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HomeMy Public PortalAbout7E Edgesoft AgreementTem le AGENDA c�� MEMORANDUMTEM7E. Staff Report TO: THE HONORABLE CITY COUNCIL DATE: SEPTEMBER 7, 2010 FROM: JOSE E. PULIDO, CITY MANAGER / SUBJECT: CONSULTANT SERVICES AGREEMENT WITH EDGESOFT INC. FOR AN ENTERPRISE LAND MANGEMENT SYSTEM (ELMS) SUMMARY The City Council is requested to review and approve an $83,000 Consultant Services Agreement (Attachment "1") with Edgesoft Inc. (i.e., Edgesoft) to develop a web -based Enterprise Land Management for Temple City that incorporates seven integrated modules: Code Enforcement; Building Permits; Planning; Business License; Public Works; Citizen Access; and Parking Permits. BACKGROUND 1. On March 18, 2010, the City of Covina, through the work of an independent technology consultant, prepared and issued a Request For Proposals (RFP) to seek a proven turn -key web -based technology (i.e., e -government) solution that is fully integrated from a city department perspective. The RFP was e -mailed and received by three technology firms (i.e., HdL Companies, Edgesoft, and FastTrackGov). Please refer to Attachment "2" for the City of Covina's RFP. 2. On March 31, 2010, the City of Covina extended the RFP deadline to April 7, 2010. 3. On April 6, 2010, the City of Covina received a proposal from Edgesoft that met all of the requirements outlined in the RFP — the other two vendors (i.e., HdL Companies and FastTrackGov) were not able to fulfill all of the requirements of this RFP so they did not submit a proposal. 4. On May 18, 2010, the City of Covina awarded a contract to Edgesoft to prepare a web -based Enterprise Land Management System consistent with the criteria established in the City of Covina's RFP. Please refer to Attachment "3" for the City of Covina's staff report which awarded a contract to Edgesoft to implement an Enterprise Land Management System. 5. On May 20, 2010, the City Manager met with Shan Sundar, the President of Edgesoft, to assess Temple City's interest in implementing an Enterprise Land Management System like the one specified in the City of Covina's RFP. 6. On June 2, 2010, the City Manager received a proposal from Edgesoft (Attachment "4") to implement an Enterprise Land Management System in Temple City. The Edgesoft proposal was based on the City of Covina's RFP results, which provided an affordable web based integrated land management system. City Council September 7, 2010 Page 2 7. On June 29, 2010, the City Council approved the Fiscal Year (FY) 2010 City Budget, which included an appropriation of $73,000 from the City's General Fund to fund the majority of an Enterprise Land Management System — the remaining $10,000 was appropriated from the Community Redevelopment Agency (CRA) FY 2010-11 Budget. 8. On August 17, 2010, Edgesoft submitted a revised proposal (Attachment "5") to the City Manager which addressed the need for a Public Works and online parking permits. 9. On August 20, 2010, the City Attorney reviewed, modified, and approved the draft Consultant Services Agreement with Edgesoft for an Enterprise Land Management System. ANALYSIS For many years, the City has been using a number of different stand alone legacy software applications for its core operations which include: business licenses; planning; code enforcement; building permits; and overnight parking permits, which due to technology limitations, cannot be fully integrated. Consequently, the lack of departmental data integration has hindered the City's ability to deliver the best customer service to our residents and businesses and this will continue to be the case until a new all inclusive web based land management solution is implemented. In an effort to save the City the cost of hiring a technology consulting firm (i.e., like the City of Covina did) to prepare an RFP, the City Manager is recommending that Temple City use the City of Covina's recent RFP process and outcome for the implementation of an Enterprise Land Management System in Temple City. After some discussion with the City Attorney, it was determined that Temple City's City Code Section 2506 regarding Bidding, mentions that the City is exempt from the bidding process if the services are only available from one vendor. It is important to note that the results from the City of Covina's RFP process for an Enterprise Land Management System demonstrated that only one vendor could provide the desired integrated system and that company was Edgesoft. Based on Edgesoft's revised proposal to Temple City, the deliverables under this proposal include the following integrated modules and timelines: Deliverable Start Finish Core Framework December 2010 January 2011 Code Enforcement January 2011 February 2011 Building Permits February 2011 March 2011 Planning April 2011 May 2011 Business License June 2011 July 2011 Public Works July 2011 August 2011 Citizen Access August 2011 September 2011 Parking Permits September 2011 November 2011 City Council September 7, 2010 Page 3 It is should be noted that the Edgesoft proposal to Temple City includes two more modules (i.e., Public Works and Online Parking Permits) than the proposal they provided to the City of Covina. For a more detailed description of each of these tasks please refer to the revised proposal (Attachment "5") received from Edgesoft. FISCAL IMPACT As part of the FY 2010-11 City Budget, the City Council approved an allocation of $73,000 to retain the services of a consultant for the implementation of an Enterprise Management System for Temple City — the remaining $10,000 will be funded from the CRA's FY 2010-11 Budget. RECOMMENDATION It is recommended that the City Council: 1. Approve a $83,000 Consultant Services Agreement with Edgesoft for the implementation of an Enterprise Management System; and 2. Authorize the City Manager to execute the Consultant Services Agreement with the Edgesoft. ATTACHMENTS 1. Consultant Services Agreement between the City of Temple City and Edgesoft. 2. City of Covina's RFP for Enterprise -wide Planning and Licensing System 3. City of Covina's May 18, 2010 Staff Report awarding contract to Edgesoft. 4. Edgesoft Inc. first Proposal dated June 2, 2010 5. Edgesoft Inc. revised Proposal dated August 17, 2010 ATTACHMENT "1" CONSULTANT SERVICES AGREEMENT By and Between THE CITY OF TEMPLE CITY, a municipal corporation and EDGESOFT INC., a California corporation LA #4824-1641-9591 v2 AGREEMENT FOR CONSULTANT SERVICES BETWEEN THE CITY OF TEMPLE CITY, CALIFORNIA AND EDGESOFT, INC. This Agreement for Consultant Services ("Agreement") is entered into as of this day of , 2010 by and between the City of Temple City, a municipal corporation ("City") and Edgesoft, Inc, a California corporation ("Consultant"). City and Consultant are sometimes hereinafter individually referred to as "Party" and hereinafter collectively referred to as the "Parties." RECITALS A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Section 2 of this Agreement. B. Consultant, following submission of a proposal or bid for the performance of the services defined and described particularly in Section 2 of this Agreement, was selected by the City to perform those services. C. Pursuant to the City of Temple City's Municipal Code, City has authority to enter into this Consultant Services Agreement and the City Manager has authority to execute this Agreement. E. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Section 2 of this Agreement and desire that the terms of that performance be as particularly defined and described herein. OPERATIVE PROVISIONS NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained here and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows: SECTION 1. TERM OF AGREEMENT. Subject to the provisions of Section 20 "Termination of Agreement" of this Agreement, the scope of services set forth in Exhibit "A" "Scope of Services" shall be completed pursuant to the schedule specified in Exhibit "A." Should the scope of services not be completed pursuant to that schedule, the Consultant shall be deemed to be in Default of this Agreement pursuant to Section 21 of this Agreement. The City, in its sole discretion, may choose not to enforce the Default provisions of this Agreement and may instead allow Consultant to continue performing the scope of services until such services are complete. 1 LA U4824-1641-9591 v2 SECTION 2. SCOPE OF SERVICES. Consultant agrees to perform the services set forth in Exhibit "A" "Scope of Services" and made a part of this Agreement. SECTION 3. ADDITIONAL SERVICES. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to or outside of those set forth in this Agreement or listed in Exhibit "A" "Scope of Services," unless such additional services are authorized in advance and in writing by the City Council or City Manager of City. Consultant shall be compensated for any such additional services in the amounts and in the manner agreed to by the City Council or City Manager. SECTION 4. COMPENSATION AND METHOD OF PAYMENT. (a) Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in Exhibit "B" "Compensation" and made a part of this Agreement. The total compensation, including reimbursement for actual expenses, shall not exceed Eighty Three Thousand dollars $83,000, unless additional compensation is approved in writing by the City Council or City Manager. (b) Each month Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories: labor (by sub -category), travel, materials, equipment, supplies, and sub -consultant contracts. Sub -consultant charges shall be detailed by the following categories: labor, travel, materials, equipment and supplies. City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. In the event that no charges or expenses are disputed, the invoice shall be approved and paid according to the terms set forth in subsection (c). In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. (c) Except as to any charges for work performed or expenses incurred by Consultant which are disputed by City, City will use its best efforts to cause Consultant to be paid within thirty (30) days of receipt of Consultant's correct and undisputed invoice. (d) Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant. SECTION 5. INSPECTION AND FINAL ACCEPTANCE. City may inspect and accept or reject any of Consultant's work under this Agreement, either during performance or when completed. City shall reject or finally accept Consultant's work within sixty (30) days after submitted to City. City shall reject work by a timely written explanation, otherwise Consultant's work shall be deemed to have been accepted. City's acceptance shall be conclusive as to such work except with respect to latent defects, fraud and such gross mistakes as amount to fraud. Acceptance of any of Consultant's work by City shall 2 LA 1}4824-1541-9591 v2 not constitute a waiver of any of the provisions of this Agreement including, but not limited to, sections 16 and 17, pertaining to indemnification and insurance, respectively. SECTION 6. OWNERSHIP OF DOCUMENTS. All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Consultant in the course of providing any services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant. Upon completion, expiration or termination of this Agreement, Consultant shall turn over to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents. If and to the extent that City utilizes for any purpose not related to this Agreement any maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other documents prepared, developed or discovered by Consultant in the course of providing any services pursuant to this Agreement, Consultant's guarantees and warrants related to Standard of Performance and found in Section 9 of this Agreement shall not extend to such use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other documents. SECTION 7. CONSULTANT'S BOOKS AND RECORDS. (a) Consultant shall maintain any and all documents and records demonstrating or relating to Consultant's performance of services pursuant to this Agreement. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to City pursuant to this Agreement. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by Consultant pursuant to this Agreement. Any and all such documents or records shall be maintained for three years from the date of execution of this Agreement and to the extent required by laws relating to audits of public agencies and their expenditures. (b) Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit and copying, at any time during regular business hours, upon request by City or its designated representative. Copies of such documents or records shall be provided directly to the City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at Consultant's address indicated for receipt of notices in this Agreement. (c) Where City has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of Consultant's business, City may, by written request, require that custody of such documents or records be given to the City and that such documents and records be maintained by the requesting party. Access to such documents and records shall be granted to City, as well as to its successors -in -interest and authorized representatives. 