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HomeMy WebLinkAboutRESPONSE - RFP - 8086 ACCELA SOFTWARE CONSULTINGACCELA SOFTWARE CONSULTING City of Fort Collins RFP 8086 April 3rd , 2015 ORIGINAL Executive Summary Accela is providing the City of Fort Collins, Colorado (the City) with its own implementation services organization with the greatest level of experience in the implementation of its products. We have worked with hundreds of customers at the federal, state and municipal levels implementing regulatory solutions. Our talented implementation staff has the advantage of direct access to Accela resources to assure familiarity with the latest in development and the best methodology for a project. Accela has a proven commitment to government regulatory agencies and an unparalleled level of project experience. We provide keen experience working within the State of Colorado on current projects at both the state and municipal levels. We understand that the City is soliciting bidders qualified to provide Accela integration professional services. For 33 years, Accela has been the leader in the regulatory space. Accela delivers project after project, year after year. Accela provides the best ingredients towards success— experience and domain expertise, breadth and scope of solutions, use of the latest technologies, ability to deliver as promised (the absolute most critical piece), and an understanding of the needs of government. Accela can differentiate itself for selection on this contract by providing: Direct and immediate access to product management and engineering resources and information for support as needed; Access to Accela’s product growth and road map to better plan and inform customers about new features and options; Relationships and understanding within the State of Colorado Proven working relationships with Accela Certified Partners; Ability to bring the best of breed in technology solutions for added civic engagement and automation Experience in Implementation Embarking on a partnership with the Accela Team will ensure success in meeting your current and future functional requirements. The City will receive a flexible COTS solution, delivered using true project management methodologies, from a financially and structurally stable company who has successfully partnered with multiple agencies within the State. Accela will be able to provide the skills to bring our team together to make the most of our solutions and use the best in methodologies for a project that helps reduce time to delivery and overall risk. Accela’s team will provide the true expertise in system configuration and implementation to provide the best use of functionality and automation of processes. Accela will work jointly with the overall team to deliver the solution working side-by-side with the City. Our goal is to provide a knowledgeable implementation team, working with City staff to build a knowledge base that will grow to a self-sufficiency for the future. “Accela Professional Services is committed to providing highly skilled technical resources to achieve meaningful results as quickly as possible in partnership with customers and stakeholders. We provide creativity and work closely with the whole Accela ecosystem for innovative solutions. Our people are constantly growing and evolving with new methodologies for success. We strive to delivery technical solutions that exceed customer expectations.” - Lee Ann Slinkard, Senior Vice President, Professional Services, We believe that knowledge transfer is a critical factor in the long-term success of this project. It is our goal to provide you the best solution, the right tools and sufficient knowledge to take ownership of your solution and move forward with changing City needs. Accela brings the experience of hundreds of implementations of its solutions and the best practices it has gained from a community of customers. The Accela team brings with it years of working with regulatory agencies in automating business processes with the best in technology. Accela is proposing staff that has expansive knowledge in the successful implementation of our COTS solution. Our team will provide the most cost effective and efficient path to a successful implementation. Accela has a relationship with the City and on State projects and understands the City’s goals and objectives. We recognize the goal to be able to show proven successes in projects without having to wait years for the results. Accela supplies unique knowledge to a project implementation with an understanding of best practices from other customers, internal skills on the best use of the Accela Civic Platform, and the use of the latest in technology and development to automate and improve the government experience. Accela has been implemented and selected as the product suite for all levels of government – cities, counties, state agencies, federal agencies and as full countrywide international solutions. Accela is proud to have been selected by agencies within in the State of Colorado, example agencies including the City and County of Denver, City of Longmont, Adams County, Arapahoe County, Weld County, Park County, Boulder County, South Metro Fire Rescue Authority and Costilla County. We looking forward to helping the City implement a successful project. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 2 A. Consultant Information and Experience The Consultant should provide the following information: 1. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Julian D. Munoz, Vice President of Procurement Accela, Inc. 2633 Camino Ramon, Suite 500 San Ramon, CA 94583 Phone: (925) 659-3247 Email: jmunoz@accela.com 2. A list of qualifications for the firm and qualifications and experience of the specific staff members proposed to perform the consulting services described above. Identify the primary contact person and roles of each staff member. Please include a summary of the firm’s experience with Accela Software Support, in particular. Identify which resources are located within the U.S. and which are located offshore. Accela offers unmatched experience in software implementation activities – throughout our history we have installed, configured, converted data and trained people on our software products more than 900 times. System implementation is a critical activity that sets the tone for the City’s ongoing use of the Accela Civic Platform. The Accela Implementation Methodology will be employed to support a thorough and well-managed process. All proposed Accela resources are located within the U.S. An Accela implementation team will lead all project management, working in partnership with City staff to confirm that this project is delivered on time and within budget. Accela’s Implementation Methodology requires customers to play an active role in the implementation to ensure the solution ultimately meets their needs, as all Accela project tasks require input, prerequisite tasks, and extensive reviews from the customer. The primary contact during the procurement process for this proposal is included above. We are proposing the following team members for the City’s project: John Schomp, Accela Executive Oversight As Director of Product Management for Accela, Mr. Schomp works on product strategy and execution, combining feedback from sales, marketing, development, customers and prospects to set the strategic vision and lead the execution on new features and products. Responsible in working with teams to gather and prioritize product and customer requirements, defining the product vision, and working closely with development to deliver the best of breed product for Accela. To extend my role with the Accela products, he consults on large-scale projects to ensure quality and best practices with product configuration and development. Mr. Schomp has served in a project oversight role for all of the similar projects listed in Item 6 below. Mark Parthum, PMP, Project Manager Mr. Parthum has extensive software implementation services experience, including implementing Accela and its add-on products for the Cities of Spokane, Washington; City of Avondale, Arizona; New York City, NY; City of Fort Worth, TX; and City of Lincoln, NE, among others. Throughout his over 10 years of project management