchaser to pay CSDC’s hourly time and materials rate for time
spent to evaluate the request and create a scope of work; provided that Purchaser must agree in writing to any
CSDC fees for evaluation and scoping services.
3. Project Managers. Each parties’ Project Manager must have an in-depth knowledge of the requirements for
the applicable project and authority to provide approvals as needed in the course of the performance of the
Services. Each party’s Project Manager must be reasonably available during business hours, and must respond to
requests for information in a reasonably prompt manner. The Project Managers will meet at least once per week
unless otherwise agreed.
4. Purchaser Obligations
4.1 General. Purchaser will provide all of the resources and perform all of the tasks assigned to it as further
described in any SOW, including where applicable the provision of clear design requirements and other relevant
user information. Purchaser acknowledges that its failure to meet its obligations under an SOW, or to otherwise
provide all reasonable cooperation in connection with CSDC’s performance of the Services, may result in delays in
the performance of the Services, a reduction in the functionality of the Deliverables and/or increases in the Fees.
Purchaser further acknowledges that its failure to provide required technical resources and equipment (e.g.
application servers) for operation of the Deliverables may result in the failure of a Deliverable to meet the
Acceptance Criteria. Purchaser acknowledges that it will be solely responsible for the impact of any failure
described in this Section 4. CSDC will provide written notice to Purchaser of any failure described in this Section 4
(which notice may be included in CSDC’s standard status report or delivered in email). Thereafter, Purchaser and
CSDC will work together to devise a resolution to the situation and document the impact of the failure and planned
resolution on the Schedule, Deliverables and Fees, as applicable.
4.2 Reviews. CSDC will deliver each Deliverable to Purchaser for its review and approval in accordance with the
terms and conditions of the applicable SOW. Purchaser acknowledges that the development of the Deliverables
is an iterative process and will require Purchaser’s review and input on a regular basis. Purchaser will provide
such review and input on a timely basis as further described in this Section 4. When asked to review and accept
specific Deliverables, Purchaser will not unreasonably withhold or delay such acceptance.
4.3 Systems Backup and Other Prerequisites. Purchaser must backup all Software configurations and data that
CSDC personnel will access as part of the Services before CSDC begins the Services and store the backup on a
separate environment.
4.4 Onsite Services. If CSDC provides Onsite Services, Purchaser must provide a safe and suitable facility for the
performance of the Services, including compliance with applicable laws and industry standards for health, safety,
and security. Purchaser must have at least one representative physically present at the applicable location during
the entire time that the CSDC personnel are onsite. Purchaser must also provide the CSDC personnel with desk
space, Internet access, and other facilities and services as CSDC may reasonably request to perform the Services.
CSDC personnel will comply with Purchaser’s safety and security procedures generally applicable to Purchaser’s
onsite vendors, provided those procedures are communicated by Purchaser to CSDC.
4.5 Systems Access. Purchaser must provide CSDC personnel with access to Purchaser’s information technology
systems as CSDC may reasonably request for the performance of the Services, including remote access if
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requested. CSDC will comply with Purchaser’s security requirements for such access that are made part of the
order, or if no security requirements are included in the order, Purchaser’s reasonable security requirements
communicated in advance to CSDC.
5. Acceptance
5.1 Acceptance for Fixed-Price Projects. For Services provided on a fixed-price basis, Purchaser will review and
approve each Deliverable in accordance with the testing and other procedures set forth in the applicable SOW
within the time period specified in the SOW (the “Acceptance Period”). If no time period is specified, then the
Acceptance Period will be five (5) business days. If, after following the testing and other procedures set forth in
the applicable SOW, Purchaser reasonably determines that a Deliverable does not conform to the Acceptance
Criteria in any material respect, then, within the Acceptance Period, Purchaser will notify CSDC and provide
specific, detailed descriptions of any non-conformity. CSDC will work diligently to correct any non-conformity as
soon as practicable and redeliver the Deliverable to Purchaser for its review and approval as described in this
Section 5. If at any time Purchaser fails to provide CSDC with notice of acceptance or non-conformance within
the applicable Acceptance Period, then Purchaser will be deemed to have accepted the applicable Deliverable. If
at any time Purchaser puts any Deliverable “into production” (i.e. makes the Deliverable available for use in its
own production environment), then Purchaser will be deemed to have accepted the applicable Deliverable. If the
parties disagree about the materiality of any non-conformity, the parties will work together in good faith to
resolve the disagreement promptly (including escalating the disagreement to individuals at a higher level of
management within their respective organizations). For Services provided on a fixed price basis where there is no
Acceptance Criteria set forth in the applicable SOW, then Purchaser’s acceptance will be deemed to have occurred
on delivery of the applicable Services and Deliverables.
5.2 Acceptance for Time and Materials Projects. For Services provided on a time and materials basis, acceptance
will be deemed to have occurred on delivery of the applicable Services and Deliverables.
6. Services Warranty. CSDC warrants for the applicable warranty period Services will be performed in a
professional and workman-like manner by appropriately trained personnel, using generally accepted industry
standards and practices. As CSDC's sole liability and Purchaser’s exclusive remedy for a breach of this warranty,
if the Services are not provided as warranted, CSDC will, at its sole discretion, either: (i) correct any material non-
conformances in the Deliverables; (ii) re-perform the Services; or (iii) credit Purchaser for the amount paid for the
nonconforming Services. This warranty does not apply to the extent any non-conformity relates to (i) any
specifications, code, diagnostic or other tools, or any other materials provided by Purchaser; (ii) the integration,
operation, modification, or use of the Services or any Deliverables in any manner not authorized by CSDC, and
(iii) any changes to the network environment after the Services were rendered. The warranty period for Services
provided on a time and materials basis is thirty (30) days, or as defined in the Order (“SOW”), following the
completion of the Services. The warranty period for Services provided on a fixed price basis is thirty (30) days, or
as defined in the Order (“SOW”), following acceptance of the final Deliverables.
7. Rights in Deliverables. Purchaser acknowledges that the Deliverables are not prepared on a “work for hire”
basis and that Purchaser acquires only the license rights in the Deliverables that are expressly granted in this
Exhibit D unless other rights are expressly stated in the applicable SOW. Subject to the payment of the applicable
fees, CSDC grants to Purchaser a license to use the Deliverables on the same terms, conditions, and restrictions
stated in the MSLA for the product Software with which the Deliverables are designed to be used. CSDC retains
all other right, title and interest in and to Deliverables.
End of Exhibit D
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City of Kent – Permitting System
Phase 0 - Discovery
Prepared on February 21, 2019 by CSDC Inc. for:
City of Kent
CSDC Inc.
804 Las Cimas Parkway, Suite 100,
Austin, TX 78746
Prepared By:
Tom Shaw
Director, Business Development
561-628-9743
t.shaw@csdcsystems.com
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City of Kent – Amanda Implementation Phase 0- Statement of Work
ii
Contents
1. Overview ................................................................................................................................................. 2
2. Services and Deliverables ....................................................................................................................... 2
2.1. Preparation ................................................................................................................................... 2
2.2. Discovery and Needs Analysis ....................................................................................................... 3
2.3. Project Management .................................................................................................................... 4
2.4. Informal Deliverables .................................................................................................................... 5
3. Dependencies and Assumptions ............................................................................................................ 6
3.1. Dependencies ................................................................................................................................ 6
3.2. Additional Dependencies (Assumptions) ...................................................................................... 7
3.3. Customer Assumptions ................................................................................................................. 7
3.4. Out of Scope .................................................................................................................................. 8
4. Acceptance Criteria and Acceptance Period .......................................................................................... 9
5. Fee and Payment Terms ....................................................................................................................... 10
City of Kent .............................................................................................................................................. 11
CSDC ........................................................................................................................................................ 11
Appendix A: Workflow Streams .............................................................................................................. 12
Appendix B: Deliverables Details ............................................................................................................. 13
App B.1. Preparation Phase ............................................................................................................... 13
App B.2. Discovery Needs Analysis .................................................................................................... 13
App B.3. Deliverable Table ................................................................................................................ 15
Appendix C: Deliverable Acceptance....................................................................................................... 16
Appendix D: Pre-Analysis Homework ...................................................................................................... 17
Appendix E: Preliminary Project Plan ...................................................................................................... 19
9.b
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City of Kent – Amanda Implementation – Discovery – Statement of Work
1
This Statement of Work (“SOW”) is entered into by and between CSDC (“Prime”) and the City of Kent
(“Customer”) with Vision33, Inc. (“Vision33”) as services subcontractor.
Project Name
Kent Discovery Phase
Service Start Date
Anticipated Service End Date
April 01, 2019 May 13, 2019
This SOW is organized as follows:
Overview
This section provides a brief overview of the project including guiding goals.
Services and Deliverables
This section describes the Services that Vision33 will perform and the Deliverables that will be
provided to Customer during this engagement.
Dependencies and Assumptions
This section lists the Customer and/or third-party tasks and responsibilities and project
assumptions upon which the Schedule and Fee are based.
Acceptance Criteria and Acceptance Period
This section describes the Acceptance Criteria (i.e., the criteria for software acceptance) and the
applicable Acceptance Period.
Fee and Payment Terms
This section identifies the Fees and Payment Schedule for this SOW.
The following appendices provide supporting material, as referred to in the above sections:
Appendix A Workflow Streams
Appendix B Deliverables Details
Appendix C Deliverable Acceptance Form
Appendix D Pre-Analysis Home
Appendix E Preliminary Project Plan
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City of Kent – Amanda Implementation – Discovery – Statement of Work
2
1. Overview
CSDC (“Prime”) is working with its partner, Vision33, as a sub-contractor and service provider in order to
implement the CSDC owned software, Amanda, for The City of Kent, Washington (“Customer”). The
goals of this project are;
• To provide workflow optimization for their Permitting, Licensing, and Code Enforcement
activities
• Leverage industry best practices and best of breed technology through the Amanda platform to
address the work streams previously identified and confirmed as part of this discovery process.
To meet these goals, Vision33 will coordinate with Prime but work directly with the Customer on all
activities related to services provided. Vision33 will staff and manage all resources required to provide
the services and deliverables as described in this SOW.
2. Services and Deliverables
Vision33 will perform the Services described below, including providing the specified Deliverables. The
Deliverables will be provided in electronic and/or hard copy form, as appropriate.
The following sub-sections describe the tasks and deliverables that Vision33 will complete as part of City
of Kent Amanda Implementation – Discovery Phase. Further details for deliverables are included in
Appendix B. Deliverables will be considered “complete” when all the acceptance criteria set forth in
Appendix B as modified by mutual agreement (in writing) has been met or the prescribed review period
for each deliverable/task has expired without written response from Customer.
Key deliverables will require a Deliverable Acceptance (DA) form signed by Customer. These are
denoted with a “(DA Form required)” annotation in the detailed deliverables list in Appendix B. A sample
form is shown in Appendix C: Sample Deliverable Acceptance Document.
Any item listed as Customer Dependency is required from the Customer to successfully complete a
service or deliverable. Delays in by Customer in providing any dependency may result in a delay to the
project and an associated increase in fees. Any such delays as well as changes in scope or requirements,
will be handled through a change order process to adjust the schedule and fees. All dependency
timelines and expected delivery dates will be agreed upon in the initial four (4) weeks of the project
during the Preparation Phase.
2.1. Preparation
Preparation sets the foundation for all subsequent activities.
This stage includes the following tasks:
• Initial kick–off meetings to present the project schedule for the Discovery Phase and objectives
to all interested parties
o Leadership Initiatives and Expectations
o Draft Project Charter – Non-formal Deliverable
• Customer and Vision33 perform SOW review and confirmation.
• Vision33 and Customer perform detailed project planning for the Discovery
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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• Customer and Vision33 perform resource planning
• Discuss preparations to install hardware and software infrastructure in Phase I
• Prepare draft Project Charter for Phase I (non-formal deliverable)
Deliverables:
• Mutually confirmed scope
• Baseline project plan
Customer Dependencies:
• Documentation of current business processes
• Demonstration of Customer’s existing system
• Sign-off on scope
2.2. Discovery and Needs Analysis
During Discovery and Needs Analysis business requirements are gathered and documented to provide a
formal Business Requirements Document for signoff. The Business Requirements Document serves as
input for Phase I and 2 of the City of Kent Amanda Implementation.
In this stage, Vision33 will lead workshops to document the following:
• Review of Workflows: Current State v Future State Expectations
o Deliverable 1: BRD - Current v Future Section
• Review of Pain Points
o Deliverable 1: BRD – Pain Points Section
• Business Requirements and Fire Prevention Scoping Workshops
• Deliverable 1: BRD - Requirement Section
• Infrastructure Workshop
o Define the environments that will be made available (DEV, TEST, STAGING, PROD)
o Discuss minimum requirements and typical infrastructure setup (DMZ, Proxy
servers, application servers, tenancy, etc.)
o Deliverable 1: BRD - Network Topology Section
• Data Sources Identification (for Data Conversion)
o Number of sources
o Types of sources (Access dbs, Oracle, SQL Server, etc.)
o Cutover Data
▪ Tombstone
▪ Date specific
o Deliverable 1: BRD – Conversion Source
• Interfaces identification
• Rank need / priority of each interface identified
• Deliverable 1: BRD – Interfaces Section
• Timeline Review in conjunctions with in-flight projects
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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• Deliverable 2: Updated Phased Project Plans for Phase 1 &2
• Current State Portal Review
o Identifies whether the baseline portal feasibility for Phase 1 & 2 implementations
o Deliverable 3: Modified Statement of Work for Phase 1 and Phase 2
Deliverables:
• Deliverable 1: Business Requirements Document (BRD)
• Deliverable 2: Updated Phased Project Plans for Phase 1 &2
• Deliverable 3: Modified Statement of Work for Phase 1 & 2
o Changes in Scope may impact cost and schedule for either or both Phase 1 and Phase 2
o Fire Prevention Scoping Workshops, established to identify scope, was originally not in
scope. Output of the workshops will impact both cost and schedule.
• Draft Project Charter for Phase I (informal deliverable)
Customer Dependencies:
• Active SME participation in Business Requirements workshops and other Needs Analysis
sessions
• Active Customer PM and SME participation in Discovery workshops
• Sign-off on Business Requirements Document (BRD)
2.3. Project Management
The Services include the provision of the management and reporting structure for the Vision33 team.
Vision33 will also take primary responsibility for coordinating the overall implementation, working with
Customer’s Project Manager(s). This includes managing scope and issue resolution and facilitating
status meetings in conjunction with the Customer team and stakeholders.
2.3.1. Vision33 Project Manager
Vision33 Project Manager will:
• Serve as primary interface between Vision33 and the Customer and manage the overall
communication plan
• Manage and deploy Vision33 project resources
• Provide deliverables and drive closure of Vision33 team actions as necessary.
• Generate regular status reports including an updated Project Management Schedule.
• Attend and participate in key project meetings and workshops listed within the SOW.
• Manage scope and schedule
• Manage deliverable acceptance.
• Develop and maintain any internal, higher level Program Schedule, in consultation with the
Customer Project Manager if so required.
9.b
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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2.3.2. Customer Project Manager
Customer’s project manager will:
• Work closely with Vision33 Project Manager to ensure successful completion of the project.
• Coordinate Customer Resources to meet Customer Dependencies and all Customer activities for
the project
• Assist Vision33 Project Manager to develop and maintain any internal, higher level Program
Schedule.
• Attend weekly status meetings with Vision33 Project Manager
• Drive the closure of Customer actions and deliverables pursuant to the definition of business
needs
• Be responsible for Deliverable Work Package Acceptance
• Coordinate Customer’s review of the project document and software deliverables and obtain
signoff of an approval form to signify acceptance for each deliverable.
2.3.3. Prime Project Manager
Prime Project Manager will:
• Manage and communicate with all Prime internal resources
• Provide product support management
• Cross-partner project coordination, ensuring all parties are appropriately aligned.
• Attend weekly status meetings with Vision33 and Customer Project Manager
2.4. Informal Deliverables
In addition to the Deliverables provided in the previous sections, Vision33 is responsible for providing
the following:
• Draft Project Charter as input to Phase 1 Preparation.
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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3. Dependencies and Assumptions
The following is a list of additional Dependencies beyond those listed in section (B), including
responsibilities and other requirements necessary for the successful completion of the Services. This
information is used to establish the Schedule and the Fee. Customer acknowledges that the Schedule
and Fee may be modified in the event of any failure to meet obligations (in whole or in part), as further
described in the Agreement.
3.1. Dependencies
3.1.1. Decision-making and Deadlines
Customer’s Project Manager(s) is:
Name: Hisham Hassan
Contact Information: HHassan@kentwashington.gov
220 Fourth Avenue South, Kent, WA 98032
Phone 253-856-4618 | Fax 253-856-4700
The Project Manager will manage approvals of Deliverables, including use of required
technologies, system content and structure, or other implementation issues. All such decisions
will be made within a maximum of three (3) business days but are subject to a faster response
time or an extension that is mutually agreed to in writing between Vision33 and Customer.
Customer acknowledges that any delays or failures in its cooperation as described in this Section
may result in delays in the Schedule, reduction of functionality or an increase in the Fees, as
further described in the Master Partner Agreement.
3.1.2. Scope
The Services are provided in a fixed time, fixed fee manner. Throughout the project, all parties are
required to actively collaborate to make decisions in a very timely manner to meet the delivery
dates and control the scope of the Deliverables.
3.1.3. Work Site
The Services will be performed in Vision33 offices, except where it is mutually agreed that
circumstances require otherwise. Should it be necessary for the Vision33 team to work other than
at the Vision33 office, Customer will provide suitable physical office space, building access, system
privileges and required office infrastructure to allow the project team to remain productive.
3.1.4. Access to Customer Materials and Information
Customer will make documents and other materials available as specified in the project plan and/or
agreed to by the Project Managers.
9.b
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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3.2. Additional Dependencies (Assumptions)
3.2.1. Dates
Project start date is scheduled for 1st of April, 2019. This and other identified project dates are
dependent on contract approval and Vision33 resource availability.
3.2.2. Continuity
Activities and costs presented in this Statement of Work are based on continuous execution with no
material interruption.
3.2.3. Procedures
Contracted procedures will be followed, including the change order procedure to manage any
identified deviation in project scope, schedule, or budget.
3.2.4. Other Assumptions
• Scope and Project Schedules for Phase I and Phase II will be updated on the basis of the
completed BRD.
• Hardware / software installation will update Phase I Statement of Work.
• Data Conversion Source identification will update Phase 2 Statement of Work and Pricing
• Interfaces identification will update Phase 2 Statement of Work and Pricing
• Interfaces ranking will be incorporated into Phase 2 Statement of Work
• Portal Review may affect Phase 1 and 2 Statement of Work documents, including cost and
schedule
• Fire Prevention may affect Phase 1 and 2 Statement of Work documents, including cost and
schedule
• Land Management and Code Enforcement, if added to Phase 1 by this analysis, may
affect the Phase 1 Statement of Work, including cost and schedule
3.3. Customer Assumptions
3.3.1. Current State Workflows and documentation
The Customer will provide Current State Workflows and associated documentation during initiation
to inform the Business Requirements workshops.
3.3.2. Dedicated SMEs
Customer will provide Project SMEs who are dedicated to project.
3.3.3. Dedicated PM
Customer will provide a dedicated project manager to assist in the Customer resource planning,
documentation review, and change management facilitation.
9.b
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City of Kent – Amanda Implementation – Discovery – Statement of Work
8
3.3.4. Dedicated Business Analyst
Customer will provide a dedicated business analyst to assist in maintaining outputs and
requirements provided to the Vision33 implementation team. The Customer business analyst will
not perform requirements gathering for Vision33 and is solely focused on providing content for
Vision33 workshops.
3.4. Out of Scope
Vision33 is not required to provide any Services or Deliverables that are not specifically described in this
SOW. For example, the following features and capabilities are excluded from the Services:
• Data cleansing
• End User training plan
• Amanda Product Troubleshooting and release Quality Assurance
• Proof of Concept activities
• Core Product Enhancement requirements or development; including the Inspector App and
Amanda Public Portal
• Needs Analysis Requirements documents
• Configuration of solution(s)
• UAT support and testing
• Training or Training materials
• IT or Product support
• Extensive Vision33 Test Plan, Test Procedures, or Test Reports.
• Post Go-Live Product Support and Maintenance for non-configuration elements
9.b
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4. Acceptance Criteria and Acceptance Period
For purposes of this Section:
Vision33 will deliver the Deliverables described in this SOW. For each deliverable, Customer will review
and provide either sign-off of acceptance or feedback for discussion and correction within three (3)
business days. Any Deliverable that does not receive notification of non-acceptance within that time
period will be deemed accepted.
9.b
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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5. Fee and Payment Terms
The Fee for the Services and Deliverables described in this SOW is $81,219.20 USD. Vision33 may travel
on site for key meetings and activities related to the project (on request).
Travel is estimated at $3500 per resource to be onsite from Monday to early Friday. A recommended
travel budget for the project would be up to (4) trips for a total $14,000. This is a budgetary number and
not a fixed price. The City of Kent will authorize when trips can occur and can request additional trips
beyond this budget. A Change Order and/or Amendment will be required to add funding for Travel,
should additional travel be deemed necessary
Payment Table
Milestone Invoice Amount (USD) Timeframe
Kickoff / Project Plan $18,080.00 Apr-19
Business Requirements Document $49,462.40 May-19
Updated SOW I $6,838.40 May-19
Updated SOW II $6,838.40 May-19
Travel Budget (billed as actuals) $14, 000.00 As Incurred
Professional Services and Travel Total (USD) $95,219.20
9.b
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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Customer’s current billing and purchasing information is detailed below.
Billing/Purchasing Contact Name: ____________________________________________
Contact Email Address: ____________________________________________
Billing Address: ____________________________________________
____________________________________________
____________________________________________
Total SOW Amount: ____________________________________________
Purchase Order No: ____________________________________________
Accepted and agreed:
City of Kent
CSDC
By By
Name Name
Title Title
Date Date
9.b
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Appendix A: Workflow Streams
Workflow Grouping Workflows
Not Applicable for Discovery Not Applicable for Discovery
9.b
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Appendix B: Deliverables Details
The following subsections provide details of key deliverables to be completed and provided to Customer
by Vision33. As each deliverable is provided, the Customer Project Manager will be notified. Unless
specifically note in the deliverable description, Customer has three (3) business days to review each
deliverable and provide written notification of acceptance or non-acceptance of the deliverable. If no
notification is provided, the deliverable will be deemed accepted. Any notice of non-acceptance must
include detailed feedback of the reason Customer does not accept. Acceptance Criteria and Acceptance
Period
App B.1. Preparation Phase
App B.1.1 Discovery Kickoff
Deliverable Description: A leadership driven session to introduce the vendor, objectives, goals, and
exit criteria necessary for a successful implementation. Upon completion the slide package is
delivered to Customer.