3 LA #4824-1641-9591 v2 SECTION 8. STATUS OF CONSULTANT. (a) Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Consultant shall have no authority to bind City in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this AGREEMENT or is otherwise expressly conferred in writing by City. (b) The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant's officers, employees, or agents are in any manner officials, officers, employees or agents of City. (c) Neither Consultant , nor any of Consultant's officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City's employees. Consultant expressly waives any claim Consultant may have to any such ri ghts. (d) In the event that Consultant utilizes subcontractors in performing the services under this Agreement, those subcontractors shall be deemed to at all times be under Consultant's exclusive direction and control. Consultant shall not at any time or in any manner represent that those subcontractors are in any manner officials, officers, employees or agents of City. Neither City nor any elected or appointed boards, officers, officials, employees or agents of City shall have control over the conduct of any of those subcontractors. None of those subcontractors shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City's employees. SECTION 9. STANDARD OF PERFORMANCE. Consultant represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this Agreement in a thorough, competent and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Consultant under this Agreement. If and to the extent that City utilizes for any purpose not related to this Agreement any maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other documents prepared, developed or discovered by Consultant in the course of providing any services pursuant to this Agreement, Consultant's guarantees and warranties related to Standard of Performance shall not extend to such use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other documents. 4 LA 114824-1641-9591 v2 SECTION 10. COMPLIANCE WITH APPLICABLE LAWS; PERMITS AND LICENSES. Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this Agreement. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section. SECTION 11. PREVAILING WAGE LAWS It is the understanding of City and Consultant that California prevailing wage laws do not apply to this Agreement because the Agreement does not involve any of the following services subject to prevailing wage rates pursuant to the California Labor Code or regulations promulgated thereunder: Construction, alteration, demolition, installation, or repair work performed on public buildings, facilities, streets or sewers done under contract and paid for in whole or in part out of public funds. In this context, "construction" includes work performed during the design and preconstruction phases of construction including, but not limited to, inspection and land surveying work. SECTION 12. NONDISCRIMINATION. Consultant shall not discriminate, in any way, against any person on the basis of race, color, religious creed, national origin, ancestry, sex, age, physical handicap, medical condition or marital status in connection with or related to the performance of this Agreement. SECTION 13. UNAUTHORIZED ALIENS. Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should the any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys' fees, incurred by City. SECTION 14. CONFLICTS OF INTEREST. (a) Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant's performance of services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. 5 LA #4824-1641-9591 v2 (b) City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non -related services for other governmental agencies and private parties. Consultant is unaware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section. (c) City understands and acknowledges that Consultant will, perform non -related services for other governmental agencies and private parties following the completion of the scope of work under this Agreement. Any such future service shall not be considered a conflict of interest for purposes of this section. SECTION 15. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION. (a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law. (b) Consultant , its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. (c) If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys fees, caused by or incurred as a result of Consultant's conduct. (d) Consultant shall promptly notify City should Consultant , its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. (e) All work product produced by Consultant during the course of performance, with the exception of any final versions of tangible work product as described in Exhibit "A," will be reviewed by the City Attorney for exemption from disclosure under the Public Records Act. Further, any appraisals, if any, made by Consultant during the course of performance shall be exempt from disclosure under the Public Records Act until such time as the transaction for which the appraisals are made has been completed. 6 LA #4824-1641-9591 v2 SECTION 16. INDEMNIFICATION. (a) Indemnification for Professional Liability. Where the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or sub -consultants (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this Agreement. In no event shall the Consultant be required to indemnify the City until its liability is determined by a court of competent jurisdiction. (b) Indemnification for Other than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, willful misconduct, bad faith, malfeasance, breach of duty, reckless disregard of duty, or negligence of the Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or sub -contractors of Consultant, in the performance of this Agreement. (c) Limitation of Indemnification. Notwithstanding any provision of this Section 16 [Indemnification] to the contrary, design professionals are required to indemnify the City only to the extent permitted by Civil Code Section 2782.8, which limits the liability of a design professional to claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional. The term "design professional," as defined in Section 2782.8, is limited to licensed architects, licensed landscape architects, registered professional engineers, professional land surveyors, and the business entities that offer such services in accordance with the applicable provisions of the California Business and Professions Code. (d) The provisions of this section do not apply to claims occurring as a result of City's sole negligence. The provisions of this section shall not release City from liability arising from gross negligence or willful acts or omissions of City or any and all of its officials, employees and agents. SECTION 17. INSURANCE. Consultant agrees to obtain and maintain in full force and effect during the term of this Agreement the insurance policies set forth in Exhibit "C" "Insurance" and made a part of this Agreement. All insurance policies shall be subject to approval by City as to form and content. 7 LA #4824-1641-9591 v2 These requirements are subject to amendment or waiver if so approved in writing by the City Manager. Consultant agrees to provide City with copies of required policies upon request. SECTION 18. ASSIGNMENT. The expertise and experience of Consultant are material considerations for this Agreement. City has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant under this Agreement. In recognition of that interest, Consultant shall not assign or transfer this Agreement or any portion of this Agreement or the performance of any of Consultant's duties or obligations under this Agreement without the prior written consent of the City Council. Any attempted assignment shall be ineffective, null and void, and shall constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary termination of this Agreement. City acknowledges, however, that Consultant, in the performance of its duties pursuant to this Agreement, may utilize subcontractors. SECTION 19. CONTINUITY OF PERSONNEL. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff and subcontractors, if any, assigned to perform the services required under this Agreement. Consultant shall notify City of any changes in Consultant's staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance. SECTION 20. TERMINATION OF AGREEMENT. (a) City may terminate this Agreement, with or without cause, at any time by giving thirty (30) days written notice of termination to Consultant. In the event such notice is given, Consultant shall cease immediately all work in progress. (b) Consultant may terminate this Agreement for cause at any time upon thirty (30) days written notice of termination to City. (c) If either Consultant or City fail to perform any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice. (d) Upon termination of this Agreement by either Consultant or City, all property belonging exclusively to City which is in Consultant's possession shall be returned to City. Consultant shall furnish to City a final invoice for work performed and expenses incurred by Consultant, prepared as set forth in Section 4 of this Agreement. This final invoice shall be reviewed and paid in the same manner as set forth in Section 4 of this Agreement. SECTION 21. DEFAULT. In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default. Instead, the City may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the -8- LA #4824-1641-9591 v2 default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant. During the period of time that Consultant is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Consultant does not cure the default, the City may take necessary steps to terminate this Agreement under Section 20. Any failure on the part of the City to give notice of the Consultant's default shall not be deemed to result in a waiver of the City's legal rights or any rights arising out of any provision of this Agreement. SECTION 22. EXCUSABLE DELAYS. Consultant shall not be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of Consultant. Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state or local governments, acts of City, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this Agreement shall be equitably adjusted for any delays due to such causes. SECTION 23. COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Exhibit "A" "Scope of Services," shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement. SECTION 24. NOTICES. All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return receipt requested, addressed as follows: To City: To Consultant: City of Temple City Attn: City Manager 9701 Las Tunas Drive Temple City, CA 91780 EDGESOFT INC. Attn. Shan Sundar, CEO 6133 Bristol Parkway, Suite 301 Culver City, CA. 90230 Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service. 9 LA #4824-164I-9591 v2 SECTION 25. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Consultant represents and warrants that he/she/they has/have the authority to so execute this Agreement and to bind Consultant to the performance of its obligations hereunder. SECTION 26. BINDING EFFECT. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties. SECTION 27. MODIFICATION OF AGREEMENT. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Consultant and by the City Council, except that on City's behalf, its City Manager is hereby authorized to make minor modifications to the contract and adjustments to the schedule, provided no additional cost is incurred by City. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void. SECTION 28. WAIVER. Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision nor a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement. SECTION 29. LAW TO GOVERN; VENUE. This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Los Angeles, California. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in Los Angeles. SECTION 30. ATTORNEYS FEES, COSTS AND EXPENSES. In the event litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to which it may be entitled. SECTION 31. ENTIRE AGREEMENT. This Agreement, including the attached Exhibits "A" through "C", is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other Agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other Agreements, whether oral or written, made by any party which are not 10 LA #4824-1641-9591 v2 embodied herein shall be valid and binding. No amendment to this Agreement shall be valid and binding unless in writing duly executed by the parties or their authorized representatives. SECTION 32. SEVERABILITY. If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s). IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first -above written. CITY OF TEMPLE CITY By: Jose Pulido City Manager ATTEST: Mary Flandrick City Clerk APPROVED AS TO FORM By: Eric Vail City Attorney EDGESOFT INC. By: By: Shan Sundar Its: CEO Anand Belaguly Its: Director of Technology NOTE: CONSULTANT'S SIGNATURES SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO DEVELOPER'S BUSINESS ENTITY. -11- LA#4824-1541-9591 v2 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT STATE OF CALIFORNIA COUNTY OF On before me, , personally appeared ❑ personally known to me - OR - ❑ proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. (SIGNATURE OF NOTARY) OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT ❑ INDIVIDUAL ❑ CORPORATE OFFICER TITLE(S) PARTNER(S) ❑ LIMITED ❑ GENERAL ATTORNEY -IN -FACT TRUSTEE(S) GUARDIAN/CONSERVATOR OTHER SIGNER IS REPRESENTING: (NAME OF PERSON(S) OR ENTITY(IES)) TITLE OR TYPE OF DOCUMENT NUMBER OF PAGES DATE OF DOCUMENT SIGNER(S) OTHER THAN NAMED ABOVE LA 114824-1641-9591 v2 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT STATE OF CALIFORNIA COUNTY OF On , before me, personally appeared ❑ personally known to me - OR - ❑ proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. (SIGNATURE OF NOTARY) OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT ❑ INDIVIDUAL ❑ CORPORATE OFFICER TITLE(S) PARTNER(S) ❑ LIMITED 0 GENERAL ATTORNEY -[N -FACT TRUSTEE(S) GUARDIAN/CONSERVATOR OTHER SIGNER IS REPRESENTING: (NAME OF PERSON(S) OR ENTITY(IES)) TITLE OR TYPE OF DOCUMENT NUMBER OF PAGES DATE OF DOCUMENT SIGNER(S) OTHER THAN NAMED ABOVE LA #4824-1641-9591 v2 EXHIBIT "A" SCOPE OF SERVICES 1. Introduction 1.1. Purpose: The purpose of this Scope of Work is to define the respective responsibilities of Edgesoft Inc. as they relate to the Enterprise Land Management System (eLMS) software hosting services for the City of Temple City. Edgesoft will implement a phased roll out for all hosted modules. 