experience has additionally served as an IT Project Manager and GIS Project Manager supporting, integration, implementation, and content and design requirements for numerous Federal and Local Government enterprise software solutions. Mr. Parthum is a certified Project Management Professional (PMP), Scrum Master (CSM), and GIS Professional (GISP). © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 3 CONFIDENTIAL INFORMATION Christine Haas, Implementation Lead Ms. Haas has over 20 years of experience in the information systems field with several years of experience in implementing Accela products. She is experienced in and has supported the implementation of the Accela Civic Platform and its’ add-on products, including GIS, Citizen Access, EDR, Mobile, and IVR. Ms. Haas is an Accela Bronze Certified Implementation Professional and Microsoft Certified Systems Engineer. Becky Corey, Implementation Consultant Ms. Corey has over 15 years of experience in the information systems field and is experienced in Accela software implementation projects. Services have included working with agency staff to determine the best approach to integrating business processes with Accela software and providing IT analysis and proposals to clients on recommended hardware and software. She has recent experience with the implementation of the Accela Civic Platform’s add-on products - EDR and Citizen Access, for our City of Fort Worth and City of Lincoln customers. Exhibit 1: Proposed Project Team Organization The proposed core key personnel will consist of Mr. Schomp, Mr. Parthum, Ms. Haas, and Ms. Corey. As the requirements dictate, Professional Services may choose to on-board various subject matter experts (SMEs), such as Mr. Burns for EMDS integration, Mr. Quatacker for data conversion or Mr. Edwards for training. We included them in the sample organization chart to illustrate their role and involvement as SMEs. Additionally, Professional Services can utilize our Product/Support Liaison who works directly with Product Management and Customer Support to prioritize project requirements. 3. A resume for key professional and technical persons assigned to the contract, shall be submitted. Please limit resumes to one page per person. One-page resumes for proposed key team members are included immediately following this section. 4. Provide a list of Consultant’s applicable licenses and certifications. Accela maintains a business license for the State of Colorado and can obtain a Fort Collins business license if required. Our proposed Project Manager holds certifications as a Project Management © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 4 CONFIDENTIAL INFORMATION Professional (PMP), Scrum Master (CSM), and GIS Professional (GISP). Our implementation consultants are Accela Bronze Certified. 5. Describe the availability of project personnel to participate in this project in the context of the Consultant firm’s other commitments. Our proposed team members are well versed in the Accela Civic Platform application. Additionally, the team members are well qualified to lead this effort having implemented the products proposed in the Scope of Services. Accela plans to assist the City staff in defining the task requirements and preparing a realistic project schedule so that target start and completion dates can be met. After the project task has begun, the Accela project team will be available for regular status meetings and reoccurring examination of the schedule and budget. To adequately maintain the mutually agreed upon project schedule and satisfaction of delivery, Accela may choose to augment or replace individuals on the proposed team with other qualified team members at any time during the course of this effort. While our project team members may work concurrently on other projects, continuity to the project will be emphasized with proactive project planning and continuous communication through status meetings. More specifically, continuity in the composition of the project team will be maintained by managing the project plan and ensuring that the resources for the team are booked accordingly for the estimated duration of the project plan. 6. Provide a list of similar projects completed in the last five years by the key members of the proposed team. This is a critical portion of the proposal to be evaluated in order to help in the selection of the firm that can provide the needed technical services during the term of this contract. The following list includes Accela Civic Platform implementation projects completed in the last five years that included the participation of our proposed team members: Avondale, AZ – Electronic Document Review (EDR) and Citizen Access Implementation (2013-14) Evanston, IL - Accela Automation Optimization and Citizen Access Implementation (2014) Fort Worth, TX - EDR and Citizen Access Implementation (2014-15) Lincoln, NE - EDR Implementation (2015) NYC Small Business Services - Additional Record Types and Citizen Access Implementation (2014) Onslow County, NC - EDR Implementation (2014-15) Peoria, AZ - EDR and Citizen Access Implementation (2014-15) Spokane, WA - EDR and Citizen Access Implementation (2013-14) Park County, CO - Crystal Reports and Event Manager Scripting Engine (EMSE) support (2015) (Accela Professional Services subcontracted by The Sidwell Company) Brevard County, FL – EDMS conversion (SharePoint > Accela Document Service) (2014-15) 7. References (current contact name, current telephone number and email address) from at least three municipal/public sector references worked with during the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work involved. The following table includes three (3) references for Accela Civic Platform implementation projects completed in the last five years that included the participation of our proposed team members: © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 5 CONFIDENTIAL INFORMATION Exhibit 2: Accela References Agency Contact Information Project Description 1. City of Fort Worth, TX Clint Mills Clint.mills@fortworthtexas.gov (817) 392-2303 Accela Civic Platform implementation, including Land Management, Asset Management, Licensing and Case Management, Citizen Access, EDR, GIS, IVR, and Mobile. 2. City of Lincoln, NE Lana Tolbert ltolbert@lincoln.ne.gov (402) 441-6456 Accela Civic Platform implementation, including Land Management, Public Health and Safety, Citizen Access, GIS, EDR, and Mobile. 3. City of Avondale, AZ Linda Shoemaker lindas@avondale.org (623) 333-5013 Accela Civic Platform implementation, including Land Management, Citizen Access, EDR, GIS, and Mobile 8. Is your firm an Accela Business Partner? Accela is the founder and developer of the Accela Civic Platform. Accela Professional Services is responding to the City’s RFP as prime contractor and implementation services provider. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 6 CONFIDENTIAL INFORMATION John Schomp Proposed Accela Executive Oversight SUMMARY John is Director of Solution Architecture at Accela. He works on product strategy and execution, combining feedback from sales, marketing, development, customers and prospects to set the strategic vision and lead the execution on new features and products. EXPERIENCE Accela, Inc. - San Ramon, CA Director of Solution Architecture (June 2004 – Present) • Responsible to work with teams to gather and prioritize product and customer requirements, defining the product vision, and working closely with development to deliver the best of breed product for Accela. To extend my role with the Accela products, I consult on large scale projects to ensure quality and best practices with product configuration and development. Work with clients and project team to tests products and processes to establish functionality and effectiveness and determine what modifications are needed after testing. Project Director - Commercial Licensing System for the Emirate of Abu Dhabi • Responsible for the overall management of partners, coordination of local resources, and quality of work produced. Utilizing experience and skills of the Accela product suite ensured that best practices were being employed for configuration, script development and system design to conform with customer business processes. Duties