Assumptions and Constraints:
o Prior to kickoff items provided from the “Pre-Analysis Homework”, required from the
Customer, will be provided to Vision33.
o Kickoff may be in conjunction with the discovery workshops to optimize availability and
maintain planned durations.
o Kickoff Slides include project scope, goals and expectations, risks, PM process, high level
schedule.
Acceptance Criteria: Completion of Kickoff Session and delivery of slide package.
App B.1.2 Project Plan
Deliverable Description: Mutually agreed upon project schedule, maintained by Vision33, to
commence the project.
Assumptions and Constraints:
o Vision33 maintains the project plan. Exports can be provided upon request but the Vision33
collaborative project schedule will be the System of Record.
o Customer Project Manager has identified SMEs and IT resources that will be available
throughout the implementation
o Completion will baseline the initial project plan. Rebalancing activities will occur on a
regular basis and will account for any expected vacation/holiday plans for resources and
update for any lag that has occurred.
Acceptance Criteria: Customer Project Manager review and agreement to schedule and resourcing.
App B.2. Discovery Needs Analysis
App B.2.1 Business Requirements Document
Deliverable Description: Document that describes the functional business requirements needed to
deliver Phase I and Phase II objectives.
To include:
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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• Current v Future Section
• Requirement Section
• Pain Points Section
• Network Topology Section
• Conversion Sources Section
• Interfaces Section
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
BRD.
App B.2.2 Phased Project Plan
Deliverable Description: Update Phased Project Plans for Phase 1 & 2 based on discovery workshops
and BRD development.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of
Phased Project Plan
App B.2.3 Phase 1 Statement of Work; Phase 2 Statement of Work
Deliverable Description: Updated Phase 1 and Phase 2 Statement of Work documents, based on
discovery workshops and BRD development.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
updated Statement of work
App B.2.4 Draft Project Charter for Phases
Deliverable Description: Project Charter document detailing the objectives, vision, and operational
processes under which the project team will execute the project.
Acceptance Criteria: None; Draft Project Charter
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City of Kent – Amanda Implementation – Discovery – Statement of Work
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App B.3. Deliverable Table
The following table lists the invoice value for each deliverable given above. The table is organized by
project phase, estimated date range is based on the preliminary project plan provided in Appendix # E
Item
Phase / Deliverable
Deliverable Cost
B.1. Preparation Phase
B.1.1. Discovery Kickoff / Project Charter $18,080.00
B.2. Discovery Needs Analysis
B.2.1. Business Requirements Document $49,462.40
B.2.2. Phased Project Plan $6,838.40
B.2.3. Updated SOWs for Phase 1 and Phase 2 $6,838.40
B.2.5. Travel Budget $14,000.00
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Appendix C: Deliverable Acceptance
Milestone Acceptance Request
Project Name:
Date Requested:
Reference:
Requested Return Date:
Requested By:
Telephone:
Deliverable Name:
Date and Version:
Deliverable Cost to
be Invoiced:
Deliverable Disposition
Accepted No Conditions
Accepted with Conditions
Rejected
Comments:
Attachment:
Signature:
(Indicating Acceptance)
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Appendix D: Pre-Analysis Homework
Topic Item list
Leadership • Provide Full Name, Role/Title, and Department for the following
roles:
o CIO
o Project Sponsor
o Department Directors or Officials
o Project Manager
o Business Analyst
Users • Proved Full Name, Role/Title, and Department for all Backoffice
Users
• Provide Full Name, Title, Discipline, and Regions (if applicable) for
all Inspectors
• Provide Full Name, Title, and Support Function for all IT members
involved in this engagement
Business • What is the primary goal of the system?
• Synopsis of the business
• Process Flow diagrams
Operational • Standard Operating Procedures (if available)
Customer Interaction
• Paper application
• Any public portal available?
• How does the public provide information to San Jose?
Communication
• Letters sent to public
• Emails
• Certifications
Dependencies
• Individual applications
• Progressive applications (a,b,c)
Internal reporting
• Report Examples
• Detail important metrics to operations
Fees
• Fees
• Discounts
• Computational logic
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Current State
• Pain Points
• Expectation of the new systems
• Peak volume
• Busy periods
• “Case” Metrics – Number of Folders per year
• Licenses for existing systems or Third-Party systems - expiry dates,
deadlines?
Eligibility
• Any Certifications?
• Any third-party service providers
Reviewers
• Communication to the external reviewer
• Inspections
Current application
• Walkthrough (recorded)
• Identify Unique requirements:
• Relate to AMANDA
o People
o Property
o Attachments
o Business Rules
• Data Conversion (legacy system description of overall purpose)
Accounting
• Interface with GL
• Reconciliation
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City of Kent – Amanda Implementation – Discovery – Statement of Work
19
Appendix E: Preliminary Project Plan
Task Name Start Finish
Phase 0 - Discovery Phase Apr 1 '19 May 13 '19
Contract Executed Apr 1 '19 Apr 1 '19
Week 1 Onsite sessions Apr 1 '19 Apr 5 '19
Project Kickoff Meeting (Payment Milestone) 10% Apr 5 '19 Apr 5 '19
Planning - Onsite Apr 2 '19 Apr 5 '19
Remote Access for Vision33's team Apr 2 '19 Apr 2 '19
Discovery Project Plan Finalize with Client Apr 3 '19 Apr 4 '19
Prepare for Kickoff meeting Apr 5 '19 Apr 5 '19
Analysis Sessions Onsite Apr 1 '19 Apr 5 '19
Current vs Future State 2 half day sessions Apr 1 '19 Apr 1 '19
Business requirements Sessions 4 half day sessions Apr 2 '19 Apr 3 '19
Pain Point Sessions 1 Half day session Apr 4 '19 Apr 4 '19
Network Topology Session 1 half-day session Apr 5 '19 Apr 5 '19
Week 2 -Onsite Apr 9 '19 Apr 15 '19
Fire Prevention Scoping (6 half Day Sessions) Apr 9 '19 Apr 11 '19
Conversion 4 Half day remote sessions Apr 12 '19 Apr 12 '19
Interface requirements Sessions Apr 15 '19 Apr 15 '19
Onsite Discovery completed (Payment Milestone) 25% Apr 12 '19 Apr 12 '19
Week 3 Apr 1 '19 Apr 5 '19
BRD Development Apr 1 '19 Apr 5 '19
Week 4 Apr 8 '19 Apr 12 '19
BRD Development Apr 8 '19 Apr 12 '19
Project Plan refinement Apr 8 '19 Apr 10 '19
Week 5 Apr 15 '19 May 1 '19
BRD Development Apr 15 '19 Apr 16 '19
BRD Review with City of Kent Apr 29 '19 May 1 '19
Project Plan Review with City of Kent Apr 15 '19 Apr 16 '19
Week 6 May 1 '19 May 8 '19
BRD Updates and issuance May 2 '19 May 6 '19
BRD Delivered to City of Kent May 1 '19 May 1 '19
Project Plan updates and Issuance May 2 '19 May 2 '19
Phase 1 and 2 Project Plan Delivered to City of Kent May 2 '19 May 2 '19
SOW Updates Phase 1 & 2 May 7 '19 May 8 '19
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20
Task Name Start Finish
Week 7 May 9 '19 May 13 '19
Fire Services Scoping document May 9 '19 May 13 '19
SOW Phase 1 and 2 Delivered to City of Kent (65%) May 13 '19 May 13 '19
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City of Kent – Permitting System
Phase 1 - Pilot
Prepared on February 21, 2019 by CSDC Inc. for:
City of Kent
CSDC Inc.
804 Las Cimas Parkway, Suite 100,
Austin, TX 78746
Prepared By:
Tom Shaw
Director, Business Development
561-628-9743
t.shaw@csdcsystems.com
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Kent – Amanda Implementation - Statement of Work
ii
Contents
1. Overview ................................................................................................................................................. 1
2. Services and Deliverables ....................................................................................................................... 2
2.1. Preparation ................................................................................................................................... 3
2.2. Solution Verification & Prototype ................................................................................................. 3
2.3. Needs Analysis .............................................................................................................................. 4
2.4. Configuration ................................................................................................................................ 6
2.5. Limited Solution Verification Testing ............................................................................................ 7
2.6. Closure .......................................................................................................................................... 8
2.8. Additional Deliverables ................................................................................................................. 9
3. Dependencies and Assumptions .......................................................................................................... 10
3.1. Dependencies .............................................................................................................................. 10
3.2. Additional Dependencies (Assumptions) .................................................................................... 11
3.3. Customer Assumptions ............................................................................................................... 12
3.4. Out of Scope ................................................................................................................................ 14
4. Acceptance Criteria and Acceptance Period ........................................................................................ 16
5. Fee and Payment Terms ....................................................................................................................... 17
City of Kent .............................................................................................................................................. 18
CSDC Inc. ................................................................................................................................................. 18
Appendix A: Workflow Streams .............................................................................................................. 19
Appendix B: Workflow Streams Task and Deliverables Details ............................................................... 20
App B.1. Preparation Phase ............................................................................................................... 20
App B.2. Solution Verification & Prototype ....................................................................................... 20
App B.3. Needs Analysis .................................................................................................................... 21
App B.4. Configuration ...................................................................................................................... 24
App B.5. Go Live and Closure ............................................................................................................. 25
App B.6. Deliverables ......................................................................................................................... 25
Appendix C: Deliverable Acceptance....................................................................................................... 27
Appendix D: Pre-Analysis Homework ...................................................................................................... 28
Appendix E: Preliminary Project Plan ...................................................................................................... 30
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Kent – Amanda Implementation - Statement of Work
iii
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
1 | P a g e
This Statement of Work (“SOW”) is entered into by and between CSDC (“Prime”) and the City of Kent
(“Customer”) with Vision33, Inc. (“Vision33”) as services subcontractor.
Project Name
Kent Amanda Implementation – Pilot – Phase 1
Service Start Date
Anticipated Service End Date
May 20, 2019 September 10, 2019
This SOW is organized as follows:
1. Overview
This section provides a brief overview of the project including guiding goals.
2. Services and Deliverables
This section describes the Services that Vision33 will perform and the Deliverables that will be
provided to Customer during this engagement.
3. Dependencies and Assumptions
This section lists the Customer and/or third-party tasks and responsibilities and project
assumptions upon which the Schedule and Fee are based.
4. Acceptance Criteria and Acceptance Period
This section describes the Acceptance Criteria (i.e., the criteria for software acceptance) and the
applicable Acceptance Period.
5. Fee and Payment Terms
This section identifies the Fees and Payment Schedule for this SOW.
The following appendices provide supporting material, as referred to in the above sections:
Appendix A Workflow Streams
Appendix B Task and Deliverables Details
Appendix C Deliverable Acceptance Form
Appendix D Pre-Analysis Home
Appendix E Preliminary Project Plan
1. Overview
Vision33 is working with CSDC (“Prime”) as a sub-contractor on their, multi-phased, project to
implement Amanda for The Customer of Kent, Washington (the Customer). The goals of this project are:
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
2 | P a g e
• To provide workflow optimization for their Permitting, Licensing, and Code Enforcement
activities
• Leverage industry best practices and best of breed technology through the Amanda platform to
address the work streams listed in Appendix A
• Phase 1 will address providing a pilot solution for two workstreams and will execute all Amanda
Implementation project phases up to and including limited Solution Verification Testing stage.
The workstreams will include the following:
o Building Permit – Residential Permitting without trade permitting.
o Land Use Planning – Site Plan
• Phase 1 will conclude at the end of this stage and SVT the solution will not be migrated into
Production.
To meet these goals, Vision33 will coordinate with Prime but work directly with the Customer on all
activities related to services provided. Vision33 will staff and manage all resources required to provide
the services and deliverables as described in this SOW.
2. Services and Deliverables
Vision33 will perform the Services described below, including providing the specified Deliverables. The
Deliverables will be provided in electronic and/or hard copy form, as appropriate.
The following sub-sections describe the tasks and deliverables that Vision33 will complete by the end of
the project described in this SOW. Further details for deliverables are included in Appendix B.
Deliverables will be considered “complete” when all the acceptance criteria set forth in Appendix B as
modified by mutual agreement (in writing) has been met or the prescribed review period for each
deliverable/task has expired without written response from the Customer.
Key deliverables will require a Deliverable Acceptance (DA) form signed by the Customer. These are
denoted with a “(DA Form required)” annotation in the detailed deliverables list in Appendix B. A sample
form is shown in Appendix C: Sample Deliverable Acceptance Document.
Any item listed as Customer Dependency is required from the Customer to successfully complete a
service or deliverable. Delays by Customer in providing any dependency may result in a delay to the
project and an associated increase in fees. Any such delays as well as changes in scope or requirements,
will be handled through a change order process to adjust the schedule and fees. All dependency
timelines and expected delivery dates will be agreed upon in the initial four (4) weeks of the project
during the Preparation Phase.
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
3 | P a g e
2.1. Preparation
During Preparation the foundation for all subsequent phases, within Vision 33’s Amanda
Implementation Methodology (AIM), is set.
This phase includes the following tasks:
• Initial kick–off meetings present the project schedule and objectives to all interested parties
• Vision33 performs pre-analysis
o Collect documentation of current business processes for all workstreams listed in
Appendix A
o Review Customer’s existing system (if any) processes for all workstreams listed in
Appendix A
• Customer and Vision33 perform SOW review and confirmation of Scoping Document
• Customer and Vision33 review approved BRD from Discovery project (Phase 0)
• Vision33 and Customer performs/confirms detailed project planning
• Customer and Vision33 perform resource planning
• Customer prepares and installs hardware and software infrastructure
Deliverables:
• Mutually confirmed scope: Phase 1 Project Charter
• Baseline project plan confirmation (Discovery deliverable)
Customer Dependencies:
• Business Requirements Document (Discovery deliverable)
• Sign-off on Project Charter
• Hardware and supporting environment prepared (Vision33 and Prime access and software
installation)
2.2. Solution Verification & Prototype
Solution Verification & Prototyping establishes the initial “to-be” AMANDA Folders (records:
permits/license/case/etc.) that will be fully elaborated in subsequent phases, and confirms a list of
output documents, interfaces/integrations, and portal services needed.
This phase includes the following tasks:
• Vision33 conducts Solution Verification workshop with Customer Subject Matter Experts (SMEs)
o Review of two (2) Amanda Folder Types for pilot workflows
▪ Residential Permit
▪ Site Plan
• Vision33 conducts Key Stakeholder review
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
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o Prototype Folder Type development and review
o Functional requirement alignment
o Provides input to Solution Design Document (SDD)
Deliverables:
• Solution Design Document
o General, high-level Solution Architecture
o High-level module walk-through guides
o Listing of high-level folder types
o Outputs
o Interfaces (Base GIS adaptor integration & Blue Beam)
o Web flag enabled Base Portal for two (2) Folder Types
• Amanda Folder Prototype
• Initial Draft Traceability Matrix tied to BRD
Customer Dependencies:
• List and sample of reports to be generated from the system
• List of interfaces to be built and available documentation (Blue Beam)
• SME participation in Solution Verification workshop and validation of Folder Type list
• Key Stakeholder review and sign-off of prototype Folder Types
2.3. Needs Analysis
During Needs Analysis business requirements are analyzed including detailed analysis of Folders,
Reports, Batches, Interfaces/Integrations, Portal, Mobile and Data Conversion requirements.
This phase includes the following tasks:
• Vision33 conducts Product Orientation Training
• Vision33 leads business fit workshops
o Capture detailed business and configuration requirements, including but not limited to
▪ Data validation rules
▪ Workflow business rules
▪ Fee calculations
o Requirements are captured in the Amanda Administration Console to be used to
generate the Folder Specification Reports
• Vision33 leads requirement workshops as needed for additional elements
o Output documents
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
5 | P a g e
o Public Portal
• Vision33 leads User Solution Verification Test (SVT) preparation workshop
o SVT planning, resource requirements, and scheduling
o Test case requirements and development plan
o Vision33 will provide a Test Case template or the Customer provide may its own, as long
as the Customer’s template meets the needs of testing.
o Solution Verification Test Cases and Execution must address:
▪ Folders
▪ Output Reports
▪ Portal
▪ “Pairs” testing for configured elements that interact (e.g. Reports with Folders)
▪ Full end to end Systems Testing of the configured solution
o SVT duration is currently planned for two (2) weeks, while adjustments can be made at
this time, significant change in duration may impact schedule and cost
Deliverables:
• Folder Specification Reports (FSRs), generated from Amanda
• Updated Prototype Folder Types
• Mapping worksheets:
o Reports Output (5)
o Merge Document (5)
o Interface (Base GIS adaptor integration & Bluebeam)
o Web flag enabled Base Portal for 2 Folder Types
• Finalized Traceability Matrix tied to SDD and BRD
• SVT Plan, including schedule, Customer resources, and test case development timeline
Customer Dependencies:
• SMEs participate in Product Orientation session
• Active SME participation in business fit workshop(s) and other Needs Analysis sessions
• Active Customer PM and SME participation in SVT planning
• Sign-off on FSRs (requirements gathered in business fit workshop(s)
• Samples of output documents and reports needed, either copies of existing reports, or mock ups
of planned reports.
• Sign-off on Analysis/Requirements documents for Output Reports and Portal.
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• Sign-off on SVT plan
2.4. Configuration
Configuration and unit testing of the AMANDA system is executed during the Configuration phase. The
new system is ready for System Verification Testing (SVT) at the end of this phase.
This phase includes the following tasks:
• Vision33 configures and updates 2 folder types for Pilot workflow
o Residential Permit
o Site Plan
• Vision33 develops
o Output documents (5 reports/5 merge documents)
o Interfaces (Base GIS adapter integration & Blue Beam)
o Web flag enabled Base Portal for 2 Folder Types
• Vision33 performs a QA Review on each component, including:
o “Unit Level Testing” for individually configured Folders and other elements against
documented requirements, including boundary conditions and error handling for any
data validation requirements
o “Pairs Testing” for the interaction of Folders with other configured elements where
appropriate (i.e. Reports, Interfaces, Portals updates and synchronization)
o “Systems testing” for full end to end interaction of multiple configured elements.
Testing of custom interfaces to Customer systems may be limited or not possible from
the Development environment.
• Vision33 installs QA Reviewed solution in the Customer’s Testing Environment
• Customer develops test cases for SVT
• Vision33 reviews for alignment with approved Requirements documents and provides feedback
for any necessary adjustments
Deliverables:
• Fully configured and QA Reviewed Amanda Solution for Test, including
o Folders (2)
o Output Reports (5)
o Merge Documents (5)
o Interfaces (GIS, Blue Beam only)
o Web flag enabled Base Portal for 2 Folder Types
Customer Responsibilities:
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• Additional input or clarification as requested related to configuration requirements.
• Provision of a Solution Verification Testing environment.
• Optionally begin development of Solution Verification Test Plans, Cases, and Procedures in
alignment with approved documented requirements.
2.5. Limited Solution Verification Testing
Vision 33 will provide a two -week window for Solution Verification Testing. This will verify the elements
analyzed and developed to meet the requirements provided/approved during Needs Analysis.
Test cases will have been developed by the Customer during Configuration in alignment with the Folder
Requirements (FSRs) and other analysis/mapping Requirements documents approved in Needs Analysis.
Verification Test Cases and Execution must address:
• Folders
• Output Reports
• Portal
• “Pairs” testing for configured elements that interact (e.g. Reports with Folders)
• Full end to end Systems Testing of the configured solution
This phase includes the following tasks:
• Vision33 and Customer perform Verification kick-off with review of plan goals and guidelines
• Vision33 and Customer PM manage Verification testing to Plan
o Testing will be performed in focused cycles, with dedicated SME resources for agreed
upon periods of time (2 weeks)
o Identified issues will be reported by Customer.
o At the end of each cycle, Vision33 and Customer PMs will triage all identified issues and
assign appropriate priorities
o Issues which are outside scope or not aligned with documented requirements, will be
moved off the issue list and added to a Backlog list
• Vision33 and Customer review Backlog
o All items identified throughout verification testing and elsewhere as backlog will be
reviewed
o If an item is a critical enhancement, Customer will have the option to request a change
order to add the item, which may impact schedule and cost.
• Vision33 will correct any identified issues following triage
o Where possible, corrections will be made according to the Verification Test plan to allow
for review and closure of the issue
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• Any identified issues after the 2-week verification test are not to be completed within Phase 1
scope.
• Formal SVT will be combined in Phase 2 statement of work.
• Go Live plan will not be delivered in the Phase 1.
• Production Deployment Instructions will not be delivered in the Phase 1.
2.6. Closure
The Phase 1 pilot will end with the pilot solution deployed in Test when the two (2) week Solution
Verification Testing (SVT) completed and signed off. The pilot will not be promoted to production until
Phase 2.
2.7. Project Management
The Services include the provision of the management and reporting structure for the Vision33 team.
Vision33 will also take primary responsibility for coordinating the overall implementation, working with
the Customer’s and Prime’s Project Managers. This includes managing scope and issue resolution and
facilitating status meetings in conjunction with the Customer team and stakeholders.
2.7.1. Vision33 Project Manager
Vision33 Project Manager will:
• Serve as primary interface between Vision33 and the Customer and manage the overall
communication plan
• Manage and deploy Vision33 project resources
• Provide deliverables and drive closure of Vision33 team actions as necessary.
• Generate regular status reports including an updated Project Management Schedule.
• Attend and participate in key project meetings and workshops including Kick-Off, EPA and PPA;
Data Migration, Customizations, and Product Enhancement Requirements workshops; Iteration
Reviews, and SVT.
• Manage scope and schedule
• Manage change requests
• Manage work package deliverable acceptance.
• Assist with risk identification and risk mitigation strategies
2.7.2. Customer Project Manager
The Customer’s project manager will:
• Work closely with Vision33 Project Manager to ensure successful completion of the project.
• Coordinate Customer Resources to meet Customer Dependencies and all Customer activities for
the project
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• Assist with risk identification and risk mitigation strategies.
• Develop and maintain any internal, higher level Program Schedule that may be needed for
Customer executives, in consultation with the Vision33 Project Manager if so required.
• Attend weekly status meetings with Vision33 and Prime Project Manager
• Drive the closure of Customer actions and deliverables pursuant to the definition of business
needs
• Be responsible for Deliverable Work Package Acceptance
• Coordinate Customer’s review of the project document and software deliverables and obtain
signoff of an approval form to signify acceptance for each deliverable.
2.7.3. Prime Project Manager
Prime Project Manager will:
• Manage and communicate with all Prime internal resources, including managing Prime
dependencies and their timely delivery
• Provide product support management
• Cross-partner project coordination, ensuring all parties are appropriately aligned.
• Attend weekly status meetings with Vision33 and Prime Project Manager
2.8. Additional Deliverables
In addition to the Deliverables provided in the previous sections, Vision33 is responsible for providing
the following:
• Source code developed under this SOW (i.e., the Work Product).
• Deliverables will also include all system configuration files and scripts.
• Inventory of all open source components included in the Deliverables and their related licenses.
• Any additional Deliverables as agreed upon during the Preparation Phase or Needs Analysis
• Backlog list of items identified during Needs Analysis, Configuration, and SVT that were not
incorporated into this deployment.