2. Scope of Services, Consultant will perform the following Services: • Implementation Services • Training 2.1 Software Installation Services, Consultant will prepare and deliver the following tangible work products to the City: Core Module: eLMSTM Core Functions- The solid foundation of the Land, Structure, Occupancy (LSO) Model naturally provide for an orderly progression of increasingly complex data. The LSO model is a primary resource for address, structure and land use information, as well as owner/tenant, infrastructure and asset information. Each location in the LSO model has a unique identifier by which all activities related to that specific location are tracked and administered. The Projects, Subprojects, Activities (PSA) structure enables the department to customize its activities, easily view all information at a Project level, and quickly drill down to sublevels to enter or view information, so that other departments can review the processes and identify any interdepartmental issues before proceeding with activities. Features Included: • Attachments Feature- Provides the ability to attach any files such as digital photos, documents and spreadsheets. • Conditions Library- Makes predefined conditions available to apply to various activity types. Enables users to add one or more conditions to any level in within eLMS (Land, Structure, Occupancy, Project, Subproject and Activity). Provides the ability to include the mapped conditions automatically on a newly created activity. -1— LA #4824-1641-9591 v2 • Search Function- Provides the capability of searching for projects and attached documents from multiple criteria, including address, APN, Project Number, Subproject number, Activity number, Activity type, Subproject type, Activity sub -type, Owner, People License number, Name, internal Project Team name and Project Description. Administration Function- Manages projects, lists, fees and more. • Comments Feature- Provides the ability to add one or more comments to any level in within eLMS (Land, Structure, Occupancy, Project, Subproject and Activity). Business Modules/Products: • Planning & Planner Update Modules- Automates the processes and captures all information related to the City's Planning activities. Functions include issuing, tracking and logging planning cases; appointment scheduling and notification, which reduces scheduling conflicts for planning board hearings; assigning, scheduling and routing planning cases; and cashiering and fee appraisal. This centralized database of customer records provides accurate, timely information to customers who are submitting development plans for approval. • Building Permits & Inspections Module- Automates workflow related to building permits, inspections, people and activities. It enables City staff within Building and similar divisions to view fee schedules, cashiering, payment transaction history, business tax and business license information, and track plan checks related to building permits. Users can schedule, track and maintain history of inspections related to a specific location, as well as maintain lists of and links to external people associated with the City, such as owners, applicants, architects and contractors. • Code Enforcement Module- Tracks and maintains data related to code violations in the City. Users can identify violations by parcel, provide notifications to responsible parties, and establish follow-up inspection programs to ensure that corrections are made. This module also provides users with the ability to place a "hard," "soft" or "warning" hold on a Land, Structure or Occupancy. When creating a code violation, the system validates data input and utilizes list -of -values (pull -down lists), reducing human error in data entry. • Business License Module- The business license management module provides the ability to add, modify or delete Regulatory -2— LA #4824-1641-9591 v2 Business Licenses and Permits, as well as the associated Municipal and SIC Codes. It generates prints and tracks business license renewals. The system improves service quality by providing accurate information in a timely manner to customers that are filing for a business license, and reduces data entry errors by validating data input using the list -of -values (pull -down list) at the time of completing a business license application. The future on- line version update is included. • Public Works Module- This module tracks and maintains all the permits and requests (not pertaining to permits) submitted and 'currently issued by the Public Works department. Users can chose not to issue permits until all required approvals from various departments and conditions have been met and track the status of a permit in real time. This module also provides users with the ability to print permits and permit conditions and attach plan documents (floor plans, plot plans, photos, etc) with an address, issue permits for addresses as well as public right of way. • E-GOV Citizen Access Enterprise Module- Allows citizens to access the application through Internet and perform various business queries and functions. • Online Building Permits: Applying for permits and monitoring progress.. • Online Inspections: Scheduling inspections online, checking inspection status, results and cancellations. • Online Parking Permits- This allows citizens to obtain parking permits. Permits may be viewed and printed. 2.2 Implementation services: The purpose of this phase is to configure and implement the eLMSTM software solution for the City. The configuration and implementation will utilize established project controls and monitoring methods. In this phase, the software will be configured to meet the City's requirements (all reports, functions improved or currently used by the City). Implementation activities such as configuration, database creation, training, testing, and pre -production planning will be undertaken. Deliverables for enterprise solution modules will be on the based on a phase schedule and will include the following: • Total application software package • Training • Implementation Services • Maintenance and Support • On -Site Preparation • Site Licenses 3 LA #4824-1641-9591 v2 2.3 Training- Licensee shall provide users of the Software with eLMS (Enterprise Land Management System) certified Software training. Training and on -site implementation services do not include travel time or expenses. Sessions: • Core Framework - System Administration Training • Planning and Planner Update Module -- Administration & User Training • Building Permits & Inspections Module — Administration & User Training • Code Enforcement Module — Administration & User Training • Business License Module -- Administration & User Training • Public Works Module- Administration & User Training • E-GOV Citizen Access Portal — Administration & User Training 2.4 Other consulting services as required Security • Temple City retains ownership of their data while Edgesoft will own the eLMS application 2.5 As Part of Services and during performance of Services, Edgesoft shall provide the following as outlined below in the Scope of Work and Outcome/delivery: Scope of Work Outcome/delivery • Kick -Off Meeting 1. Declare project schedule 2. Site preparation 3. Business processes aligning with eLMS Business processes redesigned/aligned with eLMS • System Implementation Services 1. Implementation 2. Data transfer to eLMS Confirm accuracy of transferred data, Validate printed reports, Validate accuracy of sample processed data User acceptance test of each module, • Training 1. Administration and User training 2. Setup training and test system End -user Training document on eLMS as a tool to introduce eLMS to new employees/citizens Trained IT system administrators Trained users Instructions for public/citizen users 4 LA #4824-1641-9591 v2 • Go -Live Readiness assessment (verify planned 1. Readiness assessment and achieved objectives, CSF) from PM Proposed functionality for next upgrade • Other Consulting Services Confirmed application and data 1. Application and data security security, safety and robustness of 2. Backup application hosting and backup 3. Safety processes V. Consultant will utilize the following personnel to accomplish the Services: A. Colleen Gullage, Territory Manager B. Puilee Chia, Project Director C. Anand Belaguly, Project Manager D. Shan Sundar, Executive Sponsor E. Cleide Costa, Co -Project Manager VI. Consultant will utilize the following subcontractors to accomplish the Services: A. No subcontractors are to be utilized. B. C. D. VII. AMENDMENT The Scope of Services, including services, work products, and personnel, are subject to change by mutual Agreement. In the absence of mutual Agreement regarding the need to change any aspects of performance, Consultant shall comply with the Scope of Services as indicated above. -5-- LA #4824-1641-9591 v2 EXHIBIT "B" COMPENSATION (Note: This form or one like it should be used to specifically define manner in which the Consultant will be compensated.) 1. Consultant shall be compensated for Project Services and Consultative Services Software Fees as follows One -Time Implementation Services due at contract signage $35,000 12 months eLMS consultative service monthly fee ($4,000/month)- $48,000 TOTAL- $83,000 Note: 1. The term of this consultative services agreement is 12 months. 2. The effective date of total monthly consultative services payments will be at the end of the configuration of the solution at the hosting provider. II. III. The City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include: A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate. B. Line items for all supplies properly charged to the Services. C. Line items for all travel properly charged to the Services. D. Line items for all equipment properly charged to the Services. E. Line items for all materials properly charged to the Services. F. Line items for all subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services. IV. The total compensation for the Services shall not exceed $83,000, as provided in Section 4 of this Agreement. 1 LA #4824-i 641-9591 v2 fdteSall. Iflc EXHIBIT "B" TIMELINE ELMS Hosted — High Level Implementation Plan for Temple City Key Milestones Estimate (days) Start Date Release Date Comments Core Framework 30 Dec 201.0 Jan 2011 1. Training &Training Material 2. Address Load 3. City Information & Logo 4. installation w/ACS Code Enforcement 10 Jan 2011 Feb 2011 1. Training & Training Material 2. Reports Building Permits 10 Feb 2011 Mar 2011 1. Training &Training Material 2. Reports 3. Conditions Library Planning 10 Apr 2011 May 2011 1. Training & Training Material 2. Reports Business License 10 June 2011 July 2011 1. Training & Training Material 2, Reports Public Works 10 July 2011 Aug 2011 3. Training & Training Material 4. Reports Citizen Access 15 Aug 2011 Sept 2011 1. Training & Training Material 2. Online payment Parking Permits & Online Parking 15 Sept 2011 Nov 2011 3. Training &Training Material 4. Online Payment Page 1 1 6133 Bristol Parkway Suite 301 Culver City, CA 90230 310.215.1022 EXHIBIT "C" INSURANCE A. Insurance Requirements. Consultant shall provide and maintain insurance, acceptable to the City Manager or City Counsel, in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Consultant shall provide the following scope and limits of insurance: 1. Minimum Scope of Insurance. Coverage shall be at least as broad as: (1) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (2) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (3) Workers' Compensation insurance as required by the Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the Consultant and all risks to such persons under this Agreement. (4) Professional liability insurance appropriate to the Consultant's profession. This coverage may be written on a "claims made" basis, and must include coverage for contractual liability. The professional liability insurance required by this Agreement must be endorsed to be applicable to claims based upon, arising out of or related to services performed under this Agreement. The insurance rnust be maintained for at least 3 consecutive years following the completion of Consultant's services or the termination of this Agreement. During this additional 3 -year period, Consultant shall annually and upon request of the City submit written evidence of this continuous coverage. 2. Minimum Limits of Insurance. Consultant shall maintain limits of insurance no less than: (1) General Liability: $1,000,000 general aggregate for bodily injury, personal injury and property damage. (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage. A combined single limit policy with aggregate limits in an amount of not less than $2,000,000 shall be considered equivalent to the said required minimum limits set forth above. 1 LA #4824-1641-9591 v2 (3) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of not less than $1,000,000 per accident. (4) Professional Liability: $1,000,000 per occurrence. B. Other Provisions. Insurance policies required by this Agreement shall contain the following provisions: 1. All Policies. Each insurance policy required by this Agreement shall be endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to City. 2. General Liability and Automobile Liability Coverages. (1) City, and its respective elected and appointed officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities Consultant performs; products and completed operations of Consultant; premises owned, occupied or used by Consultant ; or automobiles owned, leased, hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City, and their respective elected and appointed officers, officials, or employees. (2) Consultant's insurance coverage shall be primary insurance with respect to City, and its respective elected and appointed, its officers, officials, employees and volunteers. Any insurance or self insurance maintained by City, and its respective elected and appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute with, Consultant's insurance. (3) Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (4) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to City, and its respective elected and appointed officers, officials, employees or volunteers. 