included: Performed initial business analysis and process re-engineering; Developed and negotiated scope of work; Project oversight and delivery responsibility; Project Plan, Status, Resource, Risk and Issue Management and Escalation; Managed all work streams: analysis, hardware design and delivery, configuration, data conversions, interfaces, testing, training, and go-live; and managed partner resources. Global Healthnet, Inc. (Dallas, TX), VP Development 1999-2002 Pediatrix Medical Group (Ft Lauderdale, FL), Manager Information Systems 1998-1999 Methodist Hospitals of Dallas (Dallas, TX), Manager of Information Systems 1996-1998 Columbia/HCA Healthcare (Dallas, TX), Technical Analyst 1994-1996 EDUCATION B.S. in Computer Science (1990), Texas A&M University, College Station, Texas Skills and Qualifications MS Project, MS Office Suite Systems: Oracle, SQL Server, JavaScript, Crystal Reports Confidential and Proprietary Mark Parthum, PMP Proposed Project Manager SUMMARY Mark comes with 13 years of experience in both public and private sectors before joining us, he manages multiple professional services projects involving software implementations for Local and State Government at Accela. EXPERIENCE Accela, Inc. - San Ramon, CA Technical Project Manager (November 2013 – Present) • City of Lincoln, NE (Feb 2015 - Present) - Managing Citizen Access and Electronic Document Review implementation • City of Fort Worth, TX (Nov 2014 - Present) - Managing Citizen Access and Electronic Document Review implementation • Onslow County, NC (Sept 2014 – Jan 2015) - Managed Electronic Document Review implementation • City of Spokane, WA (Dec 2013 - Nov 2014) - Managed Citizen Access and Electronic Document Review implementation • City of Avondale, AZ (Dec 2013 – Oct 2014) - Managed Citizen Access and Electronic Document Review implementation • New York City, NY – Small Business Services (Feb 2014 – Nov 2014) - Managed Citizen Access implementation and additional record types Ardent Management Consulting (Reston, VA) Project Manager (Nov 2010 – Oct 2013) • Served as the IT Project Manager supporting content and design requirements for an enterprise SharePoint system (Homeland Security Information Network - HSIN). • Served as the IT Project Manager and Scrum Product Owner supporting the development of a custom geofencing application. • Served as the IT Project Manager providing Geospatial Support Services to the National Infrastructure Coordinating Center (NICC) in the DHS National Preparedness and Protection Directorate (NPPD) CH2M Hill (Chantilly, VA), GIS Project Manager (March 2009 – Oct 2010) Colorado State University (Fort Collins, CO), GIS Program Manager (September 2006 – February 2009) City of Troy (Troy, MI), GIS Data Analyst (July 2001 – September 2006) EDUCATION Master of Science (Business Information Technology) Bachelor of Science (Environmental Studies and Applications) Skills and Qualifications Certified Project Management Professional (PMP) Certified Scrum Master (CSM) Certified GIS Professional (GISP) Christine Haas Proposed Implementation Lead SUMMARY Christine has over 20 years of experience in the information systems field and provides a valuable range of services and strong technical knowledge to all her projects. EXPERIENCE Accela, Inc. - San Ramon, CA Technical Consultant (October 2014 – Present) • Assist in completion and delivery of documentation for all projects • Assist in client installs of Accela products and databases • Assist in database conversion/migration work – historical data, Address/Parcel/Owner data, and Licensed Profession Data • Work closely with Accela Engineering team to identify, troubleshoot, and resolve software issues • Use Web-based applications, including WebEx, to troubleshoot and resolve client hardware/software issues • Provide an electronic document trail for all performed tasks • Assist in training both internal Accela staff and partners/agency/client staff on software use and functionality • Work closely with agency/client staff to determine current business processes; determine how to best implement Accela software to integrate with business processes or modify the business processes to be more efficient and automated • Use and support of the Accela Automation® Civic Platform • Use and support multiple platform add-on software, including Accela GIS™, Accela Wireless™, Accela Citizen Access™, Accela Mobile Office™, Accela Mobile Apps and Accela IVR™ AtoS North America (Fort Wayne, IN) Application Developer (January 2008 – October 2014) • Perform client installs and upgrades of Accela products and databases • Perform database conversion/migration work – historical data, Address/Parcel/Owner data, and Licensed Profession Data • Worked directly with AtoS Project Managers to develop project plans and determine milestones • Worked with multiple software packages and tools to design and develop SQL Expressions, Views and Tables, javaScript functions, complex Crystal reports • Worked closely with agency/client staff to determine current business processes; determine how to best implement Accela software to integrate with those business processes or modify the business processes to be more efficient and automated • Developed and enhanced new and existing Accela applications / record types EDUCATION Bachelors Degree (Business Administration), University of Denver, CO Microsoft Certified Systems Engineer (NT4.0) Bronze Certified Implementation Professional (Accela, Inc.) Confidential and Proprietary Becky Corey Proposed Implementation Consultant SUMMARY Becky has over 15 years of experience in the information systems field and provides a valuable range of services and strong technical knowledge to all her projects. EXPERIENCE Accela, Inc. - San Ramon, CA Services Consultant (May 2014 – Present) • Work closely with agency/client staff to determine current business processes; determine how to best implement Accela software to integrate with those business processes or modify the business processes to be more efficient and automated • Complete and deliver documentation for all projects • Work with Accela Engineering team to identify, troubleshoot, and resolve software issues • Train agency/client staff on software use and functionality • Provide IT analysis and proposals to clients on recommended hardware and software Parata Business Analyst (July 2013 to May 2014) • Served as the conduit between internal customers and the software development team • Collaborated with the product design teams on user interface and user experience for Windows and iOS applications • Worked with the product development team to ensure that the acceptance criteria are met and the software meets project objectives/customer expectations as defined by the product owner. • Worked with the product development team to document system and user interface requirements, data requirements and report formats. Iron Data, formerly CAVU Corporation (licensing software) Business Analyst (March 2008 to July 2013) • Worked with developers and clients to enhance licensing software package, including database changes and internal and external user interfaces. • Configured application based on client business rules • Helped clients modified business processes to work within existing product parameters • Replied to RFPs with sales team • Developed business process requirements documentation, RTMs, and use cases • Created design documents with estimated development hours • Wrote SQL based reports and developed report requirements template EDUCATION B.S. in Computer Science, Meredith College, Raleigh, NC Bronze Certified Implementation Professional (Accela, Inc.) Confidential and Proprietary B. Scope of Services 1. This section should demonstrate the understanding of the Consultant (and any applicable sub-consultants) of the required services, and of the policy and procedural issues that may be involved in providing such services. Included should be a description of the understanding, expertise, and experience of the Consultant (and any applicable sub-consultants) in relationship to each item or task listed in Scope of Work section above. The narrative should include any options that may be beneficial for the City to consider. 