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3. Dependencies and Assumptions
The following is a list of additional Dependencies beyond those listed in section (B), including
responsibilities and other requirements necessary for the successful completion of the Services. This
information is used to establish the Schedule and the Fee. Customer acknowledges that the Schedule
and Fee may be modified in the event of any failure to meet obligations (in whole or in part), as further
described in the Agreement.
3.1. Dependencies
3.1.1. Decision-making and Deadlines
Customer’s Project Manager(s) is:
Name: Hisham Hassan
Contact Information: HHassan@kentwashington.gov
220 Fourth Avenue South, Kent, WA 98032
Phone 253-856-4618 | Fax 253-856-4700
The Project Manager will manage approvals of Deliverables, including use of required
technologies, system content and structure, or other implementation issues. All such decisions
will be made within a maximum of three (3) business days but are subject to a faster response
time or an extension that is mutually agreed to in writing between Vision33 and Customer.
Customer acknowledges that any delays or failures in its cooperation as described in this Section
may result in delays in the Schedule, reduction of functionality or an increase in the Fees, as
further described in the Master Partner Agreement.
3.1.2. Scope
The Services are provided in a fixed time, fixed fee manner. Throughout the project, all parties are
required to actively collaborate to make decisions in a very timely manner to meet the delivery
dates and control the scope of the Deliverables.
3.1.3. Hardware
Customer will procure the development and test hardware environments for use by Vision33 no
later than the Project Kick-off Session. Customer will provide technical access to its internal systems
no later than the Project Kick-off Session.
The staging and production environments must be made available to Vision33 two weeks prior to
the start of system testing on those environments in order to test and confirm proper configuration
and connectivity.
3.1.4. Work Site
The Services will be performed in Vision33 offices, except where it is mutually agreed that
circumstances require otherwise. Should it be necessary for the Vision33 team to work other than
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at the Vision33 office, Customer will provide suitable physical office space, building access, system
privileges and required office infrastructure to allow the project team to remain productive.
3.1.5. Access to Customer Materials and Information
Customer will make documents and other materials available as specified in the project plan and/or
agreed to by the Project Managers.
3.2. Additional Dependencies (Assumptions)
3.2.1. Scope Assumptions for Phase 1 Pilot
• Data Conversion will not be addressed in Phase 1.
• Batch processes will not be addressed in Phase 1.
• Inspector App integration and implementation will not be addressed in the pilot.
• Output scope is outlined in Section 3.4.10.
• Interface for GIS (ArcGIS) will be the installation of the adaptor; all layers and data to be
gathered from GIS are the responsibility of the customer.
• Bluebeam will be used externally to AMANDA; AMANDA will retain all marked-up
documentation via versioned attachments.
• Portal will be implemented with base configuration for the pilot. Web-flags will be enabled
through the application for the two folder types (Residential Permit and Site Plan)
developed. Only functionality enabled via web flags will be available for Phase 1.
• Phase 1 will end with delivery of a two-week SVT window.
3.2.2. Dates
Project start date and other identified project dates are dependent on contract approval and
Vision33 resource availability.
3.2.3. Continuity
Activities and costs presented in this Statement of Work are based on continuous execution with no
material interruption.
3.2.4. Procedures
Contracted procedures will be followed, including the change order procedure to manage any
identified deviation in project scope, schedule, or budget.
3.2.5. No Customer Configuration
Customer will not participate in Amanda development and/or configuration for the initial
implementation.
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3.2.6. Release Management
Customer is responsible for the release to any Customer test environment and subsequently into
Production. Vision33 will provide any necessary technical details to assist Customer in this release
management effort.
3.2.7. Test Environments
Customer will provide the necessary test environments. Vision33 depends on the availability of such
environments in order to test solution changes. Any lack of environment availability will be factored
into the test plan and could reduce the scope of the testing and release efforts, especially if the
Vision33 team needs to assist Customer in resolving environmental issues.
3.3. Customer Assumptions
3.3.1. Business Requirements Document
The BRD delivered in Phase 0 will be leveraged in Phase 1 and 2.
3.3.2. No System Replacement
The Customer solution within the Amanda platform will not be a replica of the KIVA system; the
solution will align current Customer workflow with Amanda and automate inefficiencies (leveraging
industry & Amanda best practices with business value considerations).
3.3.3. No Business Licensing or Fire Services
Business Licensing and Fire Services solution within the Amanda platform are not in scope for this
project. Inclusion of this workflow stream at a later phase will relate to a separate engagement.
3.3.4. No Enhancements or Customizations to Inspector App or Public Portal
The peripheral applications leveraged (Inspector App and Amanda Public Portal) are pre-defined
COTS products. Any enhancements and/or feature customizations requested by the Customer is not
considered within scope of this implementation.
3.3.5. Dedicated SMEs
Customer will provide Project SMEs who are dedicated to project.
3.3.6. Dedicated PM
Customer will provide a dedicated project manager to assist in the Customer resource planning,
documentation review, and change management facilitation.
3.3.7. Dedicated Business Analyst
Customer will provide a dedicated business analyst to assist in maintaining outputs and
requirements provided to the Vision33 implementation team. The Customer business analyst will
not perform requirements gathering for the Vision33 and is solely focused on providing content for
Vision33 workshops.
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3.3.8. Trainers
Customer will provide trainers to attend Train-the-trainer sessions and proctor sessions with end
users of the Customer.
3.3.9. Functional Scope Limits
For the Phase 1, Vision33 has identified two application types through discovery and discussions
with the Customer that will be configured and implemented. Vision33 assumes these, and only
these, are in scope for the new system pilot.
a. Separate applications and permit types can be combined in the Amanda platform due to
similar information collected, intake & adjudication requirements and common issuance.
Differences will be broken down by folder type, subtype, work type and additional attributes
within the system.
b. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.3.10. Output Scope Limits
The project will produce a maximum of ten (10) outputs from the platform for Phase 1. This will
include rendered outputs that come from crystal reports, jasper reports, and word merges to
produce notices, receipts, follow-up letters, operational reports, performance reports, transactions
reports, Permit’s, penalties through Amanda Backoffice, portal, and within the Inspect App.
a. Outputs are estimated as 5 documents/letters and 5 reports for Phase 1. Additional
documents/reports are not included within this scope.
b. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.3.11. Advanced Search in place of Reports
The ability to use advanced search in Amanda will reduce the number of reports required as users
will be able to seek out information and export to excel as needed. If the user can query and
interpret the data appropriately, compared to the KIVA report, said report will not be converted
within Amanda. Visions33 will support this change through guidance and knowledge transfer.
3.3.12. Integration Scope Limits
For the Phase 1, Integrations (Interfaces) will be limited to Blue Beam and the setup of the GIS
adapter. All other potential interfaces will be developed and delivered in Phase 2. Phase 1I
a. Vision33 leverages Amanda Web Services to integrate where possible, but also
accommodates flat file exports to FTP or SFTP locations required, data link sharing, and
adaptors to ensure integration integrity and success.
b. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
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3.3.13. External APIs
External vendors and/or resources that leverage applications that require integration/interface
activities will provide product and API documentation and be available for discussion if the need
arises (e.g. Address Authority, Inova, Selection, Bluebeam, e-gov Alliance, etc.).
3.3.14. Data Conversion Scope Limits
No Data Conversion analysis, documentation, and scripting will be provided for the Phase 1.
3.3.15. Data Quality
Data quality (normalization, redundancy, and cleansing) from the legacy system is the responsibility
of the Customer.
3.3.16. User Scope Limit
For purposes of this scope, 100 users will leverage the solution developed within the Amanda
platform. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.4. Out of Scope
Vision33 is not required to provide any Services or Deliverables that are not specifically described in this
SOW. For example, the following features and capabilities are excluded from the Services:
• No Data Conversion in Phase 1 pilot
• No Batch processes in Phase 1 pilot
• No Inspector App delivery in Phase 1 pilot
• Only GIS adaptor integration and Blue Beam interface will be developed in Phase 1 pilot
• Data cleansing
• End User training plan
• Amanda Product Troubleshooting and release Quality Assurance
• Proof of Concept activities
• Core Product Enhancement requirements or development; including the Inspector App and
Amanda Public Portal
• Additional requirements raised after signoff of Needs Analysis Requirements documents
• New or derived requirements raised during SVT testing
• Customized Training or Training materials
• IT or Product support for non-hosted environments
• Extensive Vision33 Test Plan, Test Procedures, or Test Reports.
• Post Go-Live Product Support and Maintenance for non-configuration elements
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4. Acceptance Criteria and Acceptance Period
For purposes of this Section:
• “Defect” means a documented and reproducible error that causes the Software to fail to
operate in accordance with its specifications and consists of Severity 1 Defects, Severity 2
Defects and Severity 3 Defects.
• “Severity 1 Defect” means any Defect that identifies a significant gap from requirements making
the use Amanda as defined impossible and which cannot be circumvented or avoided on a
temporary basis by Customer (i.e., no workaround exists).
• “Severity 2 Defect” means any Defect which defines a gap between what was delivered and
what was agreed to for any important function in the requirements
• “Severity 3 Defect” means any Defect which is not required to be correct for go-live. This
category also includes any Defect that is primarily cosmetic in nature and does not impact
system functionality and any changes or additions to features or functionality
Vision33 will deliver the Deliverables described in this SOW. For each document or other non-software
deliverable, Customer will review and provide either sign-off of acceptance or feedback for discussion
and correction within three (3) business days. Any Deliverable that does not receive notification of non-
acceptance within that time period will be deemed accepted.
For each software deliverable, Customer will accept each Deliverable, unless such Deliverable contains
Severity 1 Defect or Severity 2 Defect and Customer so notifies Vision33 within the Acceptance Period as
defined in the Solution Verification Test Plan. Vision33 will correct Severity 1 Defects and Severity 2
Defects as described above. All other Defects will be tracked for potential future releases.
Notice of any Severity 1 Defect or Severity 2 Defect must be provided to Vision33, either in writing or
identified in an AFIL (the defect tracking system to be used by Vision33), by the end of the Acceptance
Period defined in the Solution Verification Test Plan. Once Vision33 has provided corrections, Customer
will have three (3) business days to verify that the corrections are sufficient and to provide written
notice of any failure to correct a Severity 1 Defect or Severity 2 Defect. If no written notification is
provided, the corrections and the Deliverables will be deemed accepted.
If no Solution Verification Test Plan has been mutually agreed upon by the start of Solution Verification,
the schedule and fees for the project will need to be adjusted via a change request procedure.
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5. Fee and Payment Terms
The Fee for the Services and Deliverables described in this SOW is $204,246.40 USD. Vision33 may
travel on site for key meetings and activities related to the project (on request).
Travel is estimated at $3500 per resource to be onsite from Monday to early Friday. A recommended
travel budget for the project would be up to five (5) trips for a total $17,500. This is a budgetary number
and not a fixed price. The City of Kent will authorize when trips can occur and can request additional
trips beyond this budget. A Change Order and/or Amendment will be required to add funding for Travel,
should additional travel be deemed necessary.
Milestone Invoice Amount
(USD)
Invoice Month
(2019)
Milestone 1 Kickoff & Project Plan $20,000.00 May
Milestone 2 Solution Design Document and Prototype $20,000.00 June
Milestone 3 Folder Specification Report $20,000.00 July
Milestone 4 Reporting Analysis and Specification Document $8,000.00 July
Milestone 5 Interfaces Analysis and Mapping Specification $20,000.00 July
Milestone 6 Portal Requirements analysis and Specification $20,000.00 July
Milestone 7 Backoffice Configuration & QA $32,000.00 Aug
Milestone 8 Reports and documents Configuration and QA $14,000.00 Aug
Milestone 9 Interfaces Configuration QA $20,000.00 Aug
Milestone 10 Portal configuration and QA $20,000.00 Sept
Milestone 12 Completion of 2 Week Verification Testing $10,246.40 Sept
Travel Budget (billed as actuals) $17,500.00 As Incurred
Professional Services and Travel Total (USD) $221,746.40
Billing/Purchasing Contact Name: ____________________________________________
Contact Email Address: ____________________________________________
Billing Address: ____________________________________________
____________________________________________
____________________________________________
Total SOW Amount: ____________________________________________
Purchase Order No: ____________________________________________
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Accepted and agreed:
City of Kent
CSDC Inc.
By By
Name Name
Title Title
Date Date
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Appendix A: Workflow Streams
Workflow Grouping Workflows
Residential Building permit
Land Use Site Plan Review
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Appendix B: Workflow Streams Task and Deliverables Details
The following subsections provide details of key deliverables to be completed and provided to Customer
by Vision33. As each deliverable is provided, the Customer Project Manager will be notified. Unless
specifically note in the deliverable description, Customer has three (3) business days to review each
deliverable and provide written notification of acceptance or non-acceptance of the deliverable. If no
notification is provided, the deliverable will be deemed accepted. Any notice of non-acceptance must
include detailed feedback of the reason Customer does not accept, per section 4. Acceptance Criteria
and Acceptance Period
App B.1. Preparation Phase
App B.1.1 Project Kickoff Session
Deliverable Description: A leadership driven session to introduce the vendor, objectives, goals, and
exit criteria necessary for a successful implementation. Upon completion the slide package is
delivered to Customer.
Assumptions and Constraints:
o Prior to kickoff items provided from the “Pre-Analysis Homework”, required from the
Customer, will be provided to Vision33.
o Kickoff may be in conjunction with the Solution Verification workshop to facilitate a single
session.
o Kickoff / Slides include project scope, goals and expectations, risks, PM process, high level
schedule.
Acceptance Criteria: Completion of Kickoff Session and delivery of slide package.
App B.1.2 Project Plan
Deliverable Description: Mutually agreed upon project schedule, maintained by Vision33, to
commence the project.
Assumptions and Constraints:
o Vision33 maintains the project plan. Exports can be provided upon request but the Vision33
collaborative project schedule will be the System of Record.
o Customer Project Manager has identified SMEs and IT resources that will be available
throughout the implementation
o Completion will signify the initial project plan. Rebalancing activities will occur on a
monthly basis and will account for any expected vacation/holiday plans for resources and
update for any lag that has occurred.
Acceptance Criteria: Customer Project Manager Acceptance of Schedule.
App B.2. Solution Verification & Prototype
App B.2.1 Solution Design Document (SDD)
Deliverable Description: Document that represents a high-level view of the solution. The SDD
establishes that the Solution Architect has a functional understanding of the solution required to
meet the needs established within the engagement.
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Assumptions and Constraints:
o Listing and high-level definition of Folder Types to be developed (2 for pilot)
o List of merge documents and reports scoped to the two folder types to be delivered in the
pilot.
o High level listing of portal scope.
o High level listing of the Interface scope.
Acceptance Criteria: (DA form required): Customer Business SME and PM signoff on the SDD
Document.
App B.2.2 Amanda Folder Prototype
Deliverable Description: A high-level walk through of the SDD and Prototype are performed to
emphasize the functional understanding gained through output provided and Solution Verification
workshops performed. In addition, a Folders List, documenting the elements of the solution that
will be expanded upon during Needs Analysis will be provided.
Assumptions and Constraints:
o The Prototype Folder(s) may be in the Customer’s Development environment or a Vision33
Sandbox if the Development environment has not yet been prepared.
o Folder list is an export from Prototype and includes all Folders that are to be developed as
defined in the Customer’s BRD and Vision33 SDD documents.
Acceptance Criteria: (DA form required): Signoff of Folder List.
App B.3. Needs Analysis
App B.3.1 Updated Amanda Folder Prototype
Deliverable Description: Document that provides a detailed description of each unique folder, a
mapped workflow diagram, and business rules gathered during requirements gathering workshops.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase
o Identified folder types are found in the “workflow grouping” column of Appendix A and are
subject to change through the Solution Verification and Needs Analysis phases.
o Any changes to the folder count (2) will be discussed with the Customer prior to making the
adjustment.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
FSR Report.
App B.3.2 Report(s) Output Requirement Document(s)
Deliverable Description: Document(s) that lay out the design of a specific output deliverable (report,
query, or dashboard) and the corresponding data required to meet Customer requirements found in
the Customer BRD.
Assumptions and Constraints:
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o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Pilot scope reports.
o 5 reports (V33 will select appropriate reports for Pilot)
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Report Output Mapping worksheet.
App B.3.3 Merge Document Requirement Document(s)
Deliverable Description: Document(s) that lay out the design of a specific document(s) and the
corresponding data required to meet Customer requirements found in the Customer BRD.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Pilot scope documents.
o 5 merge docs (V33 will select appropriate reports for Pilot)
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Report Output Mapping worksheet.
App B.3.4 Interface Requirement Document(s)
Deliverable Description: Document(s) describing identified interfaces, their functionality, and any
automated modifications required for data elements.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o 2 Interfaces has been identified for the pilot:
▪ Bluebeam
▪ Base GIS adaptor integration
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Interface Requirement Document(s).
App B.3.5 Portal Functional Requirements Document (FRD)
Deliverable Description: A detailed document describing the Portal screens, the identified fields to
present to citizens, permissions around access, and exchange data elements.
Assumptions and Constraints:
o Portal will be implemented with base configuration for the pilot. Web-flags will be enabled
through the application for the two folder types developed. No customization of the Portal
will be completed in Phase 1.
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Portal will include scope for the following:
▪ Home Page or Landing Page.
▪ Page Master:
• Default master page for all subsequent pages.
▪ Public Search Page:
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• Search for [Folder] by property address.
• Search for [Folder] by permit/license information.
• View [Folder] search results in table or on map (Google map).
• View [Folder] details:
o Folder Details (i.e. folder).
o Property Details (if applicable).
o Application Details (i.e. Folder Info’s).
▪ User Registration (2-step verification) Page.
▪ Registered User Login page.
▪ User Profile Management Page.
▪ Password Reset Page.
▪ User Dashboard:
• View data & status of all permits, licenses and other applications:
o Folder Details (i.e. folder).
o Property Details (if applicable).
o Application Details (i.e. Folder Info’s).
o Attachments.
o Certifications.
o Process list with Status.
o Application Fee.
o Schedule Inspections.
• Edit data of all permits, licenses and other applications.
• Schedule & manage inspections requests.
• Download approved permits or license.
▪ Submit New Applications:
• Submit/renew an application (Folder):
o Application Wizard & Anchors for (Customer-authored)
Help/Guiding Text.
o Property Search.
o Application Detail (i.e. Folder info’s).
o Upload attachments (multiple file, drag & drop).
o Pay application fees.
▪ Save and withdraw applications.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Public Portal FRD.
App B.3.6 Solution Verification Test Plan
Deliverable Description: Document outlining approach complete Solution Verification Testing. The
plan will include:
• List of all test cases to be developed and assigned resources responsible for delivering
• Schedule for test case development
• Schedule for review and validation of test cases and acceptance criteria
• SVT schedule including
o Test cycle schedule
o Issue triage schedule
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o Issue correction period
o Resource plan and schedule
Assumptions and Constraints:
o Vision33 will manage the SVT process
o Customer PM will coordinate and communicate with all Customer resources required to
complete SVT.
o Customer will make required resources available to complete the SVT in a timely manner.
o Failure to make Customer resources available will impact schedule and/or cost, requiring a
change order to the project
o Solution Verification is planned for 2 weeks – an increase in duration of SVT will impact
overall schedule and fees, necessitating a change order
Acceptance Criteria: (DA form required): Customer PM signed acceptance of the SVT Plan.
App B.4. Configuration
App B.4.1 Configured Folders for Test
Deliverable Description: Configured Folders in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o SVT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-test Folders released to Customer Test Environment and Customer notified
about release.
App B.4.2 Configured Output Reports for Test
Deliverable Description: Output Reports in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o SVT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Output Reports released to Customer Test Environment, and Customer
notified about release for SVT to commence.
App B.4.3 Configured Merge Documents for Test
Deliverable Description: Merge Documents in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o SVT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Merge Documents released to Customer Test Environment, and
Customer notified about release.
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App B.4.4 Configured Interfaces for Test
Deliverable Description: Interfaces in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o The Customer must coordinate the appropriate contact to establish an appropriate test
plan.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o SVT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Interfaces released to Customer Test Environment, and Customer
notified about release.
App B.4.5 Configured Portal for Test
Deliverable Description: Portal module configured in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o SVT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test configured Portal(s) released to Customer Test Environment, and
Customer notified about release.
App B.4.6 Limited Solution Verification Testing
Deliverable Description: Two (2) week window verifying the elements analyzed and developed to
meet the requirements provided/approved during Needs Analysis.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o Train-the-Trainer activities have occurred
Acceptance Criteria: N/A
App B.5. Go Live and Closure
Not applicable for the Phase 1. Phase 1 project scope ends with approval of solution at the end of SVT.
App B.6. Deliverables
The deliverable table is organized by project phase, with an estimated date range. The estimated date
range is based on the preliminary project plan provided in Appendix #E
Item Phase / Deliverable
B.1. Preparation Phase
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B.1.1. Project Kickoff Session
B.1.2. Project Plan
B.2. Solution Verification
B.2.1. Solution Design Document
B.2.2. Amanda Folder Prototype
B.3. Needs Analysis
B.3.1. Updated Amanda Folder Prototype (FSR)
B.3.2. 5 Report(s) Output Requirement Document(s) (Specifications)
B.3.3. 5 Merge Document Requirement Document(s) (Specifications)
B.3.4. Interface Requirement Document(s) (Mapping)
B.3.5. Portal Functional Requirements Document
B.3.6. Solution Verification Test Plan
B.4. Configuration
B.4.1. Configured Folders for Test
B.4.2. Configured Output Reports for Test
B.4.3. Configured Merge Documents for Test
B.4.4. Configured Interfaces for Test
B.4.5. Configured Portal for Test
B.5. Limited Solution Verification Test (2 weeks)
B.5.1. Final Configured Folders for Deployment
B.5.2. Final Configured Output Reports for Deployment
B.5.3. Final Configured Merge Documents for Deployment
B.5.4. Final Configured Interfaces for Deployment
B.5.5. Final Configured Portal for Deployment
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Appendix C: Deliverable Acceptance
Milestone Acceptance Request
Project Name:
Date Requested:
Reference:
Requested Return Date:
Requested By:
Telephone:
Deliverable Name:
Date and Version:
Deliverable Cost to
be Invoiced:
Deliverable Disposition
Accepted No Conditions
Accepted with Conditions
Rejected
Comments:
Attachment:
Signature:
(Indicating Acceptance)
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Appendix D: Pre-Analysis Homework
Topic Item list
Leadership • Provide Full Name, Role/Title, and Department for the following
roles:
o CIO
o Project Sponsor
o Department Directors or Officials
o Project Manager
o Business Analyst
Users • Proved Full Name, Role/Title, and Department for all Backoffice
Users
• Provide Full Name, Title, Discipline, and Regions (if applicable) for
all Inspectors
• Provide Full Name, Title, and Support Function for all IT members
involved in this engagement
Business • What is the primary goal of the system?