3. Workers' Compensation and Employer's Liability Coverage. Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, and its respective elected and appointed officers, officials, employees and agents for losses arising from work performed by Consultant. 2 LA 114824-164I-9591 v2 C. Other Requirements. Consultant agrees to deposit with City, at or before the effective date of this contract, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time. 1. Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides. 2. Any deductibles or self -insured retentions must be declared to and approved by City. At the option of City, either the insurer shall reduce or eliminate such deductibles or self -insured retentions as respects City or its respective elected or appointed officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. 3. The procuring of such required policy or policies of insurance shall not be construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement. 3 LA #4824-1641-9591 v2 Request for Proposal for an Enterprise wide Permitting & Licensing System for the City of Covina, CA ATTACHMENT "2" Enterprise -wide Permitting & Licensing System March 18, 2010 Introduction The City of Covina is soliciting proposals for an Enterprise -wide Permitting and Licensing System to offer a proven e -government set of effective services to its residents and businesses. City of Covina expects to achieve substantial gains in efficiency, revenue generation and flexibility for their citizen's to interact with the City through an integrated system. City of Covina also expects to minimize internal support costs, cost of ownership and mitigate risks from a disaster in choosing the best model of ownership. Parallel running is not an option, as we expect a staged implementation to avoid interrupting the prevailing operations. An investment decision will be made by the City of Covina only after the vendor demonstrates real benefits after a careful study of the prevailing services offered by the City. (A conference room pilot to simulate running of our business on the new system would be greatly appreciated). Vendor shall provide a complete turnkey implementation including; enterprise .solution (hardware & software), project management, technical installation and support. Project Summary The City of Covina is located in Southern California with a population of approximately 47,000 residents. City of Covina has been operating on a legacy system that lacks certain features that the City considers are crucial to provide efficient information for decision making, effective workflow for operations, and flexibility to its citizens to receive citizen services cost effectively. General Requirements Requirements defined in this section contain the general requirements for the Enterprise wide Permitting and Licensing System. Please address each requirement as it relates to your application and note every short fall in meeting the requirement comprehensively. Browser Based Architecture: The City is requiring a Java (J2EE) or .Net architecture to be 100% browser based with a zero footprint at the client level. Client References: The Vendor shall have experience in demonstrating full functionality of all proposed modules and services to at least 3 sites within the state of California. These sites must have been live for a minimum of one (1) year. Please do not respond based on beta products or functionality under development. E -Government: Complete Citizens' Access Portal consisting of a minimum capability for permit creation; permit payment, printing, inspection requests, request services, status of requested services and field updates. It is also expected that the system will function without inhibition for increased volume in data and over the internet on 24X7 to view permit records, check status of submittals, obtain permits, request express plan check, and scheduling Request for Proposal for an Enterprise wide Permitting & Licensing System for the City of Covina, CA 3! inspections. System should also be able to upload/accept scanned imaged documents/plans and display on screen. Remote clients & field staff: The City is looking for the cability for citizens to view, enter data, obtain permits and schedule appointments in their own comfort and receive work orders and view job details. Furthermore, provide field information and update job specific data from the field by the inspectors over the Internet with assigned privileges without having to use special software. Integration; The City wants a system that is integrated across departments making relevant data available to each department and can be integrated with current and future standalone and web based applications built on standard means of interoperating between different software applications, running on a variety of platforms and/or frameworks (ex: Web services). Tables: Dynamic tables must be used to preclude repetitive entry for validity checking and eliminate need for program code changes when rules are changed or added. System solutions with flat, ISAM, COBOL or MS -Access based files will not be considered. Work Flow: The system should provide workflow capabilities in all functions with user -defined business rules, processes and securities. It should allow for an unlimited number of steps/approvals/notifications and be able to obtain a status of a customer request on any workflow. Report Writer: Enable data to be quickly manipulated and the results created on standard or add -hoc reports to be viewed or printed with a simple to use screen editor, easy file handling preferably through MS Office applications. Security: Security must be detailed and provide several levels, including application, processes, menus and at every field level. In addition to individual user securities, the system should also allow for easy grouping of users to minimize security set-up. Support: The City of Covina intends to rely solely on the application vendor to perform a comprehensive requirements analysis and support as its single point of support source from a local office. As a system providing public services, we do not wish to experience system breakdowns and hence indicate your support levels. Investment Summary: Provide a detailed total cost of solution: hardware, software licenses, hosting and service, maintenance & support costs for the lifetime of the service consisting of a monthly service fee with a one-time setup charge for the following application modules: - Core Land/Parcel Manager - Permitting - Planning Request for Proposal for an Enterprise wide Permitting & Licensing System for the City of Covina, CA 4! - Inspections - Code Enforcement Business Licenses Citizen Access Portal - Project and workflow Management City of Covina believes that Project Management and Business Process Study to understand the client requirements are critical to the success of the implementation. Therefore, it is imperative that City's operations are simulated in a conference room environment using client system as a prerequisite for the City to make final decision. Proposals that do not address these requirements may result in disqualification. Request for Proposal for an Enterprise wide Permitting & Licensing System for the City of Covina, CA 5! General Requirements 1 List all functional modules within a fully integrated system. 2 Indicate how you could improve customer service counter staff productivity to process Building & Safety permits, Planning applications, Business Tax & License applications, Fire Inspections, Requests for Services and Code Enforcement cases, etc. 3 Indicate how you provide shared access to land and citizen records 4 Describe how the system will integrate use of automated systems to include plan check tracking, permit issuance, inspection requests, inspection results, and all records in a multi - departmental, multi -team environment. 5 Describe how the system will improve productivity, communication (notification), and coordination of operations between multiple departments by leveraging a Work Flow methodology and highlighting delays, projects on hold and WIP. 6 Describe how you could increase customer service and satisfaction level by providing a faster, more accurate and readily available (i.e. access via the Internet) information portal retrieval process. 7 Describe the level of support and how you plan to provide zero downtime in the system and maintain the system upgraded with the latest versions 8 Describe how the system will integrate between departments for day-to-day operations and assimilate all City systems together into a cohesive eGov enterprise application. Functional Re • uirements 1 Support industry database interface standards using Web Services based on the Service Oriented Architecture SOA API Request for Proposal for an Enterprise wide Permitting & Licensing System for the City of Covina, CA G! 2 Remote online users such as Inspectors can get on-line with an Internet connection and assigned privileges without special software to interface with the application (for permit records, check status of submittals, obtain permits, request Express Plan Check, and schedule inspections). 3 System must be available as an externally Hosted system. A hosted system must be with a certified third party providing data redundancy and disaster recovery to ensure uninterrupted service levels. 4 Flexibility to configure to the City's ongoing business rules and processes. 5 Allow updates and data migration from Los Angeles County Assessor Property Tax Rolls 6 Centralized database that would share accurate data across all City systems and departments on a real-time basis. 7 Provide a virtual "dashboard" view of critical operational and service performance factors of each department. ' 8 Able to add a project name/number to any Land, Structure, or Occupancy (Tennant) r 9 Provide extensive project management functionality ATTACHMENT "3" CITY OF COVINA AGENDA ITEM COMMENTARY MEETING DATE: May 18, 2010 ITEM NO.: CC 5 STAFF SOURCE: Dilu de Alwis, Finance Director ITEM TITLE: Authorize the City Manager to negotiate a contract with Edgesoft Inc. for an Enterprise Land Management System. STAFF RECOMMENDATION a.) Adopt Resolution No. 10-6831, amending the Fiscal Year 2009-2010 Information Technology Budget for permitting system software upgrade; and b.) Authorize the City Manager to negotiate a contract with Edgesoft, Inc. for an Enterprise Land Management System on a subscription model. FISCAL IMPACT Staff recommends a subscription model whereby there is a one-time payment of $35,000 and a monthly payment of $3,200 for all modules purchased. Based on the preferred model staff is recommending we will utilize a third party to host the software to minimize the impact to Information Technology Division of the Finance Department thereby reducing the need for additional hardware costs and staff time. Staff will research the most cost effective method in which to accomplish this task. It is anticipated that there would be an additional cost of $50,000 for data conversion including data scrubbing to increase the integrity of the data going in to the new system and an amount not to exceed $25,000 for project management by an independent consultant. Given this proposed change in software, there will be training costs involved and this will be budgeted in the fiscal year 2010/11 budget and staff anticipates a not to exceed amount of $10,000. Staff is requesting a budget transfer of $35,000 from the Information Technology fund balance (an Internal Service Fund and not General Fund) for the one-time costs in the current year and will include the monthly subscription, project management and training costs in the upcoming fiscal year 2010/11 budget. BACKGROUND The City of Covina has been utilizing permitting software provided by HdL since June 2004. While their software has served us well these past eight years, new web based technology that is fully integrated is the wave of the future. Given the limitations of the current system and based on input from the users, a request for proposal process (RFP) to procure new software was undertaken. Utilizing an independent consultant that was on board, staff floated a RFP and mailed out packages to three vendors. These vendors namely were— HdL Companies, Edgesoft and FastTrackGov. The packages were mailed electronically on March le with responses due back on March 31°. This date was further extended to April 7t. FastTrackGov contacted the City artd said it was not able to meet the requirements of the RFP specifically the need to have a software installation in the State of California. This is an important factor when it comes to networking with other agencies and participating in user group meetings to increase our knowledge of the software as well as increase efficiencies. HdL Companies contacted the City and said it was not responding to the RFP as it felt that the proposal was geared towards a specific vendor and they were not able to meet the requirements. Staff feels that the consultant put together a fair set of requirements that was to maximize the benefit to the City of Covina and not to steer the process towards any particular vendor. Additionally HdL has informed the City that they anticipate