2. Provide a response consisting of a summary description of the following project that will provide an example of how the Consultant and any affiliated sub-consultants would or have performed the activities included in the scope of work in the past. Specifically, please address the following scenario and provide detailed information related to tasks, timelines, personnel (positions) required and fees and costs. a. The City of Fort Collins will be implementing Accela Document Services and Accela Electronic Document Review in 2015. The initial implementation of Accela EDR will include Building Department plan reviews only, which will involve three City plan reviewers in the Building department. The City uses SIRE as an enterprise document management system, which is not integrated with Accela. Therefore, the City will be implementing Accela Document Services prior to the implementation of Accela EDR. The City currently holds Adobe Pro XI licenses for the Building department plan reviewers. However, the City is considering using ePlanCheck as the electronic plan review solution. The City currently has Accela Citizen Access configured for permit/project viewing and inspection scheduling only. No application processes are available via ACA as of yet. Accela will first work with Agency staff to analyze, design, develop and deploy an interface between the Accela Automation EDMS web service and the SIRE EDMS web service. The interface will provide the ability for Accela Automation users to list, create, get, update and delete documents leveraging SIRE. Configuring the EDMS interface will be required prior to implementing Electronic Document Review (EDR). Accela has proven and recent experience implementing an EDMS with Accela. Specifically, the proposed project team recently converted documents to Accela Document Service (ADS). Before going forward with an EDR implementation, Accela would provide consulting on the detailed activities and considerations of implementing an EDMS, to include converting any documents from an existing document repository. The results of this consultation would assist in defining requirements for an EDR implementation since some considerations would include document group and type classifications in the Accela Civic Platform. The impact to the project be having initial discussions will benefit the City by allowing for the most efficient use of the project budget and schedule. Accela’s response will mirror the RFP solicitation by primarily focusing our response on the potential for an EDR implementation. The Accela proposed project team has significant and robust experience implementing having conducted or currently implemented EDR for six customer in the last year. Our team has intimate knowledge of the features of EDR in Accela, including new features in versions 7.3.2 and 7.3.3 if the City decided to upgrade prior to implementation. These six EDR implementation projects are all based on Adobe Acrobat Pro as the review tool since the integration with ePlanCheck is being released in early 2015. However, that does not lessen our understanding of the integration with ePlanCheck as a review tool since Accela Professional Services is currently, uniquely positioned to pilot an internal project to be fully prepared to implement for one of our customers. Additionally, four of the six EDR implementations included enabling online applications in ACA across multiple business domains (Planning, Development, Engineering, Building, etc.) To highlight our understanding of the implementation effort for EDR the following few sections describe the tasks, responsibilities, timelines, and personnel that will enable submissions, review and markup of documents for the business processes (workflows) within the Agency’s current configuration. Accela will work with the Agency to identify business requirements for EDR configuration: © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 7 CONFIDENTIAL INFORMATION Accela will outline the differences in the Adobe Acrobat and ePlanCheck review tool options; providing a recommendation based on discussions of the business requirements. Documents that will be submitted online through Accela Citizen Access and Accela Automation as part of the review process. Agency workflows associated with the document review process. Requirements for workflow tasks / statuses / assignments for each role (e.g. intake personnel, plan reviewers, plan processors / approvers, etc.) in support of Agency workflow. Versioning of documents submitted / reviewed. Process steps within the Agency’s workflow associated with reviewing the plan. Requirements for notifications via email. Stamps to be used on submitted documents. Buttons to be used to quickly access Web-based regulatory codes. Information that will be exposed to the public via Accela Citizen Access. EDR Project Assumptions The project will include work in three system environments, Dev, Staging, and Production. Agency will purchase and will install Plan Review software (ePlanSoft or Adobe Acrobat). For the exercise of providing sample pricing for EDR (Section C Fees) we based the pricing off the assumption that Adobe Acrobat will be the plan review software since the ePlanSoft integration with Accela Civic Platform was only just recently released. We expect that Accela Professional Services' internal testing of the integration will be complete prior to the task negotiation period. In addition, we expect the scope for EDR, regardless of the review tool, to be similar. EDR Tasks The Accela Electronic Document Review implementation is comprised of the activities that will enable the submission, review, and markup of documents to work effectively given the Agency’s configuration of Accela Automation. Accela will conduct the following activities in support of the implementation: Installation Accela will install Accela Electronic Document Review (EDR) and Adobe Acrobat configuration or files on at least one workstation. Assumptions: The Agency will have EDMS installed and configured (SIRE as stated in the RFP) prior to the Accela EDR consulting begins Adobe Acrobat Pro will be procured and installed on the workstation prior to Accela performing the Accela Electronic Document Review (EDR) and Adobe Acrobat configuration installation. Analysis Accela will work with the Agency to understand its document submission and approval process for the business processes in order to enable the Accela Electronic Document Review configuration to work effectively with the Agency’s workflow. Accela will work with the Agency to identify and review: Accela will meet with the Agency on-site for initial analysis of the processes, as well as conduct follow-up meetings to clarify any requirements. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 8 CONFIDENTIAL INFORMATION  Establish business objectives  Conduct detailed business process review  Define project requirements  Define business process flow chart  Recommendations on hardware purchases (Example: Monitors) Accela will produce an Accela Electronic Document Review Specifications Document as the basis for configuration. Due to the volume of record types and their associated workflows to analyze, it is expected that the delivery of the documents will be broken into subsets. Timeline and Personnel:  Analysis will typically take 4-6 weeks with on-site visit. Accela will utilize two consultants. Configuration Accela will configure to allow for electronic document review in the Agency’s current workflows. Potential items for Accela to configure to enable EDR:  Standard choices: Document Status, Document Review Status, Virtual Folders, EDMS  User Groups: activate FIDs to allow for EDR  Attachments: Document group codes and document types  Workflow: Add workflow tasks to allow for Plans Distribution and Plans Consolidation (if necessary)  Record/Application Type: Set document group code  Workflow email notifications: setup notifications  EDMS security policy: set document security for Public Users  Checklists: create document review checklists (if necessary)  Accela will use the Accela Electronic Document Review Specifications Document as the basis for configuration.  Accela will provide the following 4 Module level scripts: 1. WorkflowTaskUpdateAfter (WTUA): Email the applicant when revisions/resubmittals are required OR when the application is approved. 