• Synopsis of the business
• Process Flow diagrams
Operational • Standard Operating Procedures (if available)
Customer Interaction
• Paper application
• Any public portal available?
• How does the public provide information to San Jose?
Communication
• Letters sent to public
• Emails
• Certifications
Dependencies
• Individual applications
• Progressive applications (a,b,c)
Internal reporting
• Report Examples
• Detail important metrics to operations
Fees
• Fees
• Discounts
• Computational logic
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Current State
• Pain Points
• Expectation of the new systems
• Peak volume
• Busy periods
• “Case” Metrics – Number of Folders per year
• Licenses for existing systems or Third-Party systems - expiry dates,
deadlines?
Eligibility
• Any Certifications?
• Any third-party service providers
Reviewers
• Communication to the external reviewer
• Inspections
Current application
• Walkthrough (recorded)
• Identify Unique requirements:
• Relate to AMANDA
o People
o Property
o Attachments
o Business Rules
• Data Conversion (legacy system description of overall purpose)
Accounting
• Interface with GL
• Reconciliation
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Appendix E: Preliminary Project Plan
Task Name Duration Start Finish
AMANDA Implementation for City of Kent 77 days May 20 '19 Sep 10 '19
Project Management 77 days May 20
'19 Sep 10 '19
Phase 1 - Prototype Phase 15 days May 20
'19 Jun 7 '19
Prepare & Software Delivery 1 day May 20 '19 May 20 '19
Pre-Analysis 15 days May 20 '19 Jun 7 '19
Kickoff and review of Project Schedule 1 day May 20 '19 May 20 '19
On Premise Setup 5 days May 20 '19 May 24 '19
Server setup 5 days May 20 '19 May 24 '19
Development Configuration 3 days May 20 '19 May 22 '19
SVT Configuration 2 days May 23 '19 May 24 '19
Solution Design and Prototype-2 Iterations 15 days May 20 '19 Jun 7 '19
Residential Permit 5 days May 27 '19 May 31 '19
Site Plan 5 days Jun 3 '19 Jun 7 '19
Solution Design Document 2 days May 20 '19 May 21 '19
Solution Design document prep and submission 2 days May 20 '19 May 21 '19
Solution Design document review by Client 1 day May 20 '19 May 20 '19
Solution Design document updates 1 day May 20 '19 May 20 '19
Milestone 1 - Solution Design Complete 0 days Jun 7 '19 Jun 7 '19
Solution Document Approved 0 days Jun 7 '19 Jun 7 '19
Acceptance 0 days Jun 7 '19 Jun 7 '19
Payment 0 days Jun 7 '19 Jun 7 '19
Analysis 33 days Jun 10 '19 Jul 31 '19
Back office 16 days Jun 10 '19 Jul 8 '19
People Structure and Validation 2 days Jun 10 '19 Jun 11 '19
Property Structure and Validation 2 days Jun 12 '19 Jun 13 '19
Folder Types 3 days Jun 14 '19 Jun 18 '19
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
31 | P a g e
Reports and Documents 3 days Jun 19 '19 Jun 21 '19
Interfaces (GIS, Bluebeam) 6 days Jun 24 '19 Jul 8 '19
Portal 5 days Jul 9 '19 Jul 15 '19
Functional Requirements Documents 12 days Jul 16 '19 Jul 31 '19
Folder Specification Report (System Requirements)-Folder Type 3 days Jul 16 '19 Jul 18 '19
FSR preparation and submission 1.5 days Jul 16 '19 Jul 17 '19
FSR Review by Client 1 day Jul 17 '19 Jul 18 '19
FSR updates and sign off 0.5 days Jul 18 '19 Jul 18 '19
Milestone 2 Folder Analysis 0 days Jul 18 '19 Jul 18 '19
Functional Requirements Document-Reports and Documents 3 days Jul 19 '19 Jul 23 '19
FRD preparation and submission 1.5 days Jul 19 '19 Jul 22 '19
FRD Review by Client 1 day Jul 22 '19 Jul 23 '19
FRD updates and sign off 0.5 days Jul 23 '19 Jul 23 '19
Milestone 3 Reports and Documents approved 0 days Jul 23 '19 Jul 23 '19
Functional Requirements Document-Interfaces 3 days Jul 24 '19 Jul 26 '19
FRD preparation and submission 1.5 days Jul 24 '19 Jul 25 '19
FRD Review by Client 1 day Jul 25 '19 Jul 26 '19
FRD updates and sign off 0.5 days Jul 26 '19 Jul 26 '19
Milestone 4 Interfaces specifications Approved 0 days Jul 26 '19 Jul 26 '19
Functional Requirements Document -Portal 3 days Jul 29 '19 Jul 31 '19
FRD preparation and submission 1.5 days Jul 29 '19 Jul 30 '19
FRD Review by Client 1 day Jul 30 '19 Jul 31 '19
FRD updates and sign off 0.5 days Jul 31 '19 Jul 31 '19
Milestone 5 Portal specifications Approved 0 days Jul 31 '19 Jul 31 '19
Milestone 6 - Needs Analysis Phase Complete 0 days Jul 31 '19 Jul 31 '19
Folder Specification Reports (FSR's) 0 days Jul 31 '19 Jul 31 '19
Report Mapping Worksheets 0 days Jul 31 '19 Jul 31 '19
Interface Mapping Worksheets 0 days Jul 31 '19 Jul 31 '19
Portal Mapping Worksheets 0 days Jul 31 '19 Jul 31 '19
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
32 | P a g e
Folder Specification Reports (FSR's) 0 days Jul 31 '19 Jul 31 '19
Acceptance 0 days Jul 31 '19 Jul 31 '19
Payment 0 days Jul 31 '19 Jul 31 '19
Configuration 23 days Aug 1 '19 Sep 2 '19
Back Office 23 days Aug 1 '19 Sep 2 '19
Folder Types 16 days Aug 1 '19 Aug 22 '19
Milestone 7 Folder types Configured 0 days Aug 22
'19 Aug 22 '19
Reports and Documents 6 days Aug 1 '19 Aug 8 '19
Milestone 8 Reports and docs configured 0 days Aug 8 '19 Aug 8 '19
Interfaces (GIS/Bluebeam) 7 days Aug 23 '19 Sep 2 '19
Milestone 9 GIS/Bluebeam configured 0 days Sep 2 '19 Sep 2 '19
Portal 18 days Aug 1 '19 Aug 26 '19
Milestone 10 Portal Solution Configured 0 days Aug 26
'19 Aug 26 '19
Internal QA review 12.8 days Sep 2 '19 Sep 19 '19
Back office 4 days Sep 3 '19 Sep 6 '19
Folder Types 4 days Sep 3 '19 Sep 6 '19
Reports and Documents 2 days Sep 3 '19 Sep 4 '19
Interfaces 3 days Sep 3 '19 Sep 5 '19
Portal 5 days Sep 3 '19 Sep 9 '19
Milestone 10 - Configuration Phase Complete 0 days Sep 2 '19 Sep 2 '19
Configured Folders for Test 0 days Sep 2 '19 Sep 2 '19
Configured Output Reports for Test 0 days Sep 2 '19 Sep 2 '19
Configured Interfaces for Test 0 days Sep 2 '19 Sep 2 '19
Configured Portal for Test 0 days Sep 2 '19 Sep 2 '19
Acceptance 0 days Sep 2 '19 Sep 2 '19
Payment 0 days Sep 2 '19 Sep 2 '19
Promote Build to SVT 1 day Sep 3 '19 Sep 3 '19
Train the Trainer for SVT 0.8 days Sep 4 '19 Sep 4 '19
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Kent – Amanda Implementation Phase 1 Pilot- Statement of Work
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Folder Types 0.2 days Sep 4 '19 Sep 4 '19
Reports and Documents 0.2 days Sep 4 '19 Sep 4 '19
Interfaces 0.2 days Sep 4 '19 Sep 4 '19
Portal 0.2 days Sep 4 '19 Sep 4 '19
SVT (Solution Verification Testing) 10 days Sep 4 '19 Sep 18 '19
SVT Round 1 (folders and workflow) 5 days Sep 4 '19 Sep 11 '19
Report & Documents 2 days Sep 4 '19 Sep 6 '19
Folder Types & Workflow 3 days Sep 6 '19 Sep 11 '19
SVT Round 2 (Interfaces and Portal) 5 days Sep 11 '19 Sep 18 '19
GIS/Bluebeam 3 days Sep 11
'19 Sep 16 '19
Portal 2 days Sep 16
'19 Sep 18 '19
Milestone 12- Test Phase Complete 1 day? Sep 18 '19 Sep 19 '19
Configuration Based Train the Trainer Knowledge
Transfer 0 days Sep 18
'19 Sep 18 '19
Final Configured Folders for Deployment 0 days Sep 18
'19 Sep 18 '19
Final Configured Output Reports for Deployment 0 days Sep 18
'19 Sep 18 '19
Final Configured Interfaces for Deployment 0 days Sep 18
'19 Sep 18 '19
Final Configured Portal for Deployment 0 days Sep 18
'19 Sep 18 '19
Acceptance 0 days Sep 18
'19 Sep 18 '19
Payment 0 days Sep 18
'19 Sep 18 '19
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City of Kent – Permitting System
Phase 2 – Full Implementation
Prepared on February 21, 2019 by CSDC Inc. for:
City of Kent
CSDC Inc.
804 Las Cimas Parkway, Suite 100,
Austin, TX 78746
Prepared By:
Tom Shaw
Director, Business Development
561-628-9743
t.shaw@csdcsystems.com
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Kent – Amanda Implementation - Statement of Work
ii
Contents
1. Overview ................................................................................................................................................. 1
2. Services and Deliverables ....................................................................................................................... 2
2.1. Preparation Phase ......................................................................................................................... 2
2.2. Solution Verification & Prototype ................................................................................................. 3
2.3. Needs Analysis .............................................................................................................................. 4
2.4. Configuration ................................................................................................................................ 6
2.5. Training and Knowledge Transfer ................................................................................................. 7
2.6. User Acceptance Test .................................................................................................................... 8
2.7. Go-Live & Closure ........................................................................................................................ 10
2.8. Project Management .................................................................................................................. 10
2.9. Additional Deliverables ............................................................................................................... 12
3. Dependencies and Assumptions .......................................................................................................... 13
3.1. Dependencies .............................................................................................................................. 13
3.2. Additional Dependencies (Assumptions) .................................................................................... 14
3.3. Customer Assumptions ............................................................................................................... 15
3.4. Out of Scope ................................................................................................................................ 17
4. Acceptance Criteria and Acceptance Period ........................................................................................ 18
5. Fee and Payment Terms ....................................................................................................................... 19
City of Kent .............................................................................................................................................. 21
CSDC Inc. ................................................................................................................................................. 21
Appendix A: Workflow Streams .............................................................................................................. 22
Appendix B: Workflow Streams Task and Deliverables Details ............................................................... 26
App B.1. Preparation Phase ............................................................................................................... 26
App B.2. Solution Verification & Prototype ....................................................................................... 26
App B.3. Needs Analysis .................................................................................................................... 27
App B.4. Configuration ...................................................................................................................... 31
App B.5. Training and Knowledge Transfer ....................................................................................... 33
App B.6. User Acceptance Test .......................................................................................................... 35
App B.7. Go Live and Closure ............................................................................................................. 37
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Kent – Amanda Implementation - Statement of Work
iii
App B.8. Deliverable Table ................................................................................................................ 38
Appendix C: Deliverable Acceptance....................................................................................................... 40
Appendix D: Pre-Analysis Homework ...................................................................................................... 41
Appendix E: Preliminary Project Plan ...................................................................................................... 43
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Kent – Amanda Implementation – Phase 2 - Statement of Work
1 | P a g e
This Statement of Work (“SOW”) is entered into by and between CSDC (“Prime”) and the City of Kent
(“Customer”) with Vision33, Inc. (“Vision33”) as services subcontractor.
Project Name
Kent Amanda Implementation
Service Start Date
Anticipated Service End Date
October 01, 2019 September 07, 2020
This SOW is organized as follows:
1. Overview
This section provides a brief overview of the project including guiding goals.
2. Services and Deliverables
This section describes the Services that Vision33 will perform and the Deliverables that will be
provided to Customer during this engagement.
3. Dependencies and Assumptions
This section lists the Customer and/or third-party tasks and responsibilities and project
assumptions upon which the Schedule and Fee are based.
4. Acceptance Criteria and Acceptance Period
This section describes the Acceptance Criteria (i.e., the criteria for software acceptance) and the
applicable Acceptance Period.
5. Fee and Payment Terms
This section identifies the Fees and Payment Schedule for this SOW.
The following appendices provide supporting material, as referred to in the above sections:
Appendix A Workflow Streams
Appendix B Task and Deliverables Details
Appendix C Deliverable Acceptance Form
Appendix D Pre-Analysis Home
Appendix E Preliminary Project Plan
1. Overview
CSDC (“Prime”) is working with its partner, Vision33, as a sub-contractor and service provider in order to
implement the CSDC owned software, Amanda, for The City of Kent, Washington (“Customer”). The
goals of this project are;
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Kent – Amanda Implementation – Phase 2 - Statement of Work
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• To provide workflow optimization for their Permitting, Licensing, and Code Enforcement
activities
• Leverage industry best practices and best of breed technology through the Amanda platform to
address the work streams listed in Appendix A
• Integrate Phase 1 pilot workstreams with Phase 2 configuration, testing, data conversion,
interfaces, and promote to Production with Phase 2
To meet these goals, Vision33 will coordinate with Prime but work directly with the Customer on all
activities related to services provided. Vision33 will staff and manage all resources required to provide
the services and deliverables as described in this SOW.
2. Services and Deliverables
Vision33 will perform the Services described below, including providing the specified Deliverables. The
Deliverables will be provided in electronic and/or hard copy form, as appropriate.
The following sub-sections describe the tasks and deliverables that Vision33 will complete by the end of
the project described in this SOW. Further details for deliverables are included in Appendix B.
Deliverables will be considered “complete” when all the acceptance criteria set forth in Appendix B as
modified by mutual agreement (in writing) has been met or the prescribed review period for each
deliverable/task has expired without written response from the Customer.
Key deliverables will require a Deliverable Acceptance (DA) form signed by the Customer. These are
denoted with a “(DA Form required)” annotation in the detailed deliverables list in Appendix B. A sample
form is shown in Appendix C: Sample Deliverable Acceptance Document.
Any item listed as Customer Dependency is required from the Customer to successfully complete a
service or deliverable. Delays by Customer in providing any dependency may result in a delay to the
project and an associated increase in fees. Any such delays as well as changes in scope or requirements,
will be handled through a change order process to adjust the schedule and fees. All dependency
timelines and expected delivery dates will be agreed upon in the initial four (4) weeks of the project
during the Preparation Phase.
The workstreams delivered in the Phase I Pilot project will be leveraged to implement additional
workstreams. Modifications to the pilot workstreams in Phase 2 will be limited to Interfaces and Data
Conversion.
2.1. Preparation Phase
The Preparation Phase will leverage the Discovery and Phase 1 planning and set the foundation for all
subsequent steps in Phase 2.
This phase includes the following tasks:
• Initial kick–off meetings present the project schedule and objectives to all interested parties
• Vision33 performs pre-analysis
o Collection documentation of current business processes for all workstreams listed in
Appendix A
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Kent – Amanda Implementation – Phase 2 - Statement of Work
3 | P a g e
o Review Customer’s existing system (if any) processes for all workstreams listed in
Appendix A
• Customer and Vision33 perform SOW review and confirmation of Scoping Document
• Customer and Vision33 review Business Requirements Document (BRD) from the Discovery
Phase.
• Vision33 and Customer confirms project plan from Discovery and expands detailed project
planning where necessary
• Customer and Vision33 perform resource planning
• Customer prepares and installs hardware and software infrastructure
Deliverables:
• Mutually confirmed scope: continuation of Project Charter
• Baseline project plan: leveraging Discovery deliverable
Customer Dependencies:
• Business Requirements Document (Discovery deliverable)
• Sign-off on Project Charter
• Hardware and supporting environment from Phase 1 prepared for Phase 2 needs
2.2. Solution Verification & Prototype
The Solution Verification & Prototype phase establishes the initial “to-be” AMANDA Folders (records:
permits/license/case/etc.) that will be fully elaborated in subsequent phases, and confirms a list of
output documents, interfaces/integrations, conversion sources, mobile needs and portal services are.
This phase includes the following tasks:
• Vision33 conducts Solution Verification workshop with Customer Subject Matter Experts (SMEs)
o Review of remaining Amanda Folder Types
o List of required Folder Types
o Folder Type relationships
• Vision33 conducts Key Stakeholder review
o Prototype Folder Type development and review
o Functional requirement alignment
o Provides input to Solution Design Document (SDD)
Deliverables:
• Solution Design Document
o General, high-level Solution Architecture
o High-level module walk-through guides
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Kent – Amanda Implementation – Phase 2 - Statement of Work
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o Listing of high-level folder types
o Outputs
o Interfaces
o Data Conversion Sources
o Portal scope
o Mobile scope
• Amanda Folder Prototype
• Continuation of Traceability Matrix tied to BRD
Customer Dependencies:
• List and sample of reports to be generated from the system
• List of interfaces to be built and available documentation
• List of source systems for data conversion
• SME participation in Solution Verification workshop and validation of Folder Type list
• Key Stakeholder review and sign-off of prototype Folder Types
2.3. Needs Analysis
During Needs Analysis business requirements are analyzed including detailed analysis of Folders,
Reports, Batches, Interfaces/Integrations, Portal, Mobile and Data Conversion requirements.
This phase includes the following tasks:
• Vision33 conducts Product Orientation Training
• Vision33 leads business fit workshops
o Capture detailed business and configuration requirements, including but not limited to
▪ Data validation rules
▪ Workflow business rules
▪ Fee calculations
o Requirements are captured in the Amanda Administration Console to be used to
generate the Folder Specification Reports
• Vision33 leads requirement workshops for additional elements
o Output documents
o Batch routines
o Public Portal
o Inspector Application
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Kent – Amanda Implementation – Phase 2 - Statement of Work
5 | P a g e
• Vision33 leads User Acceptance Test (UAT) preparation workshop
o UAT planning, resource requirements, and scheduling
o Test case requirements and development plan
o Vision33 will provide a Test Case template or the Customer provide may its own, as long
as the Customer’s template meets the needs of testing.
o User Acceptance Test Cases and Execution must address:
▪ Folders
▪ Batch jobs
▪ Output Reports
▪ Portal
▪ “Pairs” testing for configured elements that interact (e.g. Reports with Folders)
▪ Full end to end Systems Testing of the configured solution
o UAT duration is currently planned for four (4) weeks, while adjustments can be made at
this time, significant change in duration may impact schedule and cost
Deliverables:
• Folder Specification Reports (FSRs), generated from Amanda
• Updated Prototype Folder Types
• Mapping worksheets:
o Reports Output (25)
o Merge Document (15)
o Batch
o Interface (inclusive of the Phase I Pilot workstreams)
o Data Conversion (inclusive of the Phase I Pilot workstreams)
o Inspector App (inclusive of the Phase I Pilot workstreams)
o Portal
• UAT Plan, including schedule, Customer resources, and test case development timeline
Customer Dependencies:
• SMEs participate in Product Orientation session
• Active SME participation in business fit workshop(s) and other Needs Analysis sessions
• Active Customer PM and SME participation in UAT planning
• Sign-off on FSRs (requirements gathered in business fit workshop(s))
• Samples of output documents and reports needed, either copies of existing reports, or mock ups
of planned reports.
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Kent – Amanda Implementation – Phase 2 - Statement of Work
6 | P a g e
• Sign-off on Analysis/Requirements documents for Output Reports, Batch Routine, and Portal.
• Sign-off on UAT plan
2.4. Configuration
Configuration and unit testing of the AMANDA system is executed during the Configuration phase. The
new system is ready for User Acceptance Testing (UAT) at the end of this phase.
This phase includes the following tasks:
• Vision33 configures and updates folder types
• Vision33 develops
o Output documents (15 documents and 25 reports)
o Batch routines
o Custom interfaces
o Portal views, connected to Folders
• Vision33 performs a QA Review on each component, including:
o “Unit Level Testing” for individually configured Folders and other elements against
documented requirements, including boundary conditions and error handling for any
data validation requirements
o “Pairs Testing” for the interaction of Folders with other configured elements where
appropriate (i.e. Batch Routines, Reports, Interfaces, Portals, Mobile updates and
synchronization)
o “Systems testing” for full end to end interaction of multiple configured elements.
Testing of custom interfaces to Customer systems may be limited or not possible from
the Development environment.
• Vision33 installs QA Reviewed solution in the Customer’s Testing Environment
• Customer develops test cases for UAT
• Vision33 reviews for alignment with approved Requirements documents and provides feedback
for any necessary adjustments
Deliverables:
• Fully configured and QA Reviewed Amanda Solution for Test, including
o Folders
o Output Reports (25)
o Merge Documents (15)
o Batch Jobs
o Interfaces
o Data Conversion
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Kent – Amanda Implementation – Phase 2 - Statement of Work
7 | P a g e
o Inspector App
o Portal
Customer Responsibilities:
• Additional input or clarification as requested related to configuration requirements.
• Provision of a User Acceptance Testing environment.
• Optionally begin development of User Acceptance Test Plans, Cases, and Procedures in
alignment with approved documented requirements.
2.5. Training and Knowledge Transfer
The objective of the training is to provide Customer staff with product knowledge, and knowledge of the
configured solution to prepare them for development and execution of a User Acceptance Test, as well
as other longer-term Customer activities including rollout of End User training to the planned business
users of the system, and long-term end user support of the system.
This phase includes the following tasks:
• Prime Knowledge Management Center (KMC) delivers Amanda User training
o General Overview training, not customized to Customer’s configuration
o Scheduled during Configuration before UAT
• Prime (KMC) delivers Amanda Administration training
• Vision33 provides knowledge transfer to key Customer Staff
o Specific to Customer’s Amanda configuration
o Informal review prior to User Acceptance Testing
o Content includes
▪ Use of Back Office Folders, Batch Submissions, Output documents (Admin
covered by KMC)
▪ Use of configured Portal
• Customer completes test cases for UAT
o Vision33 performs final test case review and feedback
o Final adjustments are made
Deliverables:
• KMC User Training
• KMC Administration Training
• Vision33 knowledge transfer review
Prime Dependencies:
• KMC Training materials and resources
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Customer Dependencies:
• SME Participation in all training and knowledge transfer
• Test cases for UAT
2.6. User Acceptance Test
Test cases have been developed by the Customer during Configuration and Training, in alignment with
the Folder Requirements (FSRs) and other analysis/mapping Requirements documents approved in
Needs Analysis. If Customer Test Case development is not completed by the beginning of UAT, the
project may be delayed, and additional costs incurred.