releasing their enterprise software system during the 4th quarter of this year. This further delays the need for the City of Covina to move ahead with its vision of meeting its goals of implementing 2151 century systems. The new model for local govemment in this down economy is to utilize new technology to "do more with less". It is with the directive to bring the City's software systems to the 2151 century that the staff undertook this task. The vision is to have a system that has modules that are fully integrated removing the dubious task of entering the same data into each module. Some of the features that were sought after were; • Requires a dynamic relationship between modules to prevent duplicating data entry tasks to each module. • Citizen access portal for residents and businesses to access and communicate with the city on a 24/7 basis. • Management to access a dashboard and review the status of workflow. • Not limited to the number that can access the system reducing licensing costs. • Internet enabled services. There are numerous other features to the Edgesoft system that will increase the City of Covina's efficiency during the permitting process. Some of these efficiencies are; • Integrated across Community Development, Public Works and Finance Departments making relevant data available to each department and with current and future standalone and web based applications. • Provide better customer services to our citizens by reducing the time spent between submittal of plans and issuance of permits. • Residents to have the ability to view, enter data, obtain permits and schedule appointments in their own comfort and receive work orders and view job details via a Citizen Access portal. There were three options provided by the successful vendor; Description Option 1 — Outright purchase Option — 2 Lease to own Option — 3 Subscription Down payment $115,000 $35,000 $35,000 15t milestone — 4th month $40,000 $0 $0 2"d milestone — 8th month $40,000 $0 $0 3`d milestone -- 12th month $40,000 $0 $0 Annual maintenance $36,000 $36,000 $0 Monthly payment $0 $TBD (based on length of lease & interest rate) $3,200 Annual maintenance At delivery of software At delivery of software $0 Term N/A Lease term 3-5 years Commitment of 3 or 5 years As noted in the fiscal impact section of the report, staff recommends Option 3 for this software use. Documents containing information from users defining the present system shortcomings which was a driving factor towards a new system are available for review in the City Clerk's office. EXHIBITS A. Resolution No. 10-6831 REVIEW TEAM ONLY�� City Attorney: _—Finance Director: City Manager: Other: RESOLUTION NO. 10-6831 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, AMENDING THE FISCAL YEAR 2009-2010 INFORMATION TECHNOLOGY BUDGET FOR PERMITTING SYSTEM SOFTWARE UPGRADE WHEREAS, the City of Covina is a municipal corporation duly organized and existing pursuant to the Constitution and laws of the State of California ("City"); and WHEREAS, the budget for the City of Covina for fiscal year commencing July 1, 2009 and ending June 30, 2010 was approved on June 20, 2009; and WHEREAS, the approved budget is in accordance with all applicable ordinances of the City and all applicable statutes of the State; and WHEREAS, the reallocation of the appropriations between departmental activities may be made by the City Manager, amendments (increases/decreases) to the Budget shall be by approval and Resolution of the City Council; NOW, THEREFORE, BE IT RESOLVED AND ORDERED by the City Council of the City of Covina, as follows: SECTION 1. Amend the fiscal year 2009-2010 Information Technology Budget as follows: 7200-6210-00-55700 $35,000 SECTION 2. The City Clerk shall certify to the adoption of this resolution. PASSED, APPROVED AND ADOPTED this 18th day of May, 2010. Peggy Delach, Mayor ATTEST: Rosalia A. Conde, CMC • Deputy City Clerk APPROVED AS TO FORM; Edward W. Lee, City Attorney EXHIBIT A-1 OF 1 RESOLUTION NO. 10-6831 MAY 18, 2010 ATTACHMENT "4" ENTERPRISE LAND MANAGEMENT SYSTEM (eLMSTM) Pricing Proposal for a Fully Integrated Building, Inspection, Planning, Public Works, Code Enforcement, eGov Portal, On -Line Parking Permits, and Business License Modules (Version 1.0) Submitted to: Jose Pulido City Manager City of Temple City 9701 Las Tunas Drive Temple City, CA 91780 June 2, 2010 fdgeSolt, Inc. © Copyright 2010 Confidential Created 6y: Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City, CA 90230 EdgeSolt, Me. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License TABLE OF CONTENTS 1 GENERAL AND ADMINISTRATIVE INFORMATION 3 1.1 OWNERSHIP AND NON -DISCLOSURE 3 1.2 AGREEMENT 3 1.3 GENERAL INFORMATION 3 2 INTRODUCTION 4 3 PRICING 7 3.1 PRICING SUMMARY 7 3.2 COST SCHEDULE ERROR! BOOKMARK NOT DEFINED. 3.3 SOFTWARE MAINTENANCE ERROR! BOOKMARK NOT DEFINED. 4 MODULE DESCRIPTIONS 9 4.1 CORE FRAMEWORK 9 4.2 PERMITS & INSPECTIONS MODULE 11 4.3 PLANNING & PLANNER UPDATE MODULE 11 4.4 CODE ENFORCEMENT MODULE 11 4.5 BUSINESS LICENSE MODULE 12 4.6 PUBLIC WORKS MODULE 11 4.7 CITIZEN REQUEST CASE TRACKING MODULE 12 4.8 PARKING PERMITS / EXEMPTIONS 4.9 ADDITIONAL FUNCTIONALITY 12 5 HARDWARE AND SOFTWARE REQUIREMENTS 14 5.1 ELMST"^ HARDWARE REQUIREMENTS 14 6 ASSUMPTIONS AND EXPECTATIONS 14 7 PROJECT PLANNING 17 © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 2 Confidential Document fri9eSoI Inc, eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 1 GENERAL AND ADMINISTRATIVE INFORMATION 1.1 OWNERSHIP AND NON -DISCLOSURE Contents of this document are considered confidential, proprietary, and remain the property of Edgesoft Inc. The City of Temple City may not disclose information to anyone who is not responsible for responding to this document and outside of the City of Temple City, without the written permission from Edgesoft. Additionally, contents may not be reproduced, copied or re -sold to anyone, without the written permission from Edgesoft. All reasonable precautions have been taken in the preparation of this document. Edgesoft assumes no responsibility for any errors or omissions. Edgesoft shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. In no event will Edgesoft be held liable for any claim of damages, consequently or inconsequently, including without limitation, any business interruption, lost profits and/or incidental damages. Edgesoft's only liability is to perform services described herein for the fees proposed. No warranties are made, expressed or implied with regard to the services described herein. 1.2 AGREEMENT An agreement resulting from this proposal will constitute the entire agreement between the parties and supersedes all prior agreements. The agreement shall not be modified or altered in any way except by written instrument duly executed by both parties. 1.3 GENERAL INFORMATION The services provided through this document are specific to Edgesoft's technology solution to be installed at the City of Temple City. The City of Temple City management and support staff can direct their questions to: Name: Steve Bartlett Title: Director of Sales E-mail: sbartlett@edgesoftinc.com Office: (310) 215 —1022 ext 102 Fax: (310) 215 — 9022 © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 3 Confidential Document fiIgeSufi I1G, eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 2 INTRODUCTION Edgesoft is pleased to present this pricing proposal for the City of Temple City's Enterprise Land Management System TM (eLMSTM) implementation in response to the City's desire to implement a state of the art Community Development system. The pricing within is to propose the software and services required, to implement eLMSTM Permits & Inspections [Building], Planning & Planner Update, Public Works, Code Enforcement, eGov Portal, Online Parking permits and Business License Modules. Assuming a July 1, 2010 Implementation start, the Code Enforcement, Parking Permits, and Business License Modules can be running live by January 1, 2011. Edgesoft is offering very special pricing for the City of Temple City for our award winning, comprehensive, web -based solution; less than other local cities paid for the same offering. Edgesoft is offering free licenses for the City of Temple City. The process of cost estimation is based on Edgesoft's current understanding of the City of Temple City's functional requirements as gathered during our presentations to and meetings with the City of Temple City's staff. Edgesoft looks forward to discussing this understanding with the City of Temple City, as well as the underlying assumptions and expectations. Edgesoft has structured this proposed pricing to provide the City of Temple City with a fair price in relation to the services requested, while still enabling the Edgesoft's team to deliver a high quality solution. Edgesoft is prepared to discuss eLMSTM Project work plan, staffing schedule, project timetable and underlying assumptions at the appropriate time in this procurement process. Edgesoft has relevant experience in working with Community Development Departments in prominent cities in Southern California. Enterprise Land Management System (eLMSTM) was developed in conjunction with the City of Beverly Hills and is currently installed in cities like Cities of Burbank, and Calabasas. We at Edgesoft are dedicated to understanding your needs and business requirements so that eLMSTM can be fully configured to the business rules, workflow, and processes unique to the City of Temple City. Seamless departmental integration significantly improves communication between departments. Edgesoft also has relevant experience in converting data from legacy systems and other electronic sources. eLMST" will allow all departments to share data in a real time environment to ensure that all users: o Have access to a systems that is easy to use and that will benefit all departments o Utilize current information o Realize increased efficiencies o Control their own accurate input o Provide the best possible service to Citizens and Contractors © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 4 Confidential Document aptigeSoftax eLMST"" Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License We believe that the following benefits are applicable to the City of Temple City: o Rapid Implementation of modules (on time and on budget) o Web -based o Minimal support needed from Information Technology o Integration to City Systems like Financials, ESRI GIS, IVR, Document Imaging o Extensive Reporting capabilities o Workflow Automation o Scalable, configurable, user-friendly technology o Configurable to the City's business rules and processes We believe that we have a solid understanding of your business requirements. After reviewing your requirements and project goals, we believe that we offer a proposal of solutions that directly addresses what the City requires. Edgesoft has a reputation of developing a partnership with our clients that ensures a successful implementation and a long lasting business relationship with local support. We offer to make sure that an Edgesoft selection is cost effective, easy to procure, and the best technology. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 5 Confidential Document ertiffeSoft, eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 3 PRICING 3.1 PRICING SUMMARY Based upon our understanding of the City of Temple City's needs, Edgesoft is presenting pricing for eLMSTM: ✓ Core Framework Module ✓ Building Permit & Inspection Module ✓ Planning and Planner Update Module ✓ Code Enforcement Module ✓ Business License Module ✓ Public Works Module ✓ Citizen Request Module ✓ eGov Public Portal ✓ On -Line Parking Permits We have provided the following two options in an effort to provide the City with viable cost alternatives. Description Option 1 Lease to Own Option 2 Subscription/Hosting Up Front Payment $35,000 $35,000 Annual maintenance $36,000 $0 Monthly Payment TBD* $4,000** ** For Option 2, Hardware hosting cost is not included in this proposal. Edgesoft estimates it to be around $1000/month. Edgesoft will provide the details of the hosting provider and cost when selected Cost Summary (annualized): Option 1 36 Month Lease to Own Option 2 Subscription/Hosting 1st Year $119,340 $83,000 2nd Year $119,340 $48,000 3rd Year $119,340 $48,000 Total $358,020 $179,000 (The pricing is valid for 60 days from the date of the proposal) © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 6 Confidential Document fr%Soft, Inc eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License Notes: • Data conversion cost is not included. • Training cost is not included. • Edgesoft will conduct a study of interfacing requirements to the Los Angeles County permitting system. Additional costs will be determined based upon the results of that study. Option 1 — Lease to Own • The lease term may be 3 — 5 years. • The monthly fee is based on the length of the lease and the interest rate. Option 2 — Subscription/Hosting • No Annual Maintenance Fee. • Requires three to five year commitment. • At the end of the proposal term customer has the option to: o Renew contract for shorter or longer term at the then current rate for the module contracted for o Renegotiate for the option to purchase or lease to own. o Terminate this agreement • See Termination • Termination o End of Proposal Term • Edgesoft will provide a dump of all customer data • Edgesoft can provide service on a T&M basis to help to load the data on to city designated hardware. o Early Termination • Customer shall be liable for the remaining subscription term • Security o Customer retains ownership of their data o Edgesoft shall take all reasonable provisions to secure customer data • Hosting Provider o Edgesoft retains the right to change hosting providers at their discretion o Edgesoft will make