2. DocumentUploadAfter (DUA): When awaiting a revision/resubmittal, when the document is uploaded, the workflow task status for Application Submittal will be updated AND optionally the Agency staff can be notified. 3. DocumentReviewUpdateAfter (DRUA): When the Document Review Status is modified it will automatically updated the Plan Review workflow task, alleviating the staff from having to update both. 4. DocumentUploadBefore (DUB): Applicants are not allowed to upload new documents through ACA when the record’s application status is “In Review”.  These scripts are built once and then repeated across modules as desired. We change the variables across modules.  They assume the variables of application status or workflow task status are consistent for the Module for all workflows.  Accela scripts will include AA email notifications as identified in the Analysis phase. Assumptions: EDMS will be configured and operable in AA prior to configuration. Where applicable Accela will recommend Module level scripts instead of record type specific scripts. Timeline and Personnel: © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 9 CONFIDENTIAL INFORMATION  Configuration will typically take 3-4 weeks with all remote work. Accela will utilize one implementation consultant and one scripter. Training for Configuring workstations and EDR Administration Accela will train the Agency’s Information Technology staff on configuring workstations and modifying portlet displays to accommodate Accela Electronic Document Review so that they may deploy any changes according to Agency standards. Accela will provide EDR admin knowledge transfer via a one hour webex session using the Agency’s Non-Production environment. Accela can record the session for future viewing by the Agency. Timeline and Personnel: This work can take a few hours or a few days depending on the number of workstations and scheduling. Accela will utilize one consultant. End-User Training Accela will first train a core project team that will be conducting User Acceptance Testing (UAT). After UAT is complete, Accela will provide standard training on Accela Electronic Document Review for the remaining estimated end users. Topics include: attaching documents via Accela Citizen Access and Accela Automation, searching for documents, and reviewing and annotating documents The training will describe how to leverage Adobe Acrobat in support of Accela Electronic Document Review including: accessing and using the tools for annotations and markups, setting default names for and colors for authors of comments, and using stamps  Accela will train on stamps by building out up to 3 of the Agency’s stamps Accela will provided an end user training guide. Timeline and Personnel: End user training will typically take two days on-site. Accela will utilize 1-2 consultants, depending on the size of the audience. Assumptions: Training participants will already have been trained in Accela Automation. Training will focus on leveraging the functionality of Accela EDR and assumes that users are familiar with the basic functionality of the Adobe Acrobat software. User Acceptance Testing (UAT) Accela will work with the Agency in the testing and validation of the configuration to ensure its readiness to be migrated to Production. As Agency staff executes testing activities during the UAT process, Accela will address and rectify issues discovered. Accela will provide an issue tracking list in the project portal to facilitate the documentation of the issues. Accela will migrate the configuration to a Staging environment one time for testing. Timeline and Personnel: © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 10 CONFIDENTIAL INFORMATION UAT will typically take 2-4 weeks with on-site visit. We suggest beginning UAT while we are on-site for training so our consultants can assist in triaging issues. Accela will utilize one consultant on-site and then 2-3 remotely. Deployment Support Accela will support the Agency with issue resolution for up to two weeks during the deployment of the configuration to the production environment. Accela will provide a list of configuration elements to migrate. Accela will manually move any items not covered by the Accela Data Manager. Timeline and Personnel: Deployment support will typically occur for a couple days to migrate and then we would continue to support for 2 weeks following. Accela will utilize two consultants. To address the other stated Projected Enhancements mentioned in the RFP solicitation, Accela has the depth and breadth of experience to provide the expertise to implement these. For the implementation of IVR (Interactive Voice Response), Accela will work with City staff to analyze the preferred methods for the City and its customers to interact with government data via telephone to schedule, reschedule or cancel inspections, check the status of a transaction or activity, or post inspection results. Accela will explore in conjunction with the City how the application that uses Voice XML and VoIP/SIP standards will align to the Agency business rules and practices. Accela would recommend enabling online permit applications in combination with EDR implementation. We can also cover in detail the options for Contractor license renewals including notifications to contractors. Accela has SMEs that have extensive experience with converting reports from Accela Report Writer (ARW) to Crystal Reports 2013. We can also make recommendations on the best report tools based on an analysis of existing report in ARW. Accela often will support the inclusion of new record types; a task that is quite familiar to our Bronze Certified Implementation consultants. Implementation Approach Accela’s implementation methodology comprises six stages, each with its own project objectives, activities and defined deliverables. A detailed project schedule defines each stage of this process. A draft of this plan is included in this proposal for review, and the six Accela Implementation Methodology stages are presented in the graphic below. Accela’s Implementation Methodology uses principles developed from the Project Management Institute's (PMI®) Project Management Body of Knowledge (PMBOK®), the recognized ANSI standard, and it is malleable to meet specific Agency requirements. Accela will develop a project management plan that provides details of our approach, methodology, organization, communication strategy, risk mitigation strategy, integrated master schedule (IMS), staffing plan, training plan, development, transition and implementation plan, and collaboration between the Agency and the design team for program success. We will include each task, as specified in a subsequent Request for Proposal (RFP), within the project management plan to support execution of its related scope. At the program level, we will integrate the individual tasks and activities to form an overall project management plan and an integrated master schedule. In preparation for Go Live, Accela will work with the Agency to prepare a checklist and appropriate approach given geographic distribution of end users and availability of super users. This checklist acts as a “mini project plan” within the overall project plan. During the lead up to Go Live and for a number of weeks post Go Live, Accela will support the triaging and Level 1 response to issues. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 11 CONFIDENTIAL INFORMATION Within 30 days of Go Live, Accela will turn over this role to Agency staff the Agency will be transferred to the Accela Customer Support team for ongoing support. Exhibit 3: Six Stages of Accela’s Implementation Methodology 3. Describe how a project would be managed and who would have primary responsibility for its timely and professional completion. Include a description regarding how the analysis will be performed for the various areas identified, the methods and assumptions used, and the limitations of the analysis. Project Management Approach Accela’s proposed Project Manager will lead our project team on-site to ensure all tasks are progressing according to schedule. Our Project Manager is empowered to make decisions on behalf of Accela to best suit the City’s needs. We provided regular weekly oversight on project decisions by our executive team. Our Project Manager assists in articulating the City’s requirements and prioritize to our core proposed project team. This involved regular communication and collaboration between the team members. Project management services are defined as the following activities: Development and Management of a Project Plan: Our Project Manager will develop a realistic and detailed project plan, which will serve as the timeline for all activities comprising this implementation. The project plan is a Microsoft Project document, and will be updated periodically. Project Document Management: All documentation relating to this implementation will be uploaded and organized on a shared secure web portal that will allow for transparency of the project activities, issues, and risks. The City will have access to this document repository to view, track, and download any documentation associated with this project. Issue Log Management and Escalation: During scheduled status meetings, it is incumbent upon our Project Manager to identify and bring forth discussion on any issues for immediate resolution. Our Project Manager will ensure the ongoing maintenance of an issue log, wherein issue severity, resolution, assignments, and timelines are documented throughout the implementation. Status Reporting: We will provide a status report that outlines completed tasks, upcoming tasks and resources needed an updated version of the project plan, and a listing of any issues that may place the project at risk. Change Order Management: Change management is handled at the operations management level, where our Project Manager is empowered to make decisions and approvals relative change. Often change orders can be affected through appropriate management of other tasks, without change in costs or significant changes to project timelines. All change orders will be documented and approved prior to execution. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 12 CONFIDENTIAL INFORMATION Resource Management: Effective management of all technical resources is imperative. With guidance from our executive team, our Project Manager is empowered to make decisions on how, when, and where resources are allocated to specific activities throughout the implementation. Executive Project Oversight and Quality Assurance: A Professional Services team leader will provide executive level oversight and, in partnership with City staff, review quality testing results. For this engagement, it will be primarily handled by Mr. Schomp with additional oversight by Mr. Burns to whom Mr. Parthum, Ms. Haas, and Ms. Corey all directly report to. Project Analysis Approach Accela begins by reviewing existing agency documentation, interviews agency staff, and conducts workshops, and meetings, to understand and document the “To-Be” vision of the Agency solution and how it will leverage the licensed Accela products. It is during this phase that Accela gains a deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a deeper understanding of the methodology and Accela Civic Platform capabilities. Exhibit 4: Project Analysis Objectives Methods Common Example Deliverables  Identify the detailed system requirements for each record/transaction/activity type from inception to completion  Prepare detailed requirements for all in- scope system configuration required to meet Agency requirements.  Identify and define the level requirements for technical components such as reports, interfaces, business rule automations and data conversions  Document high-level use/test cases to be used for unit testing and further, establish a baseline for full end-to-end test cases.  Document the to-be state of each business process as a basis for configuration in all licensed Accela products  Develop and demonstrate select end to end system prototypes to assist Agency with understanding of future state and documented requirements  Document all users and security requirements  Document intake requirements, forms, and data fields for each business process; output requirements (documents/letters/reports); fees and collection procedures for each record/activity type; and all required inspections and inspection result options for each case record/activity type.  Assist in identifying potential data elements that should be mapped into the Accela Civic Platform application.  Work with the Agency to identify required fields to be mapped to existing agency systems that are identified required interfaces  Conduct workshops with management team(s) to discuss potential organizational impacts associated with enhanced workflows and job functions  Provide orientation and core team training on licensed Accela products  Best Practice GAP Agency will provide access to subject matter experts and decision makers during the analysis discussions. Agency will provide timely and appropriate responses to Accela’s request for information. Agency will provide Accela with access to its equipment, systems, and personnel to the extent needed to complete the analysis assessment. Potential Limitations The analysis is limited due to the Agency’s inherent lack of knowledge on the new configuration prior to implementation, training and testing. Accela recognizes this and often proposes build a prototype to mitigate this gap of knowledge. 4. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. We believe that communication between the City and Accela is critical and that most major issues can be identified and mitigated early if the proper communication processes are in place. As part of Stage 1 – Project Initiation, we will develop a strong communication plan that includes status meetings, progress tracking and reporting mechanisms. The Accela team considers communication a principle responsibility of a Project Manager. The Accela Project Manager will work with the City Project Oversight Team to refine and deliver a Communications Plan that describes how communications will be managed on the project, including: How project information will be collected and stored, and what procedures will be followed to disseminate the information; The distribution structure, specifically detailing what, how, and when information will flow to stakeholders; and The method by which information will be accessed if it is needed between regularly scheduled communications. Involvement and escalation procedures to Accela Executive Oversight Exhibit 5: Accela collaborates with the Agency to formulate and actively maintain a Project Communication Plan Accela’s proposed Project Manager will facilitate all status meetings, and will be responsible for the development of pre-and post-meeting documentation. Typically, Accela hosts a weekly project status meeting. On the past project with our proposed team, we have also hosted a monthly Accela/City Executive level meeting. The weekly Project Status Report will provide a concise review of the status of each lifecycle phase (Initiation, Analysis, Development, Testing, Training, Data Migration, and Deployment) for all active components in the project. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 14 CONFIDENTIAL INFORMATION 5. Include a description of the software and other analysis tools to be used. The City’s project includes the enhancement of the existing Accela Civic Platform installation. Accela will utilize MS Project to compose and maintain a project schedule. Accela also utilizes the MS office suite of products (Excel, Word, Visio, etc.) for documentation throughout the project. 6. Provide detailed information of how the database conversion tool will be developed and implemented. Database and software requirements and limitations or challenges anticipated. Data Conversion Approach The Accela team is highly experienced in planning for and executing these activities pursuant to the required tasks. Often multiple sources store and manage similar information and decisions need to be made about the authoritative source. It is also common to find that data sources have not had strong controls and the accuracy is questionable or there is missing data. There are techniques and tools that we may recommend to understand the current state of City data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis, mapping of historical/legacy data sources may begin with Accela’s mapping tool and conversion iterations performed as outlined in the Project Plan. We provide release notes during these conversion tests to verify data is being transferred correctly (e.g., number of records and expected values in fields). Accela will lead the conversion effort and specifically assist in the following areas. We expect that the City will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. data mapping script development for conversion assist in data testing and validation assist with the planning and execution of the final data conversion The required data mapping effort will be a conducted by Accela personnel with City assistance. Once the data mapping has been defined, we will ask that a City representative sign off on the data maps. Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela Automation database. Typically, two data conversions tests are scheduled prior to the final conversion effort and implementation of the data into the production database; however, there are times (based on complexity) when this process exceeds the anticipated three conversions. Upon receipt of the City’s historical data, Accela will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of the City’s historical data into Accela Automation. The City will be responsible for providing the data in acceptable formats and provide subject matter experts to assist in the data mapping efforts. The Historical Data Conversion Specifications document identifies historical data elements that will be converted into Accela Automation as well as document special consideration (e.g., merging data sources, phasing, etc.). The time and complexity of the data conversion process is dependent on the number of fields being converted, the cleanliness of the data, and City personnel’s knowledge of the systems that the data is currently stored in. No work on any conversion of existing data is performed until the City signs-off on the activities and expected outcomes of such services. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 15 CONFIDENTIAL INFORMATION Exhibit 8: Standard Accela Data Conversions Available Data Conversion Type Description Legacy to Accela Automation Converts legacy source data from existing permitting, licensing, and/or asset management system to Accela Automation. APO Converts Address, Parcel, Owner, Genealogy, and Accela GIS links via batch conversion to reference APO tables in Accela Automation. Licensed Professional Converts reference Licensed Professionals (typically from State Licensing Boards) into Accela Automation. Document Converts electronic documents from a staging area into Accela Automation using a govXML application program interface. Accela data conversions leverage multiple tools to move legacy data into Accela Automation. The tools consist of: Accela Methodology Documentation – used for Legacy, APO, and Licensed Professional data conversions. It includes iterations, recommended QA, UAT considerations, analysis and mapping worksheets (for parsing addresses, redundancy in data sources, etc.) Accela Data Mapping tool – used only for Legacy data conversions. It maps live data from legacy data sources to active configuration in Accela Automation, which allows it to check that translations are valid. It also outputs mapping reports (schemas, translation tables, etc.) Accela Conversion tool – used across all standardized conversions as the execution tool, and is Windows 32- and 64-bit compatible. The standalone batch engine allows APO and Licensed Professional conversions to be run periodically (daily, weekly, monthly, etc.) via Microsoft Scheduler. Other Common Tools – SQL Server Management Studio, SQL Developer (Oracle), TOAD, and MS Access. Exhibit 9: Accela Data Conversion Tasks and Tools Phase Tasks Conversion Tools Analysis  Review client data  Review Accela configuration  Identify gaps  Identify cleanup  Accela Methodology Documentation Mapping  Map data to staging tables  Build translation to Accela configuration  Accela Data Mapping tool (legacy conversion)  Staging Table Documentation (installed with conversion process) Development  Develop SQL scripts  Implement custom processes  SQL, PL/SQL, T-SQL © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 16 CONFIDENTIAL INFORMATION Execute and Quality Assurance  Execute data conversion  Verify accuracy  Produce release information  Accela Conversion Tool Accela data conversion tools provide several benefits including: Source and Destination Database connectivity Ability to select input tables and views. To increase performance a versed data conversion engineer can create views from multiple tables to facilitate the selection of the input tables Creation of Source Destination Maps and Translation Tables Loading of the Source and Destination data Storage and Portability of the data maps via the ADM File (Data Mapping tool output file in MS Access) Accela will convert data as far back as City requirements demand—there is no standard number of years that Accela recommends. However, we find that the City effort for data cleanup of historical data, prior to data conversion, will increase significantly the further back it goes. A good rule of thumb is to convert all of the historical that was entered into the current legacy system, but not farther back than that. Accela’s data conversion design approach does not change between the different tiers of data conversion complexity and the same methodology is used regardless of the data source size. Only the effort required for the data mapping and development and number of test runs are impacted by the different complexities of conversion. Our approach has been successful converting single delimited flat file to complex multi- departmental RDBMS. Maintaining Data Integrity The conversion process checks the validity of the data in many places beginning with the mapping process. Within the Accela Data Mapping tool translation tables are validated against the current Accela Automation configuration and will warn the developer when a rule becomes invalid due to configuration changes. The second validation point takes place when loading into the Standardized Staging tables. The constraints in place on the staging tables ensure that when a record is loaded that it has the minimum required data in order to have that record evaluated for processing. The third point of validation takes place when the standard conversion process is executed to move the data from the staging area into Accela Automation. This process executes multiple data validation scripts to check for orphaned records, missing configuration links, primary key constraints, and invalid data types. The last point of validation is the post-conversion release notes that are generated by the developer at the completion of the conversion cycle. These release notes consist of record counts of the various entities loaded by the conversion process to ensure that the number of records processed meets the expected number. All imports of data into the Accela Civic Platform are built specifically to the desired data source. This method allows for appropriate considerations of data size, types, etc. and appropriate solutions therein. Accela utilizes two primary methods for data imports, either the Data Conversion ETL tool (extract, translate and load), or the Accela Batch Engine. Both methods can be utilized for one time data imports, or be setup to account for reoccurring data imports. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 17 CONFIDENTIAL INFORMATION 7. Identify what portion of work, if any, may be subcontracted. 