User Acceptance Test Cases and Execution must address:
• Folders
• Batch jobs
• Output Reports
• Portal
• “Pairs” testing for configured elements that interact (e.g. Reports with Folders)
• Full end to end Systems Testing of the configured solution
This phase includes the following tasks:
• Vision33 provides Amanda Folder Issue Log training
• Vision33 and Customer perform UAT kick-off with review of plan and UAT goals and guidelines
• Vision33 and Customer PM manage UAT to Plan
o Testing will be performed in focused cycles, with dedicated SME resources for agreed
upon periods of time
o Identified issues will be reported by Customer via Amanda Folder Issues Log (AFIL)
requests
o At the end of each cycle, Vision33 and Customer PMs will triage all identified issues and
assign appropriate priorities
o Issues which are outside scope or not aligned with documented requirements, will be
moved off the issue list and added to a Backlog list
o Failure to complete UAT cycles according to plan will impact schedule and cost,
triggering a change order process
• Vision33 and Customer review Backlog
o All items identified throughout UAT and elsewhere as backlog will be reviewed
o If an item is critical to launch, Customer will have the option to request a change order
to add the item, which may impact schedule and cost
• Vision33 will correct any identified issues following triage
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o Where possible, corrections will be made according to the UAT plan to allow for review
and closure of the issue
• Customer will approve the various high-level elements of the system with signed Deliverable
Acceptance (DA) documents, releasing them to be deployed to Production.
• Vision33 and Customer develop Rollout and Go-live Plan
• Vision33 develops Production Deployment Instructions
Additional modifications to configuration elements after deployment to Production that are not
considered defects, will be Out of Scope for the project and will require a Change Order to address.
This includes any new requirements that may arise from a staged testing and production rollout
strategy.
Following Customer approval of the system, the configuration elements are frozen. The Customer will
provide any internal business user training sessions either in the Test environment prior to deployment,
or in the Production environment after deployment, prior to Go-Live.
Deliverables:
• Tested and Accepted Amanda Solution, including
o Folders
o Output Reports
o Merge Documents
o Batch Jobs
o Interfaces
o Data Conversion
o Inspector App
o Portal
• Rollout and Go-live Plan
• Production Deployment Instructions
Customer Responsibilities:
• Attend Prime Knowledge Management Centre (KMC) formal training sessions
• Attend “As Configured” Train the Trainer sessions
• Execute Test Cases
• Execute Final System Test
• Log Test Issues in Amanda Folder Issue Log (AFIL)
• Participate in Issue triage and prioritization
• Approve configured elements and full solution for deployment to Production
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• Develop End User Guides
• Train all end users
2.7. Go-Live & Closure
Go-Live and Closure is the last phase of the project where the system is rolled out to production after
approval and signoff of User Acceptance Testing, and training of intended end users has been
completed. A single rollout of all configured elements is recommended to de-risk the possibility of
requiring updates to previously deployed elements in a staged rollout strategy.
This phase includes the following tasks per the Rollout and Go-live Plan:
• The Customer, with support of Vision33 verifies the production infrastructure against
specifications
• Vision33 and Customer promote approved elements to the production environment
• Vision33 and Customer complete final data conversion
• Vision33 leads a mock Go-live session
o Walkthrough of deployment procedure
o Utilizes Production Deployment Instructions
o Adjustments will be made to plan if necessary
• Customer performs Production Deployment (with Vision33 support)
• Customer performs final conversion/migration of legacy data (with Vision33 support)
• Customer installs Mobile software on remote devices
• Vision33 provides one (1) week of post-go-live support
Deliverables:
• Deployed Amanda Solution
Customer Responsibilities:
• Set up the production environment.
• Assist Vision33 staff to perform all steps during Mock Go Live.
• Deploy configured elements to the Production environment
• Convert final Production migration data from source to intermediate tables
• Installation of Mobile software on all Inspectors remote devices
2.8. Project Management
The Services include the provision of the management and reporting structure for the Vision33 team.
Vision33 will also take primary responsibility for coordinating the overall implementation, working with
the Customer’s and Prime’s Project Managers. This includes managing scope and issue resolution and
facilitating status meetings in conjunction with the Customer team and stakeholders.
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2.8.1. Vision33 Project Manager
Vision33 Project Manager will:
• Serve as primary interface between Vision33 and the Customer and manage the overall
communication plan
• Manage and deploy Vision33 project resources
• Provide deliverables and drive closure of Vision33 team actions as necessary.
• Generate regular status reports including an updated Project Management Schedule.
• Attend and participate in key project meetings and workshops including Kick-Off, EPA and PPA;
Data Migration, Customizations, and Product Enhancement Requirements workshops; Iteration
Reviews, and UAT.
• Manage scope and schedule
• Manage change requests
• Manage work package deliverable acceptance.
• Assist with risk identification and risk mitigation strategies
2.8.2. Customer Project Manager
The Customer’s project manager will:
• Work closely with Vision33 Project Manager to ensure successful completion of the project.
• Coordinate Customer Resources to meet Customer Dependencies and all Customer activities for
the project
• Assist with risk identification and risk mitigation strategies.
• Develop and maintain any internal, higher level Program Schedule that may be needed for
Customer executives, in consultation with the Vision33 Project Manager if so required.
• Attend weekly status meetings with Vision33 and Prime Project Manager
• Drive the closure of Customer actions and deliverables pursuant to the definition of business
needs
• Be responsible for Deliverable Work Package Acceptance
• Coordinate Customer’s review of the project document and software deliverables and obtain
signoff of an approval form to signify acceptance for each deliverable.
2.8.3. Prime Project Manager
Prime Project Manager will:
• Manage and communicate with all Prime internal resources, including managing Prime
dependencies and their timely delivery
• Provide product support management
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• Cross-partner project coordination, ensuring all parties are appropriately aligned.
• Attend weekly status meetings with Vision33 and Prime Project Manager
2.9. Additional Deliverables
In addition to the Deliverables provided in the previous sections, Vision33 is responsible for providing
the following:
• Source code developed under this SOW (i.e., the Work Product).
• Deliverables will also include all system configuration files and scripts.
• Inventory of all open source components included in the Deliverables and their related licenses.
• Any additional Deliverables as agreed upon during the Preparation Phase or Needs Analysis
• Backlog list of items identified during Needs Analysis, Configuration, and UAT that were not
incorporated into this deployment.
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3. Dependencies and Assumptions
The following is a list of additional Dependencies beyond those listed in section (B), including
responsibilities and other requirements necessary for the successful completion of the Services. This
information is used to establish the Schedule and the Fee. Customer acknowledges that the Schedule
and Fee may be modified in the event of any failure to meet obligations (in whole or in part), as further
described in the Agreement.
3.1. Dependencies
3.1.1. Decision-making and Deadlines
Customer’s Project Manager(s) is:
Name: Hisham Hassan
Contact Information: HHassan@kentwashington.gov
220 Fourth Avenue South, Kent, WA 98032
Phone 253-856-4618 | Fax 253-856-4700
The Project Manager will manage approvals of Deliverables, including use of required
technologies, system content and structure, or other implementation issues. All such decisions
will be made within a maximum of three (3) business days but are subject to a faster response
time or an extension that is mutually agreed to in writing between Vision33 and Customer.
Customer acknowledges that any delays or failures in its cooperation as described in this Section
may result in delays in the Schedule, reduction of functionality or an increase in the Fees, as
further described in the Master Partner Agreement.
3.1.2. Scope
The Services are provided in a fixed time, fixed fee manner. Throughout the project, all parties are
required to actively collaborate to make decisions in a very timely manner to meet the delivery
dates and control the scope of the Deliverables.
3.1.3. Hardware
Customer will procure the development and test hardware environments for use by Vision33 no
later than the Project Kick-off Session. Customer will provide technical access to its internal systems
no later than the Project Kick-off Session.
The staging and production environments must be made available to Vision33 two weeks prior to
the start of system testing on those environments in order to test and confirm proper configuration
and connectivity.
3.1.4. Work Site
The Services will be performed in Vision33 offices, except where it is mutually agreed that
circumstances require otherwise. Should it be necessary for the Vision33 team to work other than
at the Vision33 office, Customer will provide suitable physical office space, building access, system
privileges and required office infrastructure to allow the project team to remain productive.
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3.1.5. Access to Customer Materials and Information
Customer will make documents and other materials available as specified in the project plan and/or
agreed to by the Project Managers.
3.1.6. Mobile and Other Specialty Hardware
Customer is responsible for providing at least one of each type of specialty hardware device for the
Vision33 team to use in testing. These devices will be provided no later than XX/XX/YYYY.
3.2. Additional Dependencies (Assumptions)
3.2.1. Dates
Project start date and other identified project dates are dependent on contract approval and
Vision33 resource availability.
3.2.2. Continuity
Activities and costs presented in this Statement of Work are based on continuous execution with no
material interruption.
3.2.3. Procedures
Contracted procedures will be followed, including the change order procedure to manage any
identified deviation in project scope, schedule, or budget.
3.2.4. No Customer Configuration
Customer will not participate in Amanda development and/or configuration for the initial
implementation.
3.2.5. Release Management
Customer is responsible for the release to any Customer test environment and subsequently into
Production. Vision33 will provide any necessary technical details to assist Customer in this release
management effort.
3.2.6. Test Environments
Customer will provide the necessary test environments. Vision33 depends on the availability of such
environments in order to test solution changes. Any lack of environment availability will be factored
into the test plan and could reduce the scope of the testing and release efforts, especially if the
Vision33 team needs to assist Customer in resolving environmental issues.
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3.3. Customer Assumptions
3.3.1. Business Requirements Document
The Customer will provide a business requirements document (BRD) or identify what is considered
their BRD during the Prepare phase. If none is provided, schedule and cost will change due to
additional analysis requirements.
3.3.2. No System Replacement
The Customer solution within the Amanda platform will not be a replica of the KIVA system; the
solution will align current Customer workflow with Amanda and automate inefficiencies (leveraging
industry & Amanda best practices with business value considerations).
3.3.3. No Business Licensing or Fire Services
Business Licensing and Fire Services solution within the Amanda platform are not in scope for this
project. Inclusion of this workflow stream at a later phase will relate to a separate engagement.
3.3.4. No Enhancements or Customizations to Inspector App or Public Portal
The peripheral applications leveraged (Inspector App and Amanda Public Portal) are pre-defined
COTS products. Any enhancements and/or feature customizations requested by the Customer is not
considered within scope of this implementation.
3.3.5. Dedicated SMEs
Customer will provide Project SMEs who are dedicated to project.
3.3.6. Dedicated PM
Customer will provide a dedicated project manager to assist in the Customer resource planning,
documentation review, and change management facilitation.
3.3.7. Dedicated Business Analyst
Customer will provide a dedicated business analyst to assist in maintaining outputs and
requirements provided to the Vision33 implementation team. The Customer business analyst will
not perform requirements gathering for the Vision33 and is solely focused on providing content for
Vision33 workshops.
3.3.8. Trainers
Customer will provide trainers to attend Train-the-trainer sessions and proctor sessions with end
users of the Customer.
3.3.9. Functional Scope Limits
Vision33 has identified eighty-five (85) application types through discovery and discussions with the
Customer. Vision33 assumes these, and only these, are in scope for the new system. These
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application types translate to approximately twenty (20) folder types with 123 subtype/work-types
(which represent the unique workflows managed during discovery sessions).
a. Separate applications and permit types can be combined in the Amanda platform due to
similar information collected, intake & adjudication requirements and common issuance.
Differences will be broken down by folder type, subtype, work type and additional attributes
within the system.
b. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.3.10. Output Scope Limits
The project will produce forty (40) outputs from the platform. This will be added to the ten (10)
outputs produced in Phase 1. This will include rendered outputs that come from crystal reports,
jasper reports, and word merges to produce notices, receipts, follow-up letters, operational reports,
performance reports, transactions reports, Permit’s, penalties through Amanda Backoffice, portal,
and within the Inspect App.
a. Outputs are estimated as 20 documents/letters and 30 reports. Additional
documents/reports are not included within this scope.
b. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.3.11. Advanced Search in place of Reports
The ability to use advanced search in Amanda will reduce the number of reports required as users
will be able to seek out information and export to excel as needed. If the user can query and
interpret the data appropriately, compared to the KIVA report, said report will not be converted
within Amanda. Visions33 will support this change through guidance and knowledge transfer.
3.3.12. Integration Scope Limits
Through discovery sessions, nine (9) interface/integrations, including the two delivered as part of
Phase 1, have been identified and are included within the scope of work quoted.
Interfaces/integrations completed in Phase 1 will be incorporated into the final Phase 2 deliverable.
a. Vision33 leverages Amanda Web Services to integrate where possible, but also
accommodates flat file exports to FTP or SFTP locations required, data link sharing, and
adaptors to ensure integration integrity and success.
b. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.3.13. External APIs
External vendors and/or resources that leverage applications that require integration/interface
activities will provide product and API documentation and be available for discussion if the need
arises (e.g. Address Authority, Inova, Selection, Bluebeam, e-gov Alliance, etc.).
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3.3.14. Data Conversion Scope Limits
Data conversion has been estimated to be one (1) source system to one (1) destination system,
covering four (4) business disciplines: Building Services, Planning Services, Development
Engineering, and Civil Construction. Any additions or reductions to this scope will result in a
schedule and cost change to the project that will be handled through a change request.
3.3.15. Data Quality
Data quality (normalization, redundancy, and cleansing) from the legacy system is the responsibility
of the Customer.
3.3.16. User Scope Limit
For purposes of this scope, 110 users will leverage the solution developed within the Amanda
platform. Any additions or reductions to this scope will result in a schedule and cost change to the
project that will be handled through a change request.
3.4. Out of Scope
Vision33 is not required to provide any Services or Deliverables that are not specifically described in this
SOW. For example, the following features and capabilities are excluded from the Services:
• Data cleansing
• End User training plan
• Amanda Product Troubleshooting and release Quality Assurance
• Proof of Concept activities
• Core Product Enhancement requirements or development; including the Inspector App and
Amanda Public Portal
• Additional requirements raised after signoff of Needs Analysis Requirements documents
• New or derived requirements raised during UAT testing
• Customized Training or Training materials
• IT or Product support for non-hosted environments
• Extensive Vision33 Test Plan, Test Procedures, or Test Reports.
• Post Go-Live Product Support and Maintenance for non-configuration elements
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4. Acceptance Criteria and Acceptance Period
For purposes of this Section:
• “Defect” means a documented and reproducible error that causes the Software to fail to
operate in accordance with its specifications and consists of Severity 1 Defects, Severity 2
Defects and Severity 3 Defects.
• “Severity 1 Defect” means any Defect that identifies a significant gap from requirements making
the use Amanda as defined impossible and which cannot be circumvented or avoided on a
temporary basis by Customer (i.e., no workaround exists).
• “Severity 2 Defect” means any Defect which defines a gap between what was delivered and
what was agreed to for any important function in the requirements
• “Severity 3 Defect” means any Defect which is not required to be correct for go-live. This
category also includes any Defect that is primarily cosmetic in nature and does not impact
system functionality and any changes or additions to features or functionality
Vision33 will deliver the Deliverables described in this SOW. For each document or other non-software
deliverable, Customer will review and provide either sign-off of acceptance or feedback for discussion
and correction within three (3) business days. Any Deliverable that does not receive notification of non-
acceptance within that time period will be deemed accepted.
For each software deliverable, Customer will accept each Deliverable, unless such Deliverable contains
Severity 1 Defect or Severity 2 Defect and Customer so notifies Vision33 within the Acceptance Period as
defined in the User Acceptance Test Plan. Vision33 will correct Severity 1 Defects and Severity 2 Defects
as described above. All other Defects will be tracked for potential future releases.
Notice of any Severity 1 Defect or Severity 2 Defect must be provided to Vision33, either in writing or
identified in an AFIL (the defect tracking system to be used by Vision33), by the end of the Acceptance
Period defined in the User Acceptance Test Plan. Once Vision33 has provided corrections, Customer
will have three (3) business days to verify that the corrections are sufficient and to provide written
notice of any failure to correct a Severity 1 Defect or Severity 2 Defect. If no written notification is
provided, the corrections and the Deliverables will be deemed accepted.
If no User Acceptance Test Plan has been mutually agreed upon by the start of User Acceptance, the
schedule and fees for the project will need to be adjusted via a change request procedure.
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5. Fee and Payment Terms
The Fee for the Services and Deliverables described in this SOW is $696,764.00 USD. Vision33 may
travel on site for key meetings and activities related to the project (on request).
Travel is estimated at $3500 per resource to be onsite from Monday to early Friday. A recommended
travel budget for the project would be up to (9) trips for a total $31,500. This is a budgetary number and
not a fixed price. The City of Kent will authorize when trips can occur and can request additional trips
beyond this budget. A Change Order and/or Amendment will be required to add funding for Travel,
should additional travel be deemed necessary.
Billing/Purchasing
Milestone Invoice Amount (USD) Timeframe
Milestone 1 Project Kickoff and Project Plan $46,400.00 Oct-20
Milestone 2 Solution Design Document and Prototype $56,000.00 Jan-19
Milestone 3 Folder Specification Report $62,000.00 Feb-20
Milestone 4 Merge documents and reports specification $32,000.00 Feb-20
Milestone 5 Batch Routine specification $26,000.00 Feb-20
Milestone 6 Interface Mapping Specification $24,000.00 Feb-20
Milestone 7 Data conversion mapping worksheet $30,000.00 Feb-20
Milestone 8 Inspector App Functional Requirements $18,000.00 Mar-20
Milestone 9 Portal Functional Requirements Document $18,600.00 Mar-20
Milestone 10 Backoffice Configuration and QA $90,000.00 Apr-20
Milestone 11 Configured Reports and documents and QA $36,000.00 May-20
Milestone 12 Configured Batch jobs and QA $36,000.00 May-20
Milestone 13 Data Conversion scripts executed and QA $60,000.00 May-20
Milestone 14 Inspector app configuration and QA $24,000.00 Jun-20
Milestone 15 Portal Deployed and QA $12,600.00 Jun-20
Milestone 16 Interface(s) deployed and QA $24,000.00 Jun-20
Milestone 17 Amanda KMC End User Training (1 day, up to 10
users) $14,000.00 Jul-20
Milestone 18 Amanda KMC Admin Training (3 days up to 5
users) $20,000.00 Jul-20
Milestone 19 Amanda KMC Inspector App Training (1 day, up
to 10 users) $7,500.00 Jul-20
Milestone 17 User Acceptance Testing Completed & Signoff $23,664.00 Aug-20
Milestone 18 Go Live completed, Transition completed, and
post go live support ended $36,000.00 Sep-20
Travel Budget (billed as actuals) $31,500.00 As Incurred
Professional Services and Travel Total (USD) $728,264.00
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____________________________________________
Billing Address: ____________________________________________
____________________________________________
____________________________________________
Total SOW Amount: ____________________________________________
Purchase Order No: ____________________________________________
Accepted and agreed:
City of Kent
CSDC Inc.
By By
Name Name
Title Title
Date Date
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Appendix A: Workflow Streams
Workflow Grouping Workflows
Code Enforcement (3) Complaints
Economic Development Property Tax Exemption
Commercial Building Permit
Residential Building permit (delivered in Phase I Pilot through
UAT)
Contractor Building Permit
Commercial Demolition Permit
Residential Demolition Permit
Contractor Demolition Permit
Commercial Mechanical Plumbing
Residential Mechanical Plumbing
Contractor Mechanical Plumbing
Commercial Re-Roof Permit
Residential Re-Roof Permit
Multi-Family Re-Roof Permit
Residential Basic Building permit
Residential Storm Water
Commercial Storm water
Construction Minor Civil Construction Permit
Construction Water
Construction Signage
Commercial Storm water
Minor Civil Const Minor Civil Construction Permit
Minor Civil Const Water
Minor Civil Const Signage
Minor Civil Const Earthwork and Clearing
Construction Earthwork and Clearing
Temporary Special Events
Engineering Sewer from Service Agency
Engineering Sewer from Service Agency
Engineering Sewer from Service Agency
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Workflow Grouping Workflows
Engineering Water from Service Agency
Engineering Water from Service Agency
Engineering Water from Service Agency
Engineering Conditional Use Permit
Commercial Sign Permit
Commercial Sign Variance
Commercial Sign permit - Temporary
Construction Sewer
Construction Sewer
Construction Storm Water
Construction Street
Construction Grading
Construction Curb & Gutter
Construction TESC
Construction Traffic Lights
Construction Critical Mitigation
Minor Civil Const Sewer
Minor Civil Const Sewer
Minor Civil Const Storm Water
Minor Civil Const Street
Minor Civil Const Grading
Minor Civil Const Curb & Gutter
Minor Civil Const TESC
Minor Civil Const Traffic Lights
Minor Civil Const Critical Mitigation
Construction Site-Specific Residential - Built with Basic
Construction Site-specific Res with Comprehensive Plan Map
Construction Multi Family Building Permit
Construction Residential Basic
Construction base plan worksheet and Option
Construction Res – Planning
Construction Resubmittal
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Workflow Grouping Workflows
Construction Revision
Engineering Civil Construction
Engineering On-Site Improvements
Engineering Off-Site Improvements
Engineering On and Off -Site Improvements
Engineering Minor Civil Construction Permit/Plan
Land Use Dwelling Unit permit
Cottage Housing Demonstration Proposal
Final Short Subdivision
Final Binding Site plan
Land Use Lot Line Adjustment
Land Use Master Plan
Land Use Midway Design Review
Land Use Mixed use design review
Land Use Multi-Family Design Review
Land Use Planned Unit Development
Land Use Plat Alteration
Land Use Pre-App Conference
Land Use Shoreline Exemption
Land Use shoreline permit
Land Use type 1 short subdivision
Land Use Type 2 short subdivision
Land Use Site Plan Review (delivered in Phase I Pilot through
UAT)
Land Use Special Home Occupation
Land Use Subdivision 10 or more final plat application
Land Use Subdivision 10 or more pre-plat application
Land Use Temporary Use Permit
Land Use Variance Application
Land Use Administrative Wireless Telecommunications
Application
Land Use Conditional Wireless Telecommunications Application
Land Use zoning map amendment
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Workflow Grouping Workflows
Construction Deferral
Land use Variance Application
Review Public Hearing
Appeal Appeal Admin Interpretation
Appeal Appeal SEPA Determination
Appeal Appeal Short Plat Decision
Binding Commercial & Industrial
Binding Condominium Sites
Binding Binding Site Modification
Planning Schedule Hearing
Planning Notice of public hearing
Planning Staff Report
Planning Public Hearing
Planning Land use Recommendation
Planning City Council Decision
Planning Notice of Decision
Engineering Amendment
Engineering Amendment
Engineering Amendment
Engineering Amendment
Engineering Amendment
Engineering Amendment
Engineering Amendment
Engineering Pre-App Conference
Engineering Completeness Review
Engineering Additional Info submittal
Engineering Notice of Application
Engineering External Agency - Comment process
Engineering Public Notice
Engineering Application changes from Notice
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Appendix B: Workflow Streams Task and Deliverables Details
The following subsections provide details of key deliverables to be completed and provided to Customer
by Vision33. As each deliverable is provided, the Customer Project Manager will be notified. Unless
specifically note in the deliverable description, Customer has three (3) business days to review each
deliverable and provide written notification of acceptance or non-acceptance of the deliverable. If no
notification is provided, the deliverable will be deemed accepted. Any notice of non-acceptance must
include detailed feedback of the reason Customer does not accept, per section 4. Acceptance Criteria
and Acceptance Period
App B.1. Preparation Phase
App B.1.1 Project Kickoff Session
Deliverable Description: A leadership driven session to introduce the vendor, objectives, goals, and
exit criteria necessary for a successful implementation. Upon completion the slide package is
delivered to Customer.