all reasonable efforts to minimize downtime to the customer in the event of a hosting provider change o Edgesoft shall contract with a reputable Hosting Provider c Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 7 Confidential Document EdgeSnit /nc eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 4 MODULE DESCRIPTIONS 4.1 CORE FRAMEWORK The solid foundation of the Land, Structure, Occupancy (LSO) Model naturally provides for an orderly progression of increasingly complex data. The LSO model is a primary resource for address, structure, and land use information, as well as owner/tenant, infrastructure and asset information. Each location in the LSO model has a unique identifier by which all activities related to that specific location are tracked and administered. The Projects, Subprojects, Activities (PSA) structure enables the department to customize its activities, easily view all information at a Project level, and quickly drill -down to sub -levels to enter or view information, so that other departments can review the processes and identify any interdepartmental issues before proceeding with activities. Key features include: • Digital Library Module: Stores all digital files for the purpose of importing these files as attachments to a Project, Subproject or Activity; provides the ability to view the exceptions occurring during import via the eLMST"' web interface; allows users to attach at least four keywords to each imported document; provides the ability to search documents via the eLMST'" Document Search interface. • Attachments Feature: Provides the ability to attach any files such as digital photos, documents and spreadsheets, including files from the Digital Library, to a Project, Subproject or Activity. • Conditions Library: Makes predefined conditions available to apply to various activity types. Enables users to add one or more conditions to any level in within eLMSTm (Land, Structure, Occupancy, Project, Subproject and Activity). Provides the ability to include the mapped conditions automatically on a newly created activity. • Search Function: Provides the capability of searching for projects and attached documents from multiple criteria, including Address, APN, Project number, Subproject number, Activity number, Activity Type, Subproject Type, Activity sub -type, Owner, People License number, Name, internal Project Team name and Project Description. Will integrate with any document imaging system via web -service integrations. • Administration Function: Manages projects, lists, fees and more. Provides the ability to move and maintain Activities, Subprojects and Projects. Users can add Land to the eLMSTM address database, move addresses from one place to another and map Activity types to Land use. • Assessor Synchronization: Periodically updates the assessor data. Ability to maintain owner information (foreign address, etc.) of the owner and synchronize it with the County Assessor's office. • Comments Feature: Ability to add one or more comments to any level in within eLMSTM (Land, Structure, Occupancy, Project, Subproject and Activity). ® Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 8 Confidential Document EiieSo!! Inc. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 4.2 PERMITS & INSPECTIONS MODULE This module automates workflow related to building permits, inspections, people and activities. It enables City staff within Building & Safety and similar divisions to view fee schedules, cashiering, payment transaction history, business tax and business license information, and track plan checks related to building permits. Users can schedule, track and maintain history of inspections related to a specific location, as well as maintain lists of and links to external people associated with the City, such as owners, applicants, architects and contractors. 4.3 PLANNING & PLANNER UPDATE MODULE This module automates the processes and captures all information related to the City's Planning activities. Functions include issuing, tracking and logging planning cases; appointment scheduling and notification, which reduces scheduling conflicts for planning board hearings; assigning, scheduling and routing planning cases; and cashiering and fee appraisal. This centralized database of customer records provides accurate, timely information to customers who are submitting development plans for approval. 4.4 CODE ENFORCEMENT MODULE This module tracks and maintains data related to code violations in the City. Users can identify violations by parcel, provide notifications to responsible parties, and establish follow-up inspection programs to ensure that corrections are made. This module also provides users with the ability to place a "hard," "soft" or "warning" hold on a Land, Structure or Occupancy. When creating a code violation, the system validates data input and utilizes list -of -values (pull -down lists), reducing human error in data entry. 4.5 BUSINESS LICENSE MODULE This business license management module provides the ability to add, modify or delete Regulatory Business Licenses and Permits, as well as the associated Municipal and SIC Codes. It generates prints and tracks business license renewals. The system improves service quality by providing accurate information in a timely manner to customers that are filing for a business license, and reduces data entry errors by validating data input using the list -of -values (pull -down list) at the time of completing a business license application. 4.6 PUBLIC WORKS MODULE The Public Work module processes service requests from the public calls or emails. Public requests are entered and Work Orders are created from the initial request, assigned to supervisors and printed out. Requests can have more than one work orders to facilitate multiple job categories per request. Work orders are completed once the job is done and then the initial requests are allowed to be closed. Users can pull work orders by category, assignee and various other criteria. Public works permits are processed in the system including plan checks, inspections and permit issuance. Fees and payments are processed in the system and receipts are generated. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 9 Confidential Document EingeSu./, lla eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 4.7 CITIZEN REQUEST CASE TRACKING MODULE This request for service module provides the ability to add, track and manage customer calls and service orders for a variety of issues regarding municipal services. City staff utilizes this module to streamline service requests from patrons and tracks these requests within the single, comprehensive database of the Core Framework. The optional Citizens Request Module will be addressed as a future module based upon how your eLMSTM foundation is built and a cost can be provided at that time. 4.8 PARKING PERMITS / EXEMPTIONS This allows citizens to obtain preferential parking permits. The preferential parking permit is a permit issued to residents of an address located in a preferential parking zone. These permits may be printed and viewed. 4.9 EGOV - CITIZEN ACCESS MODULE This module will allow the public to access information, request inspections, and acquire permits via the Web. As with the optional Citizens Request Module, this module will be addressed as a future module based upon how your eLMSTM foundation is built and a cost can be provided at that time. Edgesoft will study the needs of Temple city, which is a contract city to see what functions features can be used from this module. 4.10 ADDITIONAL FUNCTIONALITY Integration: As a web services application, eLMSTM can easily integrate with and interface to existing systems, including but not limited to: • Financial systems: eLMSTM enables City staff to reconcile day's -end payments received toward various activities. It also provides the ability to interface to fund accounting systems and to push payments on a daily basis. The financial systems integration allows for balancing, deposits and monthly reports to be done directly through eLMSTM. • Assessor data: This synchronization enables users to import County assessor data to update the Parcel data in eLMSTM Reports eLMSTM reports are published in the Crystal Reports server which can be browsed and generated. eLMSTM reports menu links to the Crystal Reports home page where the reports are called by executing the eLMSTM queries. Edgesoft will provide the Crystal Reports files with built- in queries. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 10 Confidential Document eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License Users have the ability to launch reports and queries from within the application; distribute via email. The reports are executed as a webpage menu from within eLMST"". The URL can be sent through emails as a link and the users can select the link to go to the reports page directly. Attachments (electronic photos/documents) The Attachment panel allows the user to attach any type of documents. eLMSTM has the ability to add attachments such as a photograph, MS Word document, scanned image, digital voice recording, or video recording to a Land, Structure, and Occupancy or even to a Project, Subproject and Activity. Customization eLMSTM has been designed and developed with the most flexible, state-of-the-art, user friendly technologies. We have employed the industry standard n -tier architecture in our framework. A typical n -tier architecture has a multiple layers (like a client/user interface tier, presentation tier, business tier). The business layer is generally handled by an 'Application Server'. The application server handles all business rules that make up a business workflow and provides a very flexible framework for modifications and updates. This enables eLMST"' to be configured to the processes, business rules and workflow unique to the City of Temple City. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 11 Confidential Document fiLg_acoft, /ne. fir eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 5 HARDWARE AND SOFTWARE REQUIREMENTS ELMSTM TECHNOLOGY PLATFORM The eLMST"' software is a Java -based (J2EE Standard) application that is designed to be deployed on a standard J2EE Application Server. The application is accessed via a Web browser and is currently compatible with Internet Explorer 7 and higher. It is architecture on Services Oriented Architecture (SOA). The current application is designed to be compatible with all leading database software. eLMSTM is based on N -Tier architecture. The application design consists of a presentation tier, web -server tier, application server tier, business logic tier, data access and processing tier and data storage tier. Specific software and hardware recommendations are available. 6 ASSUMPTIONS AND EXPECTATIONS Edgesoft's proposal is based on a number of assumptions. Many of these assumptions focus on decision -making, scope, and availability of resources. These assumptions include: 1. The City of Temple City will provide appropriate resources for installing, testing (alpha and beta), training, and production operation of this implementation. 2. The City of Temple City shall be responsible for acquiring, configuring all hardware and network connectivity. 3. The City of Temple City shall be responsible for system environment(s). 4. All The City of Temple City's data provided to Edgesoft will be kept confidential and will not be used for any purpose other than fulfilling Edgesoft's obligations to The City of Temple City. We will not use, share or sell the data for marketing or any other purpose without the express written consent of The City of Temple City. 5. The City of Temple City and Edgesoft will be responsible for Project Management and Sponsorship, jointly. 6. The City of Temple City will identify a City Project Manager. In addition, during project implementation, The City of Temple City will provide part-time participation from other City staff to provide subject matter expertise, technical and logistical support, and participation in interviews, meetings and presentations in a timely fashion. 7. The City of Temple City's designated Project Manager will guide and direct the day- to-day activities and decisions related to the Project, and will serve as the lead point of contact for communications between Edgesoft and The City of Temple City. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 12 Confidential Document �filueSofi, Inc eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 8. The City of Temple City Project Manager and Team will assist the Edgesoft Project Team in establishing an on -site work location, arranging necessary interviews and meetings, including focus group sessions. 9. The City of Temple City is responsible for the cleansing, validation and integrity of the address data and historical data / records to be used in migration into eLMSTM. 10. Edgesoft will perform unit testing prior to delivery of the software for installation. 11. The City of Temple City will provide appropriate resources for testing. 12. Edgesoft will train the trainer, not to exceed the number of days as described in the proposal. The City of Temple City will take on the training, implementation and operational responsibility. 13. Project issues will be promptly resolved within time frames and issue -resolution protocols mutually agreed upon at the beginning of the project, and The City of Temple City will not delay or impede the performance of the Edgesoft Project Team. 14. Timely decision -making by The City of Temple City, as defined by the project decision -making process, will be implemented at the onset of the project. 15. Assigned staff will be empowered to make decisions appropriate for their level and role in the project. 