8. If applicable, Consultant shall provide a detailed narrative of additional technology, tools, and various resources that may be needed to complete the work. Accela Professional Services does not intend to subcontract any of the proposed work. We have qualified staff to perform the scope of services as outlined in the City’s RFP. C. Fees 1. Specific Scope of Services Costs. This section should consist of a schedule of costs relating to the specific items included in the Scope of Work section. This should include any and all specific costs, separate from the Consultant’s/sub-consultant’s general labor and direct costs that would be associated with providing those services. Provide estimated hours for each proposed or optional task, including the time required for meetings, conference calls, etc. 2. Other Costs. A schedule of costs, not included above, for any additional services that you believe, based upon your professional experience, may be of value to the City under specific circumstances. Accela’s proposed hourly rate for implementation services is $185.00 and $210.00 for Executive Oversight. To again place emphasis on the EDR portion of the Scope of Services, Accela has provided a sample pricing for one record type/workflow. This will highlight our understanding of the implementation of EDR, though, also give the City some items to consider when further defining their requirements. This sample pricing does not include Project Management or Executive Oversight. Exhibit 10: EDR Sample Pricing Task Total Hours Total Cost @ $185/hr Assumptions and Notes EDR Analysis 30 $5550 1 record type/workflow EDR Configuration 20 $3700 Configuration of EDR - Standard choices, document types, FIDs, record type configuration, etc Configuring workstations 2 $370 Installation on one workstation, and administration training – Installation training – 2-4 people Testing 16 $2960 UAT support - 4 week UAT period Training - End User and Admin 4 $740 Training for up to 8 end users Training - Advanced Stamp and Button Development 4 $740 Training on up to 3 stamps and one button EDR scripting 24 $4440 up to 4 EMSE scripts EDR Production Deployment Support 12 $2220 Deployment Support © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 18 CONFIDENTIAL INFORMATION ACA Analysis / Configuration / Testing / Deployment 32 $5920 one online application Total Estimated Services Cost 144 $26,640 The RFP and Addendum did not provide enough information for Accela to provide a more specific list of costs for any of the projected enhancements or services. Pricing Notes Accela understands the importance of the timely and successful implementation of the City. We have extensive experience working collaboratively with clients to achieve their objectives on systems integration projects around the country. One of the major contributors to our mutual success is to clearly define and agree upon the responsibilities, scope and assumptions of the project from the start. The detailed pricing is based and dependent upon these assumptions. However, without detailed service scope including specific tasks and milestones defined by the City, we are not able to provide a project schedule with deliverable breakdown at this point. We have illustrated our sample cost per Electronic Document Review (EDR) record type/workflow in the table above, while total effort in terms of labor hours depends on agency specific needs and workflows estimated by the project team. Detailed information will be provided during discovery workshop with the City. We welcome the opportunity to discuss the assumptions and our service plan with the Agency in further detail to reach consensus so that we begin our work with a clearly defined, common understanding of the project. In addition, prior to the contract being finalized, we assume that Accela and the Agency will discuss further detailed terms and conditions governing the project to reach mutual agreement prior to commencing work. D. Sustainability In no more than two (2) pages please describe how your organization strives to be Sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. All Accela documents are printed on a minimum of 30% recycled paper. Binder materials include recycled content in their construction. Accela strives to minimize paper use and printed material by encouraging the use of electronic documents and communications both internally and externally. Accela’s San Ramon headquarters is located within a LEED Gold certified and Energy Star rated building, adhering to multiple energy efficiency standards for water, wastewater and materials and energy use. Staff are encouraged to adopt sustainable practices and supported by public transit benefits, bicycle accommodations, and telecommuting options. As a tenant of San Ramon’s Bishop Ranch business park, Accela and its employees are able to take advantage of an award-winning transportation program, which includes free bus passes, bike sharing, electric car sharing, and premium parking spots for carpool, EV, and hybrid vehicles. Bishop Ranch’s environmental policies include a comprehensive recycling, composting, and e-waste disposal program. A summary of measureable contributions achieved by Bishop Ranch facilities in promoting sustainability is available at the following link: http://www.bishopranch.com/about/sustainablity/. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 19 CONFIDENTIAL INFORMATION E. Additional Information Provide any information that distinguishes Consultant from its competition and any additional information applicable to this RFP that might be valuable in assessing Consultant’s proposal. Accela, Inc. takes exception to the following terms and conditions as noted herein and wherever referenced in the City’s RFP. The commercial off-the-shelf (COTS) software being proposed is not designed specifically to City specifications. The software will meet its published specifications and documentation, which the City will evaluate and determine to be consistent with their assessed needs. In addition to our list of exceptions, this section includes Accela’s sample Services Agreement and Maintenance Agreement. Exhibit 6: Exceptions to Proposed Terms and Conditions Paragraph (As Noted and Wherever Referenced in the RFP) Exception Proposed Language / Solution Contract Section 8, Payment and Section 10, Project Drawings Vendor wishes to clarify that it will not, produce or provide any materials or deliverables which comprise “works for hire” under applicable laws; Vendor proposes only to configure the software for City’s use. To the extent that new deliverables would be produced, such works would comprise derivative works of Vendor’s pre-existing owned works. Revise language to indicate all reports, forms, information, data, statistics, designs, plans, procedures, systems and any other materials or properties provided to Vendor by City shall be the sole and exclusive property of City. All reports and other documents produced by Vendor for the City shall be the sole and exclusive property of City. All design, bid documents, software, and other material furnished to the City by Consultant during the course of this project comprise derivative works from Consultant’s pre- existing intellectual property and shall remain the property of Consultant. Contract Section 13, Personal Services Assignments made for purposes of financing or factoring or pursuant to changes in the corporate equity structure should not be subject to prior approval by the City as these do not affect the provision of services by Vendor. Add the following language: “Notwithstanding, Vendor may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets. Contract Section 16, Remedies Determination and cure of breaches should be further defined and applicable to both parties. Where a “for cause” termination is contemplated, Vendor recommends that a minimum of 30 days’ cure period be allowed to establish whether or not material inconsistencies with agreement requirements are capable of remedy as indicated. Revise cure period from ten (10) days to thirty (30) days. End of Document © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 20 CONFIDENTIAL INFORMATION Analysis and Configuration – Updates to Best Practice configuration to meet Agency requirements.  To-Be Analysis Document(s) – The blueprint for configuring the Accela Automation. This document outlines the To-Be state of each unique Agency process to be built by Accela Services.  Prototypes – Used to demonstrate selected aspects of the Accela solution to assist in understanding how it will operate for the Agency. Assumptions Agency and Accela will review their responsibilities before work begins to ensure that Services can be satisfactorily completed and in the appropriate timeframe. © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 13 CONFIDENTIAL INFORMATION Accela © 2015 Accela, Inc. All rights reserved City of Fort Collins, CO RFP #8086 Accela Software Consulting Page 1