Assumptions and Constraints:
o Prior to kickoff items provided from the “Pre-Analysis Homework”, required from the
Customer, will be provided to Vision33.
o Kickoff may be in conjunction with the Solution Verification workshop to facilitate a single
session.
o Kickoff / Slides include project scope, goals and expectations, risks, PM process, high level
schedule.
Acceptance Criteria: Completion of Kickoff Session and delivery of slide package.
App B.1.2 Project Plan
Deliverable Description: Mutually agreed upon project schedule, maintained by Vision33, to
commence the project.
Assumptions and Constraints:
o Vision33 maintains the project plan. Exports can be provided upon request but the Vision33
collaborative project schedule will be the System of Record.
o Customer Project Manager has identified SMEs and IT resources that will be available
throughout the implementation
o Completion will signify the initial project plan. Rebalancing activities will occur on a
monthly basis and will account for any expected vacation/holiday plans for resources and
update for any lag that has occurred.
Acceptance Criteria: Customer Project Manager Acceptance of Schedule.
App B.2. Solution Verification & Prototype
App B.2.1 Solution Design Document (SDD)
Deliverable Description: Document that represents a high-level view of the solution. The SDD
establishes that the Solution Architect has a functional understanding of the solution required to
meet the needs established within the engagement.
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Assumptions and Constraints:
o Listing and high-level definition of Folder Types to be developed. Below is a list of all
program actives listed in the RFP. These will be grouped into 20 Amanda Folder types with
110 Subtype/work-types.
o List of 20 merge documents and 30 reports.
o High level listing of portal scope.
o High level listing of Inspector App scope.
o High level listing of the Interface scope.
o High level listing of the data conversion scope.
Acceptance Criteria: (DA form required): Customer Business SME and PM signoff on the SDD
Document.
App B.2.2 Amanda Folder Prototype
Deliverable Description: A high-level walk through of the SDD and Prototype are performed to
emphasize the functional understanding gained through output provided and Solution Verification
workshops performed. In addition, a Folders List, documenting the elements of the solution that
will be expanded upon during Needs Analysis will be provided.
Assumptions and Constraints:
o The Prototype Folder(s) may be in the Customer’s Development environment or a Vision33
Sandbox if the Development environment has not yet been prepared.
o Folder list is an export from Prototype and includes all Folders that are to be developed as
defined in the Customer’s BRD and Vision33 SDD documents.
Acceptance Criteria: (DA form required): Signoff of Folder List.
App B.3. Needs Analysis
App B.3.1 Updated Amanda Folder Prototype
Deliverable Description: Document that provides a detailed description of each unique folder, a
mapped workflow diagram, and business rules gathered during requirements gathering workshops.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase
o Identified folder types are found in the “workflow grouping” column of Appendix A and are
subject to change through the Solution Verification and Needs Analysis phases.
o Any changes to the folder count (20) will be discussed with the Customer prior to making
the adjustment.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
FSR Report.
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App B.3.2 Report(s) Output Requirement Document(s)
Deliverable Description: Document(s) that lay out the design of a specific output deliverable (report,
query, or dashboard) and the corresponding data required to meet Customer requirements found in
the Customer BRD.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o 25 reports are in scope
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Report Output Mapping worksheet.
App B.3.3 Merge Document Requirement Document(s)
Deliverable Description: Document(s) that lay out the design of a specific document(s) and the
corresponding data required to meet Customer requirements found in the Customer BRD.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o 15 merge documents are in scope
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Report Output Mapping worksheet.
App B.3.4 Batch Routine Requirement Document(s)
Deliverable Description: Document(s) that describes automatic batch routines required, their
functionality, and any automated modifications to data elements.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Up to 17 batch jobs.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Batch Routine Document(s).
App B.3.5 Interface Requirement Document(s)
Deliverable Description: Document(s) describing identified interfaces, their functionality, and any
automated modifications required for data elements.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Except for Bluebeam and GIS, the Phase I Pilot workstreams should be included in interface
analysis and documentation.
o 9 Interfaces have been identified, they are the following:
▪ Business License legacy interface
▪ Inova (Internal POS) payment gateway
▪ Orbi payment gateway
▪ State/e-Gov alliance
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▪ Laserfische
▪ Bluebeam (implemented in Phase 1)
▪ GIS (implemented in Phase 1)
▪ IVR
▪ Address Authority
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Interface Requirement Document(s).
App B.3.6 Data Conversion Mapping Worksheet(s)
Deliverable Description: Excel document describing all data conversion required, their functionality,
and any automated modifications to data elements.
Assumptions and Constraints:
o Data Conversion mapping/analysis is not to exceed 10 business days, this does not include
configuration, testing, and UAT issue identification/resolution.
o Customer is responsible for data cleansing, normalization, and redundancy.
o Customer will make available a technical resource familiar with the legacy application’s
relational structure and be able to perform cleansing, normalization, and redundancy.
o Customer will export data from legacy system and upload (in native format) to tables within
the database.
o Vision33 analyst will map all fields to the solution. If elements are to be omitted this should
be communicated by SMEs to the analyst accordingly.
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o 1 data conversion source, KIVA, relating to the following four business disciplines: Building
Services, Planning Services, Development Engineering, and Civil Construction. All other
sources, or business disciplines, identified would be considered out of scope
o Phase I Pilot workstreams should be included in Data Conversion analysis and
documentation.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Batch Mapping Worksheets.
App B.3.7 Inspector App Functional Requirements Document
Deliverable Description: Document that provide a detailed list of the inspections, inspectors, and
functionality of the Inspector Application.
Assumptions and Constraints:
o The Inspector Application is a pre-defined COTS solution that leverages the back office
through store & forward functionality. Changes requested are product enhancements and
are not within scope of this engagement.
o Elements covered in the document relate to inspection type, inspectors, and installation.
o Vision33 can provide recommendation on devices, but recommendations will only be
through prior installation and use experiences. Vision33 makes no attestation or assurances
on the device the Customer selects to utilize.
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Phase I Pilot workstreams should be included in Inspector App analysis and documentation.
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Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Inspector App FRD.
App B.3.8 Portal Functional Requirements Document (FRD)
Deliverable Description: A detailed document describing the Portal screens, the identified fields to
present to citizens, permissions around access, and exchange data elements.
Assumptions and Constraints:
o Requirements are backwards traceable to Customer’s BRD, and Vision33’s System Design
Document (SDD) from the Scope Verification phase.
o Portal will include scope for the following:
▪ Home Page or Landing Page.
▪ Page Master:
• Default master page for all subsequent pages.
▪ Public Search Page:
• Search for [Folder] by property address.
• Search for [Folder] by permit/license information.
• View [Folder] search results in table or on map (Google map).
• View [Folder] details:
o Folder Details (i.e. folder).
o Property Details (if applicable).
o Application Details (i.e. Folder Info’s).
▪ User Registration (2-step verification) Page.
▪ Registered User Login page.
▪ User Profile Management Page.
▪ Password Reset Page.
▪ User Dashboard:
• View data & status of all permits, licenses and other applications:
o Folder Details (i.e. folder).
o Property Details (if applicable).
o Application Details (i.e. Folder Info’s).
o Attachments.
o Certifications.
o Process list with Status.
o Application Fee.
o Schedule Inspections.
• Edit data of all permits, licenses and other applications.
• Schedule & manage inspections requests.
• Download approved permits or license.
▪ Submit New Applications:
• Submit/renew an application (Folder):
o Application Wizard & Anchors for (Customer-authored)
Help/Guiding Text.
o Property Search.
o Application Detail (i.e. Folder info’s).
o Upload attachments (multiple file, drag & drop).
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o Pay application fees.
▪ Save and withdraw applications.
▪ Payment interface.
Acceptance Criteria: (DA form required): Customer Business SME and PM signed acceptance of the
Public Portal FRD.
App B.3.9 User Acceptance Test Plan
Deliverable Description: Document that provide a detailed to complete User Acceptance Testing.
The plan will include:
• List of all test cases to be developed and assigned resources responsible for delivering
• Schedule for test case development
• Schedule for review and validation of test cases and acceptance criteria
• UAT schedule including
o Test cycle schedule
o Issue triage schedule
o Issue correction period
o Resource plan and schedule
Assumptions and Constraints:
o Vision33 will manage the UAT process
o Customer PM will coordinate and communicate with all Customer resources required to
complete UAT.
o Customer will make required resources available to complete the UAT in a timely manner.
o Failure to make Customer resources available will impact schedule and/or cost, requiring a
change order to the project
o User Acceptance is currently estimated at 4-6 weeks – an increase in duration of UAT will
impact overall schedule and fees, necessitating a change order
Acceptance Criteria: (DA form required): Customer PM signed acceptance of the UAT Plan.
App B.4. Configuration
App B.4.1 Configured Folders for Test
Deliverable Description: Configured Folders in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-test Folders released to Customer Test Environment and Customer notified
about release.
App B.4.2 Configured Output Reports for Test
Deliverable Description: Output Reports in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
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o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Output Reports released to Customer Test Environment, and Customer
notified about release for UAT to commence.
App B.4.3 Configured Merge Documents for Test
Deliverable Description: Merge Documents in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Merge Documents released to Customer Test Environment, and
Customer notified about release.
App B.4.4 Configured Batch Jobs for Test
Deliverable Description: Batch Job Routines in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o If batch jobs require external validation the Customer must coordinate the appropriate
contact to establish an appropriate test plan.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Batch Job Routines released to Customer Test Environment, and
Customer notified about release.
App B.4.5 Configured Interfaces for Test
Deliverable Description: Interfaces in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o The Customer must coordinate the appropriate contact to establish an appropriate test
plan.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Interfaces released to Customer Test Environment, and Customer
notified about release.
App B.4.6 Configured Data Conversion for Test
Deliverable Description: Data Conversion in Customer’s Test Environment.
Assumptions and Constraints:
o Data Conversion configuration is not to exceed 25 business days, this does not include
UAT issue identification/resolution.
o An updated export of data is uploaded into (the Customer’s) pre-established tables.
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o Legacy technical SME must be available for any outlier or data discussion that arise from
the conversion scripting.
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Data Conversion released to Customer Test Environment, and
Customer notified about release.
App B.4.7 Configured Inspector App for Test
Deliverable Description: Inspector App in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test Inspector App released to Customer Test Environment, and Customer
notified about release.
App B.4.8 Configured Portal(s) for Test
Deliverable Description: Portal module configured in Customer’s Test Environment.
Assumptions and Constraints:
o Configuration is completed as defined in the approved Analysis documentation.
o All functions and features configured have been unit and system tested.
o QA is to be performed prior to Customer handoff
o UAT should not commence until Train-the-Trainer activities occur
Acceptance Criteria: Pre-Test configured Portal(s) released to Customer Test Environment, and
Customer notified about release.
App B.5. Training and Knowledge Transfer
App B.5.1 KMC Amanda User Training Course
Deliverable Description: Formal KMC Training course and hard copy training material for each
attendee.
Assumptions and Constraints:
o One (1) day training course.
o Onsite delivery.
o KMC Training Instructor will deliver the course.
o Ten (10) attendees per training session.
o Attendees will include staff that will be.
▪ Performing User Acceptance Testing.
▪ Providing long term internal support to the system.
Acceptance Criteria: Completion of Training Course.
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App B.5.2 KMC Amanda Administration Training Course
Deliverable Description: Formal KMC Training course and hard copy training material for each
attendee.
Assumptions and Constraints:
o Three (3) day training course.
o Onsite delivery.
o KMC Training Instructor will deliver the course.
o Five (5) attendees per training session.
o Attendees will include staff that will be:
▪ Performing User Acceptance Testing.
▪ Providing long term internal support to the system.
Acceptance Criteria: Completion of Training Course
App B.5.3 KMC Amanda Inspector App Training
Deliverable Description: Formal KMC Training course and hard copy training material for each
attendee.
Assumptions and Constraints:
o One (1) day training course.
o Onsite delivery.
o KMC Training Instructor will deliver the course.
o Ten (10) attendees per training session.
o Attendees will include staff that will be.
▪ Performing User Acceptance Testing.
▪ Providing long term internal support to the system.
Acceptance Criteria: Completion of Training Course.
App B.5.4 Configuration-Based “Train the Trainer” Knowledge Transfer
Deliverable Description: Solution training performed by Vision33 staff to SMEs, with the expectation
of the SMEs to be prepared to properly train other staff successfully.
Assumptions and Constraints:
o Vision33 will provide Two, One (1) day training courses with a maximum attendance of
10 “trainers” per course.
o All train-the-trainer activities are performed onsite, unless explicitly requested
otherwise (in writing) by the Customer.
o Vision33 Business Analyst, Solution Architect, and/or Technical Consultant may provide
the training as appropriate.
o Training will focus on Back Office, Inspector App, and Portal features
o Training documentation will not be provided and is the responsibility of the Customer to
create for further training sessions.
Acceptance Criteria: Completion of Training session.
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App B.6. User Acceptance Test
App B.6.1 Final Configured Folders for Deployment
Deliverable Description: This deliverable signifies the completion of folder User Acceptance Testing
(UAT) and respective functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.2 Final Configured Output Reports for Deployment
Deliverable Description: This deliverable signifies the completion of output report(s) UAT and
respective functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.3 Final Configured Merge Documents for Deployment
Deliverable Description: This deliverable signifies the completion of merge document UAT and
respective functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.4 Final Configured Batch Jobs for Deployment
Deliverable Description: This deliverable signifies the completion of batch job UAT and respective
functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
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o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.5 Final Configured Interfaces for Deployment
Deliverable Description: This deliverable signifies the completion of folder User Acceptance Testing
(UAT) and respective functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.6 Final Configured Data Conversion for Deployment
Deliverable Description: This deliverable signifies the completion of data conversion UAT and
respective functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.7 Final Configured Inspector App for Deployment
Deliverable Description: This deliverable signifies the completion of Inspector App UAT and
respective functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.6.8 Final Configured Portal for Deployment
Deliverable Description: This deliverable signifies the completion of Portal UAT and respective
functionalities, reported as issues during UAT, are resolved or mitigated.
Assumptions and Constraints:
o Issues logs, maintained to track UAT progress, is the responsibility of the Vision33 PM.
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o Issues reported are those reported within the test environment prior to Production
deployment.
o Vision33 classifies issues in order of severity (1,2, and 3). The resolution and/or
mitigation of all Severity 1 & 2 issues deems the solution complete and ready for
deployment in Production.
Acceptance Criteria: (DA form required): Customer Business SME and Project Manager signoff.
App B.7. Go Live and Closure
App B.7.1 Go Live Checklist
Deliverable Description: Document that provides step-by-step instructions, as well as the identified
resource responsible, to ensure a successful migration of the developed solution to the production
environment.
Assumptions and Constraints:
o Vision33 staff will not have access to Customer Production environment (i.e. Server,
Database, etc.).
o May or may not include a physical deployment package of configured elements
depending on whether Customer prefers instructions to move elements between
environments, or instructions for install elements from a package (e.g. Zip file).
o Final version may be “red line” updated by the Customer at mock Go-Live prior to actual
deployment.
Acceptance Criteria: Customer email or verbal approval of the Deployment Instructions.
App B.7.2 Deployed Essential Configuration Elements
Deliverable Description: Configured Elements are deployed to Production Environment.
Assumptions and Constraints: Includes:
o Customer performs deployment with Vision33 support.
o Configured elements are those described above and cover the following:
▪ Folders.
▪ Batch Jobs.
▪ Output Reports.
▪ Documents
▪ Interfaces.
▪ Inspector App.
▪ Portal.
Acceptance Criteria: Elements Deployed to Production.
App B.7.3 Go Live
Deliverable Description: Customer begins using the system in Production with live data.
Assumptions and Constraints:
o Go Live may not be immediately after Production Deployment
o If production deployment does not signify Go Live, once final production deployment
dedicated resources will be released to other projects.
o Usage of the system with live production data constitutes Go Live even if formal
notification has not been provided.
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Acceptance Criteria: Customer notification of Go-Live or Customer usage of the system for live
Production data.
App B.7.4 Post Go Live Support
Deliverable Description: Vision33 support to address issues arising in the first week of usage in
Production.
Assumptions and Constraints:
o If go-live is not immediately after production deployment, additional costs may be
required for post go-live support
o Limited timeframe: one (1) calendar week after Go-Live to raise issues.
o Vision33 resolves issues before considering the deliverable closed.
o After completion of Post Go Live support, any new issues are handled under separate
agreement as appropriate to the issue.
Acceptance Criteria:
o Completion of one (1) calendar week period without incident.
o Closure of incidents raised during first calendar week of operation.
App B.8. Deliverable Table
The deliverable table is organized by project phase, with an estimated date range. The estimated date
range is based on the preliminary project plan provided in Appendix #E
Item Phase / Deliverable
B.1. Preparation Phase
B.1.1. Project Kickoff Session
B.1.2. Project Plan
B.2. Solution Verification
B.2.1. Solution Design Document
B.2.2. Amanda Folder Prototype
B.3. Needs Analysis
B.3.1. Updated Amanda Folder Prototype
B.3.2. Report(s) Output Requirement Document(s)
B.3.3. Merge Document Requirement Document(s)
B.3.4. Batch Routine Requirement Document(s)
B.3.5. Interface Requirement Document(s)
B.3.6. Data Conversion Mapping Worksheet(s)
B.3.7. Inspector App Functional Requirements Document
B.3.8. Portal Functional Requirements Document
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B.3.9. User Acceptance Test Plan
B.4. Configuration
B.4.1. Configured Folders for Test
B.4.2. Configured Output Reports for Test
B.4.3. Configured Merge Documents for Test
B.4.4. Configured Batch Jobs for Test
B.4.5. Configured Interfaces for Test
B.4.6. Configured Data Conversion for Test
B.4.7. Configured Inspector App for Test
B.4.8. Configured Portal for Test
B.5. Training and Knowledge Transfer
B.5.1. KMC Amanda User Training Course
B.5.2. KMC Amanda Administrative Training Course
B.5.3. KMC Amanda Inspector App Course
B.5.4. Configuration-Based “Train the Trainer” KT
B.6. User Acceptance Test
B.6.1. Final Configured Folders for Deployment
B.6.2. Final Configured Output Reports for Deployment
B.6.3. Final Configured Merge Documents for Deployment
B.6.4. Final Configured Batch Jobs for Deployment
B.6.5. Final Configured Interfaces for Deployment
B.6.6. Final Configured Data Conversion for Deployment
B.6.7. Final Configured Inspector App for Deployment
B.6.8. Final Configured Portal for Deployment
B.7. Go Live and Closure
B.7.1. Go Live Checklist
B.7.2. Deployed Essential Configuration Elements
B.7.3. Go Live
B.7.4. Post Go Live Support
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Appendix C: Deliverable Acceptance
Milestone Acceptance Request
Project Name:
Date Requested:
Reference:
Requested Return Date:
Requested By:
Telephone:
Deliverable Name:
Date and Version:
Deliverable Cost to
be Invoiced:
Deliverable Disposition
Accepted No Conditions
Accepted with Conditions
Rejected
Comments:
Attachment:
Signature:
(Indicating Acceptance)
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Appendix D: Pre-Analysis Homework
Topic Item list
Leadership • Provide Full Name, Role/Title, and Department for the following
roles:
o CIO
o Project Sponsor
o Department Directors or Officials
o Project Manager
o Business Analyst
Users • Proved Full Name, Role/Title, and Department for all Backoffice
Users
• Provide Full Name, Title, Discipline, and Regions (if applicable) for
all Inspectors
• Provide Full Name, Title, and Support Function for all IT members
involved in this engagement
Business • What is the primary goal of the system?
• Synopsis of the business
• Process Flow diagrams
Operational • Standard Operating Procedures (if available)
Customer Interaction
• Paper application
• Any public portal available?
• How does the public provide information to San Jose?
Communication
• Letters sent to public
• Emails
• Certifications
Dependencies
• Individual applications
• Progressive applications (a,b,c)
Internal reporting
• Report Examples
• Detail important metrics to operations
Fees
• Fees
• Discounts
• Computational logic
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Current State
• Pain Points
• Expectation of the new systems
• Peak volume
• Busy periods
• “Case” Metrics – Number of Folders per year
• Licenses for existing systems or Third-Party systems - expiry dates,
deadlines?
Eligibility
• Any Certifications?