16. Deliverables will be reviewed and accepted by The City of Temple City within 10 working days of the receipt date. Deliverables not accepted by The City of Temple City will be returned to Edgesoft with the specific changes, identified in writing, which The City of Temple City requires to accept the deliverable. 17. Deliverables will be reviewed for completeness, content and clarity during the initial review. Edgesoft will in good faith make every effort to include all requested changes to deliverables. Multiple iterations of deliverable reviews will only be introduced when issues of completeness, content or clarity prevail. 18. Deliverables will be deemed to be approved after the agreed -upon deliverable review periods have lapsed without a detailed description of the deficiencies being provided to Edgesoft, as defined in the proposal, unless agreed otherwise. 19. The City of Temple City will provide access to, and participation from, City executive management as well as central office personnel and field personnel during this Project. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 13 Confidential Document arlageSoft, Mc. eLMSTM Proposal — Building, inspection, Planning, Public Works, Code Enforcement and Business License 7 PROJECT PLANNING In the interest of eLMSTM Project continuity and system expansion, an Edgesoft Associate will work with The City of Temple City's Project Manager to begin the planning process, upon receipt of approval for this Proposal. Schedule for implementation, including employee training, system testing, etc. 1. Code Enforcement: 2 to 3 months 2. Business License: 2 to 3 months 3. Parking Permits / Exemptions: 2 to 3 months 4. Permits & Inspections [Building]: 3 to 4 months 5. Planning & Planner Update: 2 to 3 months These are estimates only; upon further discussions with The City of Temple City, Edgesoft will create a Project Charter with precise timelines and deliverables. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 14 Confidential Document ATTACHMENT "5" ENTERPRISE LAND MANAGEMENT SYSTEM (eLMS TM ! Pricing Proposal for a Fully Integrated Building, Inspection, Planning, Public Works, Code Enforcement, eGov Portal, On -Line Parking Permits, and Business License Modules (Version 2.0) Submitted to: Jose Pulido City Manager City of Temple City 9701 Las Tunas Drive Temple City, CA 91780 August 17, 2010 EllgeSoll, Inc. © Copyright 2010 Confidential Created 6y: Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City, CA 90230 Er%USUI, Inc. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License TABLE OF CONTENTS 1 GENERAL AND ADMINISTRATIVE INFORMATION 3 1.1 OWNERSHIP AND NON -DISCLOSURE 3 1.2 AGREEMENT 3 1.3 GENERAL INFORMATION 3 2 INTRODUCTION 4 3 PRICING 7 3.1 PRICING SUMMARY 7 3.2 COST SCHEDULE ERROR! BOOKMARK NOT DEFINED. 3.3 SOFTWARE MAINTENANCE ERROR! BOOKMARK NOT DEFINED. 4 MODULE DESCRIPTIONS 9 4.1 CORE FRAMEWORK 9 4.2 PERMITS & INSPECTIONS MODULE 11 4.3 PLANNING & PLANNER UPDATE MODULE 11 4.4 CODE ENFORCEMENT MODULE 11 4.5 BUSINESS LICENSE MODULE 12 4.6 PUBLIC WORKS MODULE 11 4.7 CITIZEN REQUEST CASE TRACKING MODULE 12 4.8 PARKING PERMITS / EXEMPTIONS 4.9 ADDITIONAL FUNCTIONALITY 12 5 HARDWARE AND SOFTWARE REQUIREMENTS 14 5.1 ELMSTM HARDWARE REQUIREMENTS 14 6 ASSUMPTIONS AND EXPECTATIONS 14 7 PROJECT PLANNING 17 © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 2 Confidential Document qfdLreSofi Inc, eLMST'" Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 1 GENERAL AND ADMINISTRATIVE INFORMATION 1.1 OWNERSHIP AND NON -DISCLOSURE Contents of this document are considered confidential, proprietary, and remain the property of Edgesoft Inc. The City of Temple City may not disclose information to anyone who is not responsible for responding to this document and outside of the City of Temple City, without the written permission from Edgesoft. Additionally, contents may not be reproduced, copied or re -sold to anyone, without the written permission from Edgesoft. All reasonable precautions have been taken in the preparation of this document. Edgesoft assumes no responsibility for any errors or omissions. Edgesoft shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. In no event will Edgesoft be held liable for any claim of damages, consequently or inconsequently, including without limitation, any business interruption, lost profits and/or incidental damages. Edgesoft's only liability is to perform services described herein for the fees proposed. No warranties are made, expressed or implied with regard to the services described herein. 1.2 AGREEMENT An agreement resulting from this proposal will constitute the entire agreement between the parties and supersedes all prior agreements. The agreement shall not be modified or altered in any way except by written instrument duly executed by both parties. 1.3 GENERAL INFORMATION The services provided through this document are specific to Edgesoft's technology solution to be installed at the City of Temple City. The City of Temple City management and support staff can direct their questions to: Name: Steve Bartlett Title: Director of Sales E-mail: sbartlettaedgesoftinc.com Office: (310) 215 —1022 ext 102 Fax: (310) 215 — 9022 © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 3 Confidential Document ,Ea eSell, Inc. eLMSTM" Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 2 INTRODUCTION Edgesoft is pleased to present this pricing proposal for the City of Temple City's Enterprise Land Management System TM (eLMSTM) implementation in response to the City's desire to implement a state of the art Community Development system. The pricing within is to propose the software and services required, to implement eLMSTM Permits & Inspections [Building], Planning & Planner Update, Public Works, Code Enforcement, eGov Portal, Online Parking permits and Business License Modules. Assuming a July 1, 2010 Implementation start, the Code Enforcement, Parking Permits, and Business License Modules can be running live by January 1, 2011. Edgesoft is offering very special pricing for the City of Temple City for our award winning, comprehensive, web -based solution; less than other local cities paid for the same offering. Edgesoft is offering free licenses for the City of Temple City. The process of cost estimation is based on Edgesoft's current understanding of the City of Temple City's functional requirements as gathered during our presentations to and meetings with the City of Temple City's staff. Edgesoft looks forward to discussing this understanding with the City of Temple City, as well as the underlying assumptions and expectations. Edgesoft has structured this proposed pricing to provide the City of Temple City with a fair price in relation to the services requested, while still enabling the Edgesoft's team to deliver a high quality solution. Edgesoft is prepared to discuss eLMSTM Project work plan, staffing schedule, project timetable and underlying assumptions at the appropriate time in this procurement process. Edgesoft has relevant experience in working with Community Development Departments in prominent cities in Southern California. Enterprise Land Management System (eLMSTM) was developed in conjunction with the City of Beverly Hills and is currently installed in cities like Cities of Burbank, and Calabasas. We at Edgesoft are dedicated to understanding your needs and business requirements so that eLMSTM can be fully configured to the business rules, workflow, and processes unique to the City of Temple City. Seamless departmental integration significantly improves communication between departments. Edgesoft also has relevant experience in converting data from legacy systems and other electronic sources. eLMSTM will allow all departments to share data in a real time environment to ensure that all users: o Have access to a systems that is easy to use and that will benefit all departments o Utilize current information o Realize increased efficiencies o Control their own accurate input o Provide the best possible service to Citizens and Contractors © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 4 Confidential Document eilyeSolchie, eLMST° Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License We believe that the following benefits are applicable to the City of Temple City: o Rapid Implementation of modules (on time and on budget) o Web -based o Minimal support needed from Information Technology o Integration to City Systems like Financials, ESRI GIS, IVR, Document Imaging o Extensive Reporting capabilities o Workflow Automation o Scalable, configurable, user-friendly technology o Configurable to the City's business rules and processes We believe that we have a solid understanding of your business requirements. After reviewing your requirements and project goals, we believe that we offer a proposal of solutions that directly addresses what the City requires. Edgesoft has a reputation of developing a partnership with our clients that ensures a successful implementation and a long lasting business relationship with local support. We offer to make sure that an Edgesoft selection is cost effective, easy to procure, and the best technology. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 5 Confidential Document fageSoft, Inc. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 3 PRICING 3.1 PRICING SUMMARY Based upon our understanding of the City of Temple City's needs, Edgesoft is presenting pricing for eLMSTM: ✓ Core Framework Module ✓ Building Permit & Inspection Module ✓ Planning and Planner Update Module ✓ Code Enforcement Module ✓ Business License Module ✓ Public Works Module ✓ Citizen Request Module 1 eGov Public Portal 1 On -Line Parking Permits We have provided the following two options in an effort to provide the City with viable cost alternatives. Description Option 1 Lease to Own Option 2 Subscription/Hosting Up Front Payment $35,000 $35,000 Annual maintenance $36,000 $0 Monthly Payment TBD* $4,000** ** For Option 2, Hardware hosting cost is not included in this proposal.. Edgesoft will provide the details of the hosting provider and cost when selected Cost Summary (annualized): Option 1 36 Month Lease to Own Option 2 Subscription/Hosting 1st Year $119,340 $83,000 2nd Year $119,340 $48,000 3rd Year $119,340 $48,000 Total $358,020 $179,000 (The pricing is valid for 60 days from the date of the proposal) © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 6 Confidential Document EdgeSea Inc, ar„ eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License Notes: • Data conversion cost is not included. • Training cost is not included. • Edgesoft will conduct a study of interfacing requirements to the Los Angeles County permitting system. Additional costs will be determined based upon the results of that study. Option 1 — Lease to Own • The lease term may be 3 — 5 years. • The monthly fee is based on the length of the lease and the interest rate. Option 2 — Subscription/Hosting • No Annual Maintenance Fee. • At the end of the proposal term customer has the option to: o Renew contract for shorter or longer term at the then current rate for the module contracted for o Renegotiate for the option to purchase or lease to own. o Terminate this agreement ■ See Termination • Termination o End of Proposal Term • Edgesoft will provide a dump of all customer data • Edgesoft can provide service on a T&M basis to help to load the data on to city designated hardware. o Early Termination • Customer shall be liable for the remaining subscription term • Security o Customer retains ownership of their data o Edgesoft shall take all reasonable provisions to secure customer data • Hosting Provider o Edgesoft retains the right to change hosting providers at their discretion o Edgesoft will make all reasonable efforts to minimize downtime to the customer in the event of a hosting provider change o Edgesoft shall contract with a reputable Hosting Provider © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 7 Confidential Document FdgoSofl, Inc. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 4 MODULE DESCRIPTIONS 4.1 CORE FRAMEWORK The solid foundation of the Land, Structure, Occupancy (LSO) Model naturally provides for an orderly progression of increasingly complex data. The LSO model is a primary resource for address, structure, and land use information, as well as owner/tenant, infrastructure and asset information. Each location in the LSO model has a unique identifier by which all activities related to that specific location are tracked and administered. The Projects, Subprojects, Activities (PSA) structure enables the department to customize its activities, easily view all information at a Project level,. and quickly drill -down to sub -levels to enter or view information, so that other departments can review the processes and identify any interdepartmental issues before proceeding with activities. Key features include: • Digital Library Module: Stores all digital files for the purpose of importing these files as attachments to a Project, Subproject or Activity; provides the ability to view the exceptions occurring during import via the eLMST'" web interface; allows users to attach at least four keywords to each imported document; provides the ability to search documents via the eLMSTM Document Search interface. • Attachments Feature: Provides the ability to attach any files such as digital photos, documents and spreadsheets, including files from the Digital Library, to a Project, Subproject or Activity. • Conditions Library: Makes predefined conditions available to apply to various activity types. Enables users to add one or more conditions to any level in within eLMSTm (Land, Structure, Occupancy, Project, Subproject and Activity). Provides the ability to include the mapped conditions automatically on a newly created activity. • Search Function: Provides the capability of searching for projects and attached documents from multiple criteria, including Address, APN, Project number, Subproject number, Activity number, Activity Type, Subproject Type, Activity sub -type, Owner, People License number, Name, internal Project Team name and Project Description. Will integrate with any document imaging system via web -service integrations. • Administration Function: Manages projects, lists, fees and more. Provides the ability to move and maintain Activities, Subprojects and Projects. Users can add Land to the eLMSTM address database, move addresses from one place to another and map Activity types to Land use. • Assessor Synchronization: Periodically updates the assessor data. Ability to maintain owner information (foreign address, etc.) of the owner and synchronize it with the County Assessor's office. • Comments Feature: Ability to add one or more comments to any level in within eLMSTM (Land, Structure, Occupancy, Project, Subproject and Activity). © Copyright 2009 Edgesoft inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 8 Confidential Document off!iesoIr me. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 4.2 PERMITS & INSPECTIONS MODULE This module automates workflow related to building permits, inspections, people and activities. It enables City staff within Building & Safety and similar divisions to view fee schedules, cashiering, payment transaction history, business tax and business license information, and track plan checks related to building permits. Users can schedule, track and maintain history of inspections related to a specific location, as well as maintain lists of and links to external people associated with the City, such as owners, applicants, architects and contractors. 4.3 PLANNING & PLANNER UPDATE MODULE This module automates the processes and captures all information related to the City's Planning activities. Functions include issuing, tracking and logging planning cases; appointment scheduling and notification, which reduces scheduling conflicts for planning board hearings; assigning, scheduling and routing planning cases; and cashiering and fee appraisal. This centralized database of customer records provides accurate, timely information to customers who are submitting development plans for approval. 4.4 CODE ENFORCEMENT MODULE This module tracks and maintains data related to code violations in the City. Users can identify violations by parcel, provide notifications to responsible parties, and establish follow-up inspection programs to ensure that corrections are made. This module also provides users with the ability to place a "hard," "soft" or "warning" hold on a Land, Structure or Occupancy. When creating a code violation, the system validates data input and utilizes list -of -values (pull -down lists), reducing human error in data entry. 4.5 BUSINESS LICENSE MODULE This business license management module provides the ability to add, modify or delete Regulatory Business Licenses and Permits, as well as the associated Municipal and SIC Codes. It generates prints and tracks business license renewals. The system improves service quality by providing accurate information in a timely manner to customers that are filing for a business license, and reduces data entry errors by validating data input using the list -of -values (pull -down list) at the time of completing a business license application. 4.6. PUBLIC WORKS MODULE The Public Work module processes service requests from the public calls or emails. Public requests are entered and Work Orders are created from the initial request, assigned to supervisors and printed out. Requests can have more than one work orders to facilitate multiple job categories per request. Work orders are completed once the job is done and then the initial requests are allowed to be closed. Users can pull work orders by category, assignee and various other criteria. Public works permits are processed in the system including plan checks, inspections and permit issuance. Fees and payments are processed in the system and receipts are generated. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 9 Confidential Document aEd9eSoft, /ng eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 4.7 CITIZEN REQUEST CASE TRACKING MODULE This request for service module provides the ability to add, track and manage customer calls and service orders for a variety of issues regarding municipal services. City staff utilizes this module to streamline service requests from patrons and tracks these requests within the single, comprehensive database of the Core Framework. The optional Citizens Request Module will be addressed as a future module based upon how your eLMSTM foundation is built and a cost can be provided at that time. 4.8 PARKING PERMITS /EXEMPTIONS This allows citizens to obtain preferential parking permits. The preferential parking permit is a permit issued to residents of an address located in a preferential parking zone. These permits may be printed and viewed. 4.9 EGOv - CITIZEN ACCESS MODULE This module will allow the public to access information, request inspections, and acquire permits via the Web. As with the optional Citizens Request Module, this module will be addressed as a future module based upon how your eLMSTM foundation is built and a cost can be provided at that time. Edgesoft will study the needs of Temple city, which is a contract city to see what functions features can be used from this module. 4.10 ADDITIONAL FUNCTIONALITY Integration: As a web services application, eLMSTM can easily integrate with and interface to existing systems, including but not limited to: • Financial systems: eLMST'" enables City staff to reconcile day's -end payments received toward various activities. It also provides the ability to interface to fund accounting systems and to push payments on a daily basis. The financial systems integration allows for balancing, deposits and monthly reports to be done directly through eLMSTM. • Assessor data: This synchronization enables users to import County assessor data to update the Parcel data in eLMSTM Reports eLMSTM reports are published in the Crystal Reports server which can be browsed and generated. eLMST"' reports menu links to the Crystal Reports home page where the reports are called by executing the eLMSTM queries. Edgesoft will provide the Crystal Reports files with built- in queries. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 10 Confidential Document E esoIz Inc. eLMST" Proposal -- Building, Inspection, Planning, Public Works, Code Enforcement and Business License Users have the ability to launch reports and queries from within the application; distribute via email. The reports are executed as a webpage menu from within eLMSTM. The URL can be sent through emails as a link and the users can select the link to go to the reports page directly. Attachments (electronic photos/documents) The Attachment panel allows the user to attach any type of documents. eLMSTM has the ability to add attachments such as a photograph, MS Word document, scanned image, digital voice recording, or video recording to a Land, Structure, and Occupancy or even to a Project, Subproject and Activity. Customization eLMSTM has been designed and developed with the most flexible, state-of-the-art, user friendly technologies. We have employed the industry standard n -tier architecture in our framework. A typical n -tier architecture has a multiple layers (like a client/user interface tier, presentation tier, business tier). The business layer is generally handled by an 'Application Server. The application server handles all business rules that make up a business workflow and provides a very flexible framework for modifications and updates. This enables eLMSTM to be configured to the processes, business rules and workflow unique to the City of Temple City. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 11 Confidential Document eftlgeSoft, Inc. eLMSTm Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 5 HARDWARE AND SOFTWARE REQUIREMENTS ELMST" TECHNOLOGY PLATFORM The eLMST'" software is a Java -based (J2EE Standard) application that is designed to be deployed on a standard J2EE Application Server. The application is accessed via a Web browser and is currently compatible with Internet Explorer 7 and higher. It is architecture on Services Oriented Architecture (SOA), The current application is designed to be compatible with all leading database software. eLMSTM is based on N -Tier architecture. The application design consists of a presentation tier, web -server tier, application server tier, business logic tier, data access and processing tier and data storage tier. Specific software and hardware recommendations are available, 6 ASSUMPTIONS AND EXPECTATIONS Edgesoft's proposal is based on a number of assumptions. Many of these assumptions focus on decision -making, scope, and availability of resources. These assumptions include: 1. The City of Temple City will provide appropriate resources for installing, testing (alpha and beta), training, and production operation of this implementation. 2. The City of Temple City shall be responsible for acquiring, configuring all hardware and network connectivity. 3. The City of Temple City shall be responsible for system environment(s). 4. All The City of Temple City's data provided to Edgesoft will be kept confidential and will not be used for any purpose other than fulfilling Edgesoft's obligations to The City of Temple City. We will not use, share or sell the data for marketing or any other purpose without the express written consent of The City of Temple City. 5. The City of Temple City and Edgesoft will be responsible for Project Management and Sponsorship, jointly. 6. The City of Temple City will identify a City Project Manager. In addition, during project implementation, The City of Temple City will provide part-time participation from other City staff to provide subject matter expertise, technical and logistical support, and participation in interviews, meetings and presentations in a timely fashion. 7. The City of Temple City's designated Project Manager will guide and direct the day- to-day activities and decisions related to the Project, and will serve as the lead point of contact for communications between Edgesoft and The City of Temple City. Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 12 Confidential Document fdgeSufL Inc. eLMSTM Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 8. The City of Temple City Project Manager and Team will assist the Edgesoft Project Team in establishing an on -site work location, arranging necessary interviews and meetings, including focus group sessions. 9. The City of Temple City is responsible for the cleansing, validation and integrity of the address data and historical data / records to be used in migration into eLMST". 10. Edgesoft will perform unit testing prior to delivery of the software for installation. 11. The City of Temple City will provide appropriate resources for testing. 12. Edgesoft will train the trainer, not to exceed the number of days as described in the proposal. The City of Temple City will take on the training, implementation and operational responsibility. 13. Project issues will be promptly resolved within time frames and issue -resolution protocols mutually agreed upon at the beginning of the project, and The City of Temple City will not delay or impede the performance of the Edgesoft Project Team. 14. Timely decision -making by The City of Temple City, as defined by the project decision -making process, will be implemented at the onset of the project. 15. Assigned staff will be empowered to make decisions appropriate for their level and role in the project. 16. Deliverables will be reviewed and accepted by The City of Temple City within 10 working days of the receipt date. Deliverables not accepted by The City of Temple City will be returned to Edgesoft with the specific changes, identified in writing, which The City of Temple City requires to accept the deliverable. 17. Deliverables will be reviewed for completeness, content and clarity during the initial review. Edgesoft will in good faith make every effort to include all requested changes to deliverables. Multiple iterations of deliverable reviews will only be introduced when issues of completeness, content or clarity prevail. 18. Deliverables will be deemed to be approved after the agreed -upon deliverable review periods have lapsed without a detailed description of the deficiencies being provided to Edgesoft, as defined in the proposal, unless agreed otherwise. 19. The City of Temple City will provide access to, and participation from, City executive management as well as central office personnel and field personnel during this Project. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 13 Confidential Document MI/MA Inc. eLMSTN Proposal — Building, Inspection, Planning, Public Works, Code Enforcement and Business License 7 PROJECT PLANNING In the interest of eLMSTM Project continuity and system expansion, an Edgesoft Associate will work with The City of Temple City's Project Manager to begin the planning process, upon receipt of approval for this Proposal. Schedule for implementation, including employee training, system testing, etc. 1. Code Enforcement: 2 to 3 months 2. Business License: 2 to 3 months 3. Parking Permits / Exemptions: 2 to 3 months 4. Permits & Inspections [Building]: 3 to 4 months 5. Planning & Planner Update: 2 to 3 months These are estimates only; upon further discussions with The City of Temple City, Edgesoft will create a Project Charter with precise timelines and deliverables. © Copyright 2009 Edgesoft Inc. 6133 Bristol Parkway Suite 301 Culver City CA 90230 Page 14 Confidential Document