• Any third-party service providers
Reviewers
• Communication to the external reviewer
• Inspections
Current application
• Walkthrough (recorded)
• Identify Unique requirements:
• Relate to AMANDA
o People
o Property
o Attachments
o Business Rules
• Data Conversion (legacy system description of overall purpose)
Accounting
• Interface with GL
• Reconciliation
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Appendix E: Preliminary Project Plan
Task Name Duration Start Finish
Project Management 245 days Oct 1 '19 Sep 7 '20
AMANDA Implementation for City of Kent 245.3 days Oct 1 '19 Sep 8 '20
Phase 2 - Build Phase 35 days Oct 1 '19 Nov 18 '19
Prepare & Software Delivery 1 day Oct 1 '19 Oct 1 '19
Pre-Analysis 35 days Oct 1 '19 Nov 18 '19
Kickoff and review of Project Schedule 1 day Oct 1 '19 Oct 1 '19
On Premise Setup 3 days Oct 1 '19 Oct 3 '19
Solution Design and Prototype-2 Iterations 34 days Oct 2 '19 Nov 18 '19
Milestone 1 - Solution Design Complete 0 days Nov 18 '19 Nov 18 '19
Analysis 102 days Oct 1 '19 Feb 19 '20
Back office 68 days Oct 1 '19 Jan 2 '20
Interfaces 14 days Jan 3 '20 Jan 22 '20
Conversion 9 days Jan 3 '20 Jan 15 '20
Inspector 3 days Jan 16 '20 Jan 20 '20
Portal 2 days Jan 23 '20 Jan 24 '20
Batch Jobs 1 day Jan 27 '20 Jan 27 '20
Functional Requirements Documents 17 days Jan 28 '20 Feb 19 '20
Folder Specification Report (System Requirements)-Folder
Type 6.5 days Jan 28 '20 Feb 5 '20
FSR preparation and submission 5 days Jan 28 '20 Feb 3 '20
FSR Review by Client 1 day Feb 4 '20 Feb 4 '20
FSR updates and sign off 0.5 days Feb 5 '20 Feb 5 '20
Milestone 2 Analysis Complete Folder and FSR 0 days Feb 5 '20 Feb 5 '20
Functional Requirements Document-Reports and Documents 3 days Feb 5 '20 Feb 10 '20
FRD preparation and submission 1.5 days Feb 5 '20 Feb 6 '20
FRD Review by Client 1 day Feb 7 '20 Feb 7 '20
FRD updates and sign off 0.5 days Feb 10 '20 Feb 10 '20
Milestone 3 -Reporting Analysis complete and approved 0 days Feb 10 '20 Feb 10 '20
9.d
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Kent – Amanda Implementation – Phase 2 - Statement of Work
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Functional Requirements Document-Interfaces 3 days Feb 10 '20 Feb 13 '20
FRD preparation and submission 1.5 days Feb 10 '20 Feb 11 '20
FRD Review by Client 1 day Feb 12 '20 Feb 12 '20
FRD updates and sign off 0.5 days Feb 13 '20 Feb 13 '20
Milestone 4 -Reporting Analysis complete and approved 0 days Feb 13 '20 Feb 13 '20
Conversion mapping work sheets 4.5 days Feb 13 '20 Feb 19 '20
Conversion mapping Worksheets prepare and submission 2 days Feb 13 '20 Feb 17 '20
Conversion mapping Worksheets Review 2 days Feb 17 '20 Feb 19 '20
Conversion worksheet Signoff 0.5 days Feb 19 '20 Feb 19 '20
Milestone 5 -Conversion Mapping worksheets complete
Approved 0 days Feb 19 '20 Feb 19 '20
Functional Requirements Document-Batch Jobs 2 days Feb 17 '20 Feb 19 '20
FRD preparation and submission 0.5 days Feb 17 '20 Feb 17 '20
FRD Review by Client 1 day Feb 18 '20 Feb 18 '20
FRD updates and sign off 0.5 days Feb 19 '20 Feb 19 '20
Milestone 6 -Requirements for Batch jobs 0 days Feb 19 '20 Feb 19 '20
Inspector App Requirements 1 day Jan 28 '20 Jan 28 '20
FRD preparation and submission 1 day Jan 28 '20 Jan 28 '20
FRD Review by Client 1 day Jan 28 '20 Jan 28 '20
FRD updates and sign off 1 day Jan 28 '20 Jan 28 '20
Functional Requirements Document -Portal 3 days Feb 13 '20 Feb 18 '20
FRD preparation and submission 1.5 days Feb 13 '20 Feb 14 '20
FRD Review by Client 1 day Feb 17 '20 Feb 17 '20
FRD updates and sign off 0.5 days Feb 18 '20 Feb 18 '20
Milestone 7 Portal Requirements 0 days Feb 18 '20 Feb 18 '20
Milestone 8 - Needs Analysis Phase Complete 0 days Feb 18 '20 Feb 18 '20
Configuration 53 days Feb 18 '20 May 1 '20
Back Office 53 days Feb 18 '20 May 1 '20
Folder Types 33 days Feb 18 '20 Apr 3 '20
Milestone 9 - Folder type Configuration Complete 0 days Apr 3 '20 Apr 3 '20
9.d
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Kent – Amanda Implementation – Phase 2 - Statement of Work
45 | P a g e
Reports and Documents 5 days Apr 3 '20 Apr 10 '20
Milestone 10 Reports/documents configuration complete 0 days Apr 10 '20 Apr 10 '20
Batch Jobs 8 days Apr 10 '20 Apr 22 '20
Milestone 11 - Configuration of Batch jobs complete 0 days Apr 22 '20 Apr 22 '20
Interfaces (GIS/Bluebeam) 17.5 days Apr 3 '20 Apr 28 '20
Milestone 12 - interfaces complete 0 days Apr 28 '20 Apr 28 '20
Conversion 7 days Apr 22 '20 May 1 '20
Milestone 13 Conversion Complete 0 days May 1 '20 May 1 '20
Portal 30 days Feb 18 '20 Mar 31 '20
Milestone 14 Portal configurations Complete 0 days Mar 31 '20 Mar 31 '20
Internal QA review 15 days May 1 '20 May 22
'20
Milestone 15 - Configuration and QA Complete 0 days May 22
'20
May 22
'20
Promote Build to UAT/Pre-Prod Env 1 day May 22
'20
May 25
'20
KMC Admin and End User Training (1-day, 4 day) 5 days May 25
'20 Jun 1 '20
Training for UA Testing 0.8 days Jun 1 '20 Jun 2 '20
Folder Types 0.2 days Jun 1 '20 Jun 1 '20
Reports and Documents 0.2 days Jun 1 '20 Jun 1 '20
Interfaces 0.2 days Jun 1 '20 Jun 2 '20
Portal 0.2 days Jun 2 '20 Jun 2 '20
UAT (User Acceptance Testing 35 days Jun 2 '20 Jul 21 '20
UAT Round 1 15 days Jun 2 '20 Jun 23 '20
UAT Round 2 10 days Jun 23 '20 Jul 7 '20
UAT Round 3 10 days Jul 7 '20 Jul 21 '20
Integration UAT 20 days Jul 21 '20 Aug 18 '20
Milestone 16 - Test and Training Phase Complete 0 days Aug 18 '20 Aug 18 '20
Configuration Based Train the Trainer Knowledge Transfer 0 days Aug 18 '20 Aug 18 '20
Final Configured Folders for Deployment 0 days Aug 18 '20 Aug 18 '20
9.d
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Kent – Amanda Implementation – Phase 2 - Statement of Work
46 | P a g e
Final Configured Output Reports for Deployment 0 days Aug 18 '20 Aug 18 '20
Final Configured Interfaces for Deployment 0 days Aug 18 '20 Aug 18 '20
Final Configured Portal for Deployment 0 days Aug 18 '20 Aug 18 '20
Acceptance 0 days Aug 18 '20 Aug 18 '20
Payment 0 days Aug 18 '20 Aug 18 '20
Go Live Preparation 1.25 days Aug 18 '20 Aug 19 '20
Verify software release version for Production 0.25 days Aug 18 '20 Aug 18 '20
Production Environment readiness 1 day Aug 18 '20 Aug 19 '20
Install final AMANDA release on Back office, Portal, SOLAR, Yellow
fin 1 day Aug 18 '20 Aug 19 '20
Signoff on verification and mutual acceptance of the Go live check
list 1 day Aug 18 '20 Aug 19 '20
Go Live Readiness 4 days Aug 19 '20 Aug 25 '20
Go-No- Go decision (Based on Data Conversion issues if any) 1 day Aug 19 '20 Aug 20 '20
Configuration Cut Over 0 days Aug 20 '20 Aug 20 '20
Back up Production Environment 0.5 days Aug 20 '20 Aug 20 '20
Final Data Integrity Testing 1 day Aug 19 '20 Aug 20 '20
Restore Production Backup 1 day Aug 20 '20 Aug 21 '20
Solution Go Live 1.5 days Aug 21 '20 Aug 25 '20
Support Transition Handover 1 day Aug 21 '20 Aug 24 '20
Milestone 16 - Go Live 0 days Aug 25 '20 Aug 25 '20
Mock Go Live Deployment 0 days Aug 25 '20 Aug 25 '20
Production Deployment Package and Instructions 0 days Aug 25 '20 Aug 25 '20
Deployed Essential Configuration Elements 0 days Aug 25 '20 Aug 25 '20
Deployed Legacy Data 0 days Aug 25 '20 Aug 25 '20
Deployed Secondary Configuration Elements 0 days Aug 25 '20 Aug 25 '20
Go Live 0 days Aug 25 '20 Aug 25 '20
Acceptance 0 days Aug 25 '20 Aug 25 '20
Payment 0 days Aug 25 '20 Aug 25 '20
Post Go live Support 10 days Aug 25 '20 Sep 8 '20
9.d
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Milestone 17 - Post Go Live Complete and Project Closure 0 days Sep 8 '20 Sep 8 '20
9.d
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Position Paper, for the Replacement of Kiva
(Permit and Land Management System)
Prepared for ECD and IT Management Consideration by:
Jennifer Graff
Senior Systems Analyst (ECD/Communications)
Somen Palit
Systems & Integrations Development Manager
Information
Technology
Assessment &
Pre -Selection of
Vendors
9.e
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7/31/2018
1
Position Paper, for the Replacement of Kiva
(Permit and Land Management System )
Pre-Selection Process
The pre-selection of the top two replacement systems for Kiva was
determined by a series of technical and ongoing support assessments.
Integration with MyBuildingPermit.com ............................................ 2
Integration with Laserfiche ............................................................... 4
Integration with ArcGIS .................................................................... 5
Integration with BlueBeam................................................................ 6
Integration with iNovah .................................................................... 7
Integration with Selectron ................................................................ 8
Other Technical Requirements ........................................................... 9
Vendor Responsiveness ................................................................... 10
Training and Certifications .............................................................. 11
Additional Notes and Considerations ............................................... 12
Final Position and Recommendation ................................................ 13
9.e
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7/31/2018
2
Integration with MyBuildingPermit.com
One of the future goals for the new system is to be usable (integrated) with
MyBuildingPermit.com, which is a multi-jurisdiction permit portal that allows
an entity to apply for permits and schedule inspections in a single place, yet
across all member jurisdictions (without having to go to each jurisdiction’s
permit portal separately).
https://mybuildingpermit.com/
Using MyBuildingPermit.com, the team was able to narrow down the
assessment of possible solutions to only those systems used by the
existing members of the consortium.
The findings are noted on the next page.
9.e
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7/31/2018
3
List of existing MBP members and the permit system they utilize:
Agency Name Permit System
City of Bellevue AMANDA
City of Bothell EnerGov
City of Burien CityView
City of Issaquah TRAKiT
City of Kenmore TRAKiT
City of Kirkland EnerGov
City of Mercer Island TRAKiT
City of Mill Creek TRAKiT
City of Newcastle TRAKiT
City of Renton EnerGov
City of Sammamish TRAKiT
City of Snoqualmie Tidemark
City of Woodinville Tidemark
Snohomish County AMANDA
Count and overall percentage of implementations by system:
Permit System Count
Percentage
(Count/14)
AMANDA (CSDC) 2 14%
EnerGov (Tyler Tech) 3 21%
CityView (Harris) 1 7%
TRAKiT (Superion) 6 43%
Tidemark (Accella) 2 14%
9.e
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7/31/2018
4
Integration with Laserfiche
A requirement for the new system is that it be able to integrate with
Laserfiche, the City’s new electronic document management and business
process workflow system. Plans and Permits are stored in Laserfiche and
applied retention periods (for use in future PRRs).
Permit System
Integrated with
Laserfiche?
AMANDA (CSDC) YES
EnerGov (Tyler Tech) YES
CityView (Harris) YES
TRAKiT (Superion) YES
Tidemark (Accella) YES
Sources:
https://www.laserfiche.com/marketplace/trakitenterprise/
https://www.laserfiche.com/marketplace/cityview-government-solutions/
https://www.laserfiche.com/marketplace/tyler-energov-integration-ecs-
imaging/
http://www.seattle.gov/purchasing/VendorContracts/Docs/0000002558va2.
pdf, page 18
https://www.accela.com/company/news/press-releases/922-accela-
partners-with-laserfiche-for-improved-content-management
9.e
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7/31/2018
5
Integration with ArcGIS
A requirement for the new system is that it be able to integrate with ESRI’s
ArcGIS for robust mapping and geospatial data. ArcGIS is the City’s
Enterprise GIS system.
Permit System
Integrated with
ArcGIS?
AMANDA (CSDC) YES [1]
EnerGov (Tyler Tech) YES
CityView (Harris) YES
TRAKiT (Superion) YES
Tidemark (Accella) YES
Sources:
https://www.tylertech.com/solutions-products/energov-product-
suite/energov-gis/smart-communities
http://www.municipalsoftware.com/en/products/cv_extensions/cityview_gis/
https://www.superion.com/public-administration/community-development/
https://www.accela.com/images/resources/brochures/accela-permitting-
overview.pdf
[1] Although, no definitive source for AMANDA was located, several articles
on other sites have indicated the system does integrate with ArcGIS.
9.e
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7/31/2018
6
Integration with BlueBeam
A requirement for the new system is that it be able to integrate with
BlueBeam, the City’s new electronic plan review system.
Permit System
Integrated with
BlueBeam?
AMANDA (CSDC) YES
EnerGov (Tyler Tech) NO
CityView (Harris) YES
TRAKiT (Superion) YES
Tidemark (Accella) ?
Sources:
http://www.municipalsoftware.com/en/products/bluebeam/
Called/Emailed Vendors directly
9.e
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7/31/2018
7
Integration with iNovah
A requirement for the new system is that it be able to integrate with iNovah,
the City’s new cashiering/point-of-sale (POS) solution.
Permit System
Integrated with
iNovah?
AMANDA (CSDC) YES
EnerGov (Tyler Tech) ?
CityView (Harris) NO
TRAKiT (Superion) NO[2]
Tidemark (Accella) NO
Sources:
Called/Emailed Vendors directly
Called/Emailed iNovah directly
[2] There is no currently available API for TRAKiT that will do a “real-time”
integration with iNovah, but there is supposed to be API released in Q4-2018
(this is a risk).
9.e
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7/31/2018
8
Integration with Selectron
A requirement for the new system is that it be able to integrate with
Selectron, the City’s IVR system.
Permit System
Integrated with
Selectron?
AMANDA (CSDC) YES
EnerGov (Tyler Tech) YES
CityView (Harris) YES
TRAKiT (Superion) YES
Tidemark (Accella) YES
Sources:
https://www.superion.com/about/business-partners/
Called/Emailed Selectron directly
9.e
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7/31/2018
9
Other Technical Requirements
This assessment focused on a set of core Technical Requirements that has to
do with the IT Environment, including:
Integration with Active Directory (AD) for logins
Windows 2016 Server and SQL Server 2016 supported
Web/Browser-Based Clients (vs Installed Clients)
Availability of APIs (integrations)
Permit System
AD
Supported?
Windows &
SQL Server
2016?
Web-Based
Client?
APIs?
AMANDA (CSDC) YES YES YES YES
EnerGov (Tyler Tech) ? ? NO ?
CityView (Harris) ? ? YES YES
TRAKiT (Superion) YES YES YES
NO
(available in
Q4-2018)
Tidemark (Accella) ? ? ? NO
Sources:
https://blog.csdcsystems.com/31-new-benefits-in-amanda-7-that-
administrators-will-love-15d84d60068c
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7/31/2018
10
Vendor Responsiveness
This assessment focused on how easy it was to gather information from the
vendors and their responsiveness to questions (emails/phone calls). The
authors feel that this can be an early indicator of ongoing support issues and
a factor for long-term relationship/satisfaction with the vendor.
Permit System Comments on Responsiveness
AMANDA (CSDC) Found everything easily on website (very open and
informative) – did not have to call anyone
EnerGov (Tyler Tech) Responsive, but unable to provide some key information
CityView (Harris) Responsive, but information is hard to decipher (too many
modules/hidden costs)
TRAKiT (Superion) Decently responsive and informative (took a few days to
find someone who could answer questions)
Tidemark (Accella) Unresponsive, lack of information
NOTE:
The above assessment was based on the authors attempting to gather
information from the vendor.
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7/31/2018
11
Training and Certifications
This assessment focused on available training and certifications, which helps
demonstrate that the vendor understands the value in providing ongoing
training and the ability to prove one’s skills on properly using their system.
Permit System Comments on Training & Certifications
AMANDA (CSDC)
Admin Training, User Training, and 3 Certifications are
available that cover varying levels of knowledge
assessment
EnerGov (Tyler Tech) Virtual Labs and Certifications
CityView (Harris) Unsure - maybe just Conferences?
TRAKiT (Superion)
Provides on-premises training for system
implementation. Annual Maintenance cost covers
training on all new updates (2-3 times per year)
Also has a full online training portal for more than just
their product (see merger note on next page)
Tidemark (Accella) ?
Sources:
https://www.csdcsystems.com/resources/training-certification/
https://www.tylertech.com/the-tyler-experience/events/client-
training/energov-training
https://train.superion.com/stc/customer/psciis.dll?mainmenu=customer
9.e
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7/31/2018
12
Additional Notes and Considerations
This section contains some interesting notes and considerations that are not
directly related to the Land Management System but may be deemed
important in the final assessment.
Superion, the makers of TRAKiT, is merging with TriTech, which is a
vendor in the Public Safety arena. In fact, the City of Kent uses TriTech’s
Tiburon product today.
Sources:
https://www.superion.com/superion-tritech-aptean-public-sector-and-
healthcare-to-join-forces/
https://www.superion.com/public-safety/
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7/31/2018
13
Final Position and Recommendation
It is the position of the authors (technical assessors) to recommend that
ECD limit their final vendor selection for a new Permit System (Kiva
Replacement) to one of these:
TRAKiT (Superion) -OR- AMANDA (CSDC)
Both of the above options will sufficiently meet the technological
requirements of the City for this system replacement (based on the data
presented in the prior sections of this paper).
However, the lack of any currently available API for TRAKiT is a concern and
the authors would lean more towards an AMANDA implementation, even if
more jurisdictions are using TRAKiT.
In addition, in the prior attempt to replace Kiva, ECD had selected AMANDA
as the final vendor.
Of course, costs and business needs will ultimately decide the final system
selection.
9.e
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K IVA
Co n v er t POS f r o m FIS
El ec t r o n i c Pl an Rev i ew
B l u eB eam
Fi n an c e/PD POS
i No v ah
Cl as s Pay m en t
Man ag er
Rep l ac e Co K Po r t al & In t egr at e w i t h In t er n al Sy s t em
In t eg r at e w i t h In t er n al Sy s t em Mu l t i -J u r i s d i c t i o n Per m i t s Po r t al
My B u i l d i n g Per m i t .c o m
Or ac l e IPM &
Cap t o v at i o n En t er p r i s e Do c u m en t Man ag em en t Sy s t em
L as er f i c h e
St o r e Fi n al Pl an s
CITY OF K ENT - MA J OR CRITICA L PATH B USINESS SYSTEMS - ROA DMA P (2019 - 2020)11/17/18
Ex t r ac t B u s i n es s L i c en s e fr o m
K IVA an d i n t o a s ep ar at e s y s t em
B u s i n es s & Oc c u p at i o n Tax
(Co K Po r t al & In t er n al Sy s t em )
In-House DEV
A
Per m i t s Po r t al
(Co K Po r t al )
A MANDA
A
B u s i n es s L i c en s es
(Co K Po r t al & In t er n al Sy s t em )
In-House DEV
A
K IVA Rep l ac em en t :
The system will need to integrate with
the following:
> Laserfiche (Document Mgmt)
> BlueBeam (Plan Review)
> iNovah (Cashiering)
> ArcGIS (Mapping)
> Selectron (IVR)
B
Per m i t Tr ac k i n g & In s p ec t i o n s
Man ag em en t (SOR)
A MA NDA
B
Mu l t i -J u r i s d i c t i o n B u s i n es s
L i c en s e Po r t al
Fi l eL o c al
Required by 2020!
Ut i l i t y B i l l i n g Po r t al
(Co K Po r t al )
In-House DEV
A
In t er n al Sy s t em f o r
UB i s DataNOW
Co K Po r t al :
Uses a single "City of Kent Login" to
allow access to various services and
also a single online payment point
A
9.f
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CITY OF K ENT - K IVA SYSTEM REPL A CEMENT 12/31/18
K i v a Per m i t s , Co d e En f o r c em en t & L an d Man ag em en t A MA NDA
A MA NDA Po r t al
(o n l i n e i n t ak e)
Or b i Pay
(o n l i n e p ay m en t s )
A MA NDA
i No v ah
(o n s i t e p ay m en t s )
Cas h i er i n g
A r c GIS
(Cen t r al i zed
A d d r es s i n g ,
Pl o t s , Zo n i n g ,
et c .)
Ci t y o f K en t
L o g i n Po r t al
(SSO)Au t h en t i c at e
L as er f i c h e
A r c h i v e In t o & Vi ew Sc an n ed Do c s
Sel ec t r o n
(IVR)
B l u eB eam
(el ec t r o n i c p l an r ev i ew )
9.f
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: April 2, 2019
TO: Operations Committee
SUBJECT: Cararhsoft, Palo Alto Firewalls Solutions
SUMMARY:
General Services Adminstration (GSA), an independent procurement agency of
the federal government, maintains Information Technology Supply Contracts,
known as “Schedule 70”. Vendors are awarded a federal Schedule 70 contract
after a competitive solicitation process, and Kent City Code 3.70.110(F) allows
City bidding requirements to be met by piggybacking on this prior competitive
process.
This purchase made through Carahsoft was for Palo Alto firewall solutions under
the GSA contract, in a total amount of $162,181.60. Palo Alto firewalls give the
City complete visibility into and precise control over our network traffic, and
protects the City from unknown threats.
SUPPORTS STRATEGIC PLAN GOAL:
Innovative Community, Sustainable Services
ATTACHMENTS:
1. Exhibit A-Product Matrix (PDF)
2. Exhibit B-Carahsoft SOW (PDF)
10
Packet Pg. 213
Requirements Palo Alto Cisco Fortinet
Firewall has a minimum of four 1GE ports Included in Base
12 , LACP
supported
Included in Base Included in Base
8x RJ45 + 8X SFP
Firewall has a 10GE SFP+ interface Add'l Modules
4x with optional
SFP+
Add'l Modules
8x with optional
SFP+ modules, 4x
40Gbps with
optional QSFP
modules
Add'l Modules
2x SFP+ slots -
require SFP+
modules
Vendor provides 24x7x4 hour technical
support
Included in Base
Yes
Included in Base
Yes
Custom
Multiple Levels (8x5,
24x7, RMA
services, etc)
Publicly accessible documenation on
solution
Included in Base
Yes, requires users
to register
Included in Base
Yes, requires users
to register
Included in Base
docs.fortinet.com
Community support on solution is available
and plentisome
Included in Base
Yes
Included in Base
Yes
Included in Base
Normal
Support and Engineering staff
knowledge/experience
Included in Base
Yes
Included in Base
Yes
Custom
Typical 1st through
3rd levels of support
with varying
experience. Offers
several custom
support options for
additional costStateful failover Included in Base
Yes
Included in Base
Yes
Included in Base
High availability Included in Base
Yes
Included in Base
Yes
Included in Base
High availability method comparable to
other solutions
Included in Base
Yes
Included in Base
Yes
Included in Base
Redundant power Included in Base
Yes
Included in Base
Yes
Add'l Modules
external power
Supply
Number of connections per second
provided
Included in Base
58K
Included in Base
135K; Max
Sessions: 3Million
Included in Base
270K
OSPF support Included in Base
Yes, free with the
PANOS
Custom Included in Base
Upgrade without downtime Included in Base
Yes, Upgrade slave
first, then test
Included in Base
Yes, Upgrade slave
first, then test
Included in Base
Via HA - upgrade
standby unit then
promote to Active
unit
Deep packet inspection Included in Base
On by default
Included in Base
On by default
Included in Base
Threat protection (IDS/IPS)Add'l
ModulesThreat
License
Add'l Modules
Threat License
Add'l Modules
Product Matrix 10.a
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DNS based rules Included in Base
Yes, FQDN objects
are supported as
src or dest
Add'l Modules Add'l Modules
Web filtering Add'l Modules
Web filtering
license
Add'l Modules
Web filtering license
Add'l Modules
URL Filtering
subscription
Quality of service support Included in Base
Yes
Included in Base
Yes
Included in Base
TACACS+ support Included in Base
Yes
Included in Base
Yes
Included in Base
SDN operability (to support virtual
environment on-premises)
Not Available
No
Not Available
No
Included in Base
Cloud based services/technology Included in Base
AWS, VMWare,
Azure
Included in Base
AWS, VMWare,
Azure
Add'l Modules
IPv6 compatibility Included in Base
Yes
Included in Base
Yes
Included in Base
Performance vs security balance Included in Base
L2 - 4: 5Gbps
NGFW: 2.2Gbps
Included in Base
L2 - 4: 8.8Gbps
NGFW: 4.7Gbps
Included in Base
L2-4 FW only:
24Gbps. Full Suite
NGFW: 3Gbps
Local/External supported SIEM 3rd Party
External
3rd Party
External
Included in Base
AD integration Included in Base
Yes, User
Identification
Included in Base
Yes, User
Identification
Included in Base
Secure remote access Included in Base
Yes, SSH and
HTTPS
Included in Base
Yes, SSH and
HTTPS
Included in Base
Sandboxing Add'l Modules
Widfire
subscription,
Sandbox unkniwn
files in the cloud
Add'l Modules
Widfire subscription,
Sandbox unkniwn
files in the cloud
Add'l Modules
Data loss protection Add'l Modules
Yes, but.. not a true
DLP
Add'l Modules
Yes, but.. not a true
DLP
Add'l Modules
Can utilize automation (API availability)Included in Base
Yes
Included in Base
Yes
Included in Base
Can use external IOC to create/update
blacklists
Included in Base
Yes, Dynamic
Block Lists
Included in Base
Yes, Dynamic Block
Lists
Included in Base
Vendor provide anti-virus solution Add'l Modules
Threat License
Add'l Modules
Threat License
Add'l Modules
Vendor provides email filtering solution Add'l Modules
Traps on
Workstation
Add'l Modules
Traps on
Workstation
Add'l Modules
URL Filtering
License, Umbrella,
Firewall management is centralized Custom
Panorama for multi
box, FW GUI has
same capability
Custom
Panorama for multi
box, FW GUI has
same capability
Add'l Modules
AMP for Email
10.a
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Method of device management provided Included in Base
Web browser/GUI
for config and most
investigations. CLI
for debug.
Included in Base
Web browser/GUI
for config and most
investigations. CLI
for debug.
Add'l Modules
can be on each
firewall or a
seperate
management
consoleMethod of application control provided Included in Base
Very Granular
Included in Base
Very Granular
Included in Base
Method of security/patch management
provided
Included in Base
PANOS updates
via GUI (User
initiated) or Threat
updates
(Automatic/schedul
Custom Add'l Modules
Licensing
Vendor subscription available (not
maintenance)
Add'l Modules
Next Gen is the
default, no charge.
Add'l Modules
Next Gen is the
default, no charge.
Included in Base
Ability to report on all network activity Included in Base
Yes, Syslog
supported. Custom
reports can be
scheduled and
emailed at
day/week/month
intervals
Included in Base
Yes, Syslog
supported. Custom
reports can be
scheduled and
emailed at
day/week/month
intervals
Custom
Antispam, Web
Filtering, AV/Botnet,
IPS, App Control
Licensing structure provided Included in Base
OSPF, BGP,
RIPv2, IPSEC, SSL
VPN for PC/MAC ,
SSL decrypt, QoS
are included in
Custom Custom
Re-occurring charge structure provided Add'l Modules
Only support and
feature licenses
have recurring cost
(Threat, GP,
URL,Wild Fire)
Custom Custom
Can procure on NASPO Included in Base
Yes
Included in Base
Yes
Custom
10.a
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Overview
City of Kent (“Customer”) requested that Carahsoft Technology Corporation provide additional
information regarding the purchase of Palo Alto Networks Hardware and Software. Specifically in
response to project of Firewall Infrastructure Upgrade. Carahsoft Technology Corporation will provide
these hardware and software products through its approved dealer, ePlus, and in accordance with the
parties Agreement, dated April 10, 2013, which incorporates Schedule 70 contract GS-35F-0119Y.
Scope
See Attachment A
Authorization
This quote is guided by and incorporated into GS-35F-0119Y, which includes the agreement between the
customer and Carahsoft Technology Corporation. By signing this addendum, the parties each indicate
their acceptance of the above. Each party hereto warrants and represents that this addendum has been
signed by a duly authorized representative of such party and that they are entering into a binding
agreement.
Please sign below and return this document in its entirety by email to your account manager.
Carahsoft Technology Corp City of Kent Name: Calvin Poe Name: Title: Team Lead – Palo Alto Networks Title: Signature: Signature: Date: 7/19/2018 Date:
10.b
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Attachment A
10.b
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Quote Name: Palo Alto Networks PA-3250
Quotation
Bill To
CITY OF KENT
220 4TH AVE S
KENT WA 98032
UNITED STATES
ATTN James Endicott
Ship To
CITY OF KENT
UNITED STATES
James Endicott
Quotation #:22239267
Order #:
Quotation Date:07/05/2018
Expiration Date:08/04/2018
Client Reference:
Account Rep:Curtis Schuster
Notes:GSA Schedule No: GS-35F-0119Y
001 2 PAN-PA-3250 PALO ALTO PALO ALTO NETWORKS PA-3250 WITH REDUNDANT AC POWER SUPPLIES 15,833.25 31,666.50
002 2 PAN-PA-2RU-RACK4 PALO ALTO PALO ALTO NETWORKS PA-3220 PA-3250 AND PA-3260 4 POST RACK MOUNT KIT 108.25 216.50
003 2 PAN-PA-3250-TP-3YR-HA2 PALO ALTO THREAT PREVENTION SUBSCRIPTION 3 YEAR PREPAID FOR DEVICE IN AN HA
PAIR, PA-3250
6,716.75 13,433.50
004 2 PAN-PA-3250-URL4-3YR-HA2 PALO ALTO PANDB URL FILTERING SUBSCRIPTION 3 YEAR PREPAID FOR DEVICE IN AN HA
PAIR, PA-3250
6,716.75 13,433.50
005 2 PAN-PA-3250-WF-3YR-HA2 PALO ALTO WILDFIRE SUBSCRIPTION 3 YEAR PREPAID FOR DEVICE IN AN HA PAIR, PA-3250 6,716.75 13,433.50
006 2 PAN-SVC-PREM-3250-3YR PALO ALTO PREMIUM SUPPORT 3-YEAR PREPAID, PA-3250 9,066.75 18,133.50
007 1 PAN-PRA-25 PALO ALTO PANORAMA CENTRAL MANAGEMENT SOFTWARE, 25 DEVICES 6,000.00 6,000.00
008 1 PAN-SVC-PREM-PRA-25-3YR PALO ALTO PREMIUM SUPPORT 3 YEAR PREPAID, PANORAMA 25 DEVICES 3,589.00 3,589.00
009 1000 PAN-TRAPS-B-3YR PALO ALTO TRAPS ADVANCED ENDPOINT PROTECTION FOR AGENTS, TIER B, 3-YEAR,
INCLUDES PREMIUM SUPPORT
47.15 47,150.00
Line No.Quantity Part Number MFG Description Unit Price Ext Price
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By placing an order with ePlus for products or services you agree to comply with the Terms and Conditions for Purchasing Products and Services located at http://www.eplus.com/terms-and-conditions/Pages/Products-Services-Terms-and-
Conditions.aspx (the 'Order Terms'). Unless there is a separate written agreement signed on behalf of both you and ePlus by a duly authorized officer, the Order Terms shall be the only terms and conditions applicable to transactions
between you and ePlus, and no additional or contrary terms referenced in a purchase order, document, or electronic communication shall apply. In no event shall ePlus performance under a purchase order be deemed to constitute
acceptance of any terms and conditions set forth therein.
ePlus offers flexible and easy leasing options for your IT equipment. Use leasing to increase your IT acquisition capability, overcome limited budgets, and manage the lifecycle of your assets. Contact an ePlus Leasing Coordinator at 1-703-
984-8021 or leasing@eplus.com to receive a lease quote today.
Thank you for your inquiry. Please note the following about this quotation: It will expire on the date stated above. Unless freight amount is indicated, or is zero, freight will be added to the invoice. Unless Bill-To company is exempt from
Sales Tax, it will be added to the invoice. Extended Warranties and Professional Services are available.
Customer Acceptance
Signature: ________________________________________________Date: _____________
Name: ________________________________________________PO #: _____________
Title: ________________________________________________Ship Via: _____________
This quotation is confidential for your internal use only.
This is a solicitation for an offer and is subject to credit approval. No contract is formed unless a purchase
order or other offer is received and accepted by our office. If you accept this quotation with the intent to
have your chosen leasing company to pay the costs directly, please note that if the Lessor does not pay
ePlus for any reason, you will be responsible for payment to ePlus.
To Place An Order , Please Contact:
ePlus Technology Inc
Sales:Leslie Winch
Phone:719-208-3438 Ext 3438
Fax:719-208-3456
Email:lwinch@eplus.com
Address:1295 Kelly Johnson Blvd - Colorado Springs, CO 80920
Note: INSIDE SALES REPRESENTATIVE - KEY CLIENT ADVOCATE
Sub Total (USD):147,056.00
Tax (USD):14,705.60
Shp&Hnd (USD):420.00
Total (USD):162,181.60
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OPERATIONS COMMITTEE
Derek Matheson, Chief Administrative Officer
220 Fourth Ave S
Kent, WA 98032
256-856-5712
DATE: April 2, 2019
TO: Operations Committee
SUBJECT: Current IT Project Landscape
SUMMARY:
The Information Technology Department will present its current project
landscape. This will include a view into the five-year roadmap and plan as well
as a list of recently completed projects.
SUPPORTS STRATEGIC PLAN GOAL:
Innovative Community
ATTACHMENTS:
1. Exhibit A-Information Technology Roadmap (PDF)
2. Exhibit B-Information Technology Project Desciption List (PDF)
3. Exhibit C-2018 and 2019 Completed Projects Chart (PDF)
4. Exhibit D-2018 and 2019 Completed Projects Description List (PDF)
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2017 2018 Q1-2019 Q2-2019 Q3-2019 Q4-2019 Q1-2020 Q2-2020 Q3-2020 Q4-2020 2021 2022 2023
2017 2018 Q1-2019 Q2-2019 Q3-2019 Q4-2019 Q1-2020 Q2-2020 Q3-2020 Q4-2020 2021 2022 2023
CITY OF K ENT - INFORMATION TECHNOL OGY PROJ ECTS ROA DMA P (TECH PL A N)
MFD Rp l m n t
Var i o u s Ci t y w i d e eFo r m s an d Wo r k f l o w t o f ac i l i t at e a Pap er l es s Wo r k p l ac eOnline Rec o r d s Sear c h
DEV: B &O Tax (R1)
DEV: B u s i n es s L i c en s es (Extracted from Kiva)
DEV: B &O (Ch an g es , Ot h er Tax -On l i n e Fi l i n g /Pm t s )
Co n n ec t ed Co n f er en c e Ro o m s
Pu r e & Sab ey Dat ac en t er (DRBC)Rem o te Si t es In t er c o n n ec t i v it y (
WiFi, Mobility, Cameras, IoT, Kiosks, etc.)
A MA NDA Im p l em en t at i o n (Replace KIVA - ECD Permit and Land Management System)
B l u eB eam (Electronic Plan Review)
En t er p r i s e B I (Data Warehouse, Metrics, & Dept Dashboards)
i Van t i (IT Srvc Desk & MM Ticket Sys)
Hu m an Cap i t al Man ag em en t & A u t o m at i o n (Replace the HR, Time & Attendance, and Payroll elements of JDE)
The purpose of this Roadmap is to identify estimated timelines based on tech rqmts, complexity and primary dependencies within and between solutions/systems. This Roadmap does not take into account Resource Availability (Personnel or Financial).
Ci t y Wo r k s Im p l em en t at i o n (Replace Hansen - PW Asset Management & Workorder System)
i No v ah (Replace CLASS + Payment Mgr for Finance/PD)
New In t r an et So l u t i o n (Replace SharePoint / CitySpace)
A g en d a Mg m t (extend IQM2)
DEV: On l i n e Ut i l i t y B i l l i n g (Paperless)
Per f ec t Mi n d (Replace CLASS + Payment Manger for Parks)
Go l f No w
(Replace GEN + Pmt Mgr)Ti b u r o n Rep l ac em en t /Up g r ad e (So l u t i o n - TB D)
L aw b as e Rep l ac em en t /Up g r ad e
01/2019
My B u i l d i n g Per m i t s .c o m
B u s i n es s L i c Po r t al --> Fi l eL o c al
PSRFA Id en t i t y & In d ep en d en c e
Co r e Netw o r k Rp l m tFirewall Rp l m n t
St o r ag e
Co n s o l i d at i o n
Web Em ai l Fi l t er i n g
& A n t i -Vi r u s
Int er n et
Red u n d an c y
DEV: B &O Tax (R2)DEV: B &O Tax (R3)
o Co u r t (Case Mgmt)
L aw b as e (for Civil)
Ci t y Web s i t e Rep l ac em en t /Up g r ad e
Dat aNOW Rep l ac em en t /Up g r ad e
J DE Rep l ac em en t (A P, A R, B d g t , et c .)
Web QA Mobil e (Resident
Requests)
eCo n n ec t / Res i d en t Eg m n t
(GovDelivery)
L as er f i c h e (Replace Captovation, Oracle IPM, and AP Process)Vi r t u al Pr o c u r em en t / Co n t r ac t s Mg m t
Ph o n e Sy s t em Up g r ad eExchange
On l i n e Mi g r at i o n
In t r u s i o n Pr ev en t i o n /Det ec t i o n
PD Mo b i l e
Ro u t er
Net w o r k Pen et r at i o n Tes t i n g
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Information Technology Department – TECHNOLOGY PLAN PROJECT & PROGRAM TITLE LIST 2019 -Jan
ID Description Replaces
1 Laserfiche - New Imaging and Document Management System
Oracle IPM &
Captovation
2 Laserfiche - Virtual Procurement / Contracts Management
3 Laserfiche - Online Records Search (Public Portal)
4 Laserfiche - Various Citywide eForms and Workflow to facilitate a paperless
workplace
5 BlueBeam - Electronic Plan Review (part of the Kiva Replacement project)
6 AMANDA - ECD Permit and Land Management System Kiva
7 MyBuildingPermit.com - Multi-jurisdiction Permits Portal (Bellevue e-Gov Alliance)
8 iNovah - Enterprise Point-of-Sale/Cashiering System for Finance, ECD and PD CLASS
9 B&O Tax - Release 1 (custom developed by CoK internally)
10 B&O Tax - Release 2
11 B&O Tax - Release 3
12 B&O Tax - Release 4 and other Taxes for Online filing/payments
13 Online Utility Billing (custom developed by CoK internally) - includes Paperless billing CLASS Portal
14 Business License System (custom developed by CoK internally) Kiva
15 FileLocal - Multi-jurisdiction Business Licenses Portal (required by State) Kiva
16 Enterprise BI - Data Warehouse, Metrics, and Departmental Dashboards
17 HCMA - Human Capital Management & Automation (Replace HR, Scheduler, and
Payroll)
JDE
(partially)
18 CityWorks - PW Asset Management & Work Orders Hansen
19 PerfectMind - Parks Class Registration and League Management + Point-of-
Sale/Cashiering CLASS
20 GolfNow - Golf tee-sheets reservations + Point-of-Sale/Cashiering CLASS
21 Tiburon Replacement - Police Records Management Tiburon
22 oCourt - Court Case Management
23 Lawbase for Civil - Case Management (already used by Probation and Prosecution)
24 eConnect - Resident Engagement Ektron
25 New Intranet Solution
CitySpace/
TeamSpace
26 WebQA Mobile App - Resident Requests
27 IQM2 - Update the agenda management features/workflows
28 iVanti - Enterprise Ticket Tracking Solution
Web Help
DeskAvanti
29 PSRFA Identity & Independence (separation of network between CoK and PSRFA)
30 MFD Replacement
31 Firewall Replacement
32 Web Email Filtering & Anti-Virus
33 Core Network Replacement
34 Intrusion Prevention/Detection
35 Network Penetration Testing
36 Pure & Sabey Datacenter (Disaster Recovery/Business Continuity)
37 PD Mobile Router
38 Internet Redundancy
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Information Technology Department – TECHNOLOGY PLAN PROJECT & PROGRAM TITLE LIST 2019 -Jan
39 Remote Sites Interconnectivity (WiFi, Mobility, Cameras, IoT, Kiosks, etc.)
40 Storage Consolidation
41 Exchange Online Migration
42 Phone System Upgrade
43 Connected Conference Rooms
44 Lawbase Replacement (for Prosecution, Probation, and Civil) Lawbase
45 City Website Replacement
Vision
Internet
46 DataNOW Replacement (Utility Billing system of record) DataNOW
47 JDE Replacement (ERP, including AR, AP, Vendor Management, Costs, Budgeting,
etc.) JDE
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ONE TIME - Completed ProjectsONE TIME - Completed Projects Page 1 of 1Page 1 of 1
Run As: Rambonga, BrianRun As: Rambonga, Brian Run At: 3/26/2019 9:31 PM PDTRun At: 3/26/2019 9:31 PM PDT
YearYear
20162016 20172017 20182018 20192019 20202020
Single Sign-On Citywide Roll OutSingle Sign-On Citywide Roll Out Information TechnologyInformation Technology
HLC - Palo Alto - Firewall Configuration Phase 1HLC - Palo Alto - Firewall Configuration Phase 1 Information TechnologyInformation Technology
Migrate Evidence Capture to Mobile (Veripic)Migrate Evidence Capture to Mobile (Veripic)PolicePolice
Tiburon Server Isolation - CJISTiburon Server Isolation - CJIS PolicePolice
Enterprise Employee Lifecycle-Level 0Enterprise Employee Lifecycle-Level 0 Human ResourcesHuman Resources
Golf System ReplacementGolf System Replacement ParksParks
PD Time Keeper Process AutomationPD Time Keeper Process Automation Information TechnologyInformation Technology
DEV-Giving Campaign Silent Auction SiteDEV-Giving Campaign Silent Auction Site City AdministrationCity Administration
HLC - Commvault - Backup and DR System UpgradeHLC - Commvault - Backup and DR System Upgrade Information TechnologyInformation Technology
HLC - Palo Alto - Anti Virus UpgradeHLC - Palo Alto - Anti Virus Upgrade Information TechnologyInformation Technology
HLC - Palo Alto - Web Filter UpgradeHLC - Palo Alto - Web Filter Upgrade Information TechnologyInformation Technology
DEV-Rental Housing Registration WebpageDEV-Rental Housing Registration Webpage Economic & Community DevelopmentEconomic & Community Development
Network Optimization IP RestructureNetwork Optimization IP Restructure Information TechnologyInformation Technology
GIS Data for Externally Accessible Web AppsGIS Data for Externally Accessible Web Apps Public WorksPublic Works
HRMS/HRIS - Enterprise Learning Management System-HalogenHRMS/HRIS - Enterprise Learning Management System-Halogen Human ResourcesHuman Resources
SCADA Security ReviewSCADA Security Review Public WorksPublic Works
TitleTitle DepartmentDepartment
LegendLegend
City AdministrationCity Administration
Economic & Community DevelopmentEconomic & Community Development
Human ResourcesHuman Resources
Information TechnologyInformation Technology
ParksParks
PolicePolice
Public WorksPublic Works
11.c
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Exhibit DTitle Department Objective
Completion
Date
Single Sign-On Citywide Roll Out Information Technology This project will allow City of Kent active directory users that are
currently authenticated, to seamlessly sign-in through Okta's
Single Sign On (SSO) Dashboard.
3/11/2019
HLC - Palo Alto - Firewall Configuration
Phase 1
Information Technology The project will replace the current firewall infrastructure
enabling us to harden our network protecting the City's
information assets.
12/14/2018
Migrate Evidence Capture to Mobile
(Veripic)
Police This project will push digital evidence capture to the officers
iPhones that alleviates the device from PRR requests. This leads
more efficiently allows officers to capture digital evidence in the
field.
12/7/2018
Tiburon Server Isolation - CJIS Police This project will move appropriate Tiburon virtual servers to a
dedicated environment for CJIS audit compliance.
11/6/2018
Enterprise Employee Lifecycle-Level 0 Human Resources This project documents current state workflow of each employee
lifecycle phase.
11/2/2018
Golf System Replacement Parks This project will identify, procure, and implement a new POS/T-
time solution for Golf.
11/1/2018
PD Time Keeper Process Automation Information Technology This project will define people and process and a potential
automated solution related to the processing of KPD payroll.
10/31/2018
DEV-Giving Campaign Silent Auction Site City Administration The project will deploy a giving campaign silent auction website. 10/31/2018
HLC - Commvault - Backup and DR System
Upgrade
Information Technology This project will upgrade the City's primary backup, restore and
DR system by refreshing hardware, upgrading software,
expanding storage capacity and increasing performance.
9/25/2018
HLC - Palo Alto - Anti Virus Upgrade Information Technology This project will upgrade our current anti-virus solution enabling
us to harden our network protecting the City's information
assets.
9/20/2018
HLC - Palo Alto - Web Filter Upgrade Information Technology This project will upgrade our current web filtering solutions
enabling us to harden our network protecting the City's
information assets.
9/8/2018
DEV-Rental Housing Registration Webpage Economic & Community
Development
This project will create a Rental Housing Registration webpage
on the City's external website for the public to register rental
properties. The information submitted by the public will be
stored and available for ECD staff to search/mine.
8/31/2018
Network Optimization IP Restructure Information Technology This project will optimize the City's network IP structure. 8/14/2018
GIS Data for Externally Accessible Web
Apps
Public Works This project will make GIS data available externally for use by
GIS web applications.
8/8/2018
HRMS/HRIS - Enterprise Learning
Management System-Halogen
Human Resources This project will deploy Halogen, an enterprise learning
management solution.
8/1/2018
SCADA Security Review Public Works This project will get an assessment of the CoK's current security
practices involving Supervisory Control and Data Acquisition
(SCADA) system and obtain recommendations for improving
security practices to be in line with federal SCADA security
standards.
7/26/2018
Mobile Device Management Solution
(Research)
Information Technology This project will research and recommend a solution that will:
Enable Technical Services to deploy and manage mobile devices
drastically reducing time by individually deploying and managing
mobile devices.
Provide inventory of mobile devices to prevent or significantly
reduce time spent maintaining licenses and physical inventory.
Reduce the CoK exposure to risk as a result of rouge
applications, access to unsecured networks and nefarious
sharing of assets.
7/6/2018
11.d
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