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Reso 28-2025 (25-108)
Short Form Services Agreement [Rev:04/01/2024] 1 SOUTH SAN FRANCISCO SERVICES AGREEMENT This Services Agreement (this “Agreement”) is made and entered into between the City of South San Francisco, a municipal corporation (“City”) and Speridian Technologies, LLC., (“Consultant”) effective as of December 3, 2024, (the “Effective Date”). City and Consultant are hereinafter collectively referred to as (the “Parties”). In consideration of their mutual covenants, the Parties hereby agree as follows: 1.Scope of Services. Consultant shall provide the following services and/or materials (“the Work”): Clariti Land Management Permitting Implementation Services, as more specifically described in the Scope of Services, attached hereto as Exhibit A. The Work will be completed by Team Speridian, which will be comprised of Consultant plus product and services experts from Clariti Cloud (“Clariti”). Clariti will provide Guardian Services support in the form of an Engagement Manager, a Senior Clariti Consultant, and a Senior Clariti Architect. The objective this additional support is to provide functional and technical expertise, along with a dedicated Clariti engagement for the duration of the project. The primary role of the Clariti resources will be to provide delivery best practices along with Clariti Enterprise functional and technical product and domain expertise to assure a successful and valuable implementation for the City. The Clariti Engagement Manager will be actively involved in the project and will provide the City with another point of escalation for any issues or concerns that the City may have with the implementation. providing (pro)active feedback on the status working closely with Speridian to assure the project’s success. The Work is expected to commence on or before March 31, 2025, and is expected to be completed to the satisfaction of the City 15-months after the start date unless such start and/or completion date is extended or otherwise modified by the City in writing. In the event of a conflict or inconsistency between the text of the main body of this Agreement and Exhibit A, the text of the main body of this Agreement shall prevail. A. Security Breach Notification and Reporting. Consultant shall have policies and procedures in place for the effective management of Security Breaches, as defined below, which shall be made available to the City upon request. In the event of any actual security breach or reasonable belief of an actual security breach the Consultant either suffers or learns of that either compromises or could compromise the City’s data (a “Security Breach”), Consultant shall notify the City within 48 hours of its discovery. Consultant shall immediately determine the nature and extent of the Security Breach, contain the incident by stopping the unauthorized practice, recover records, shut down the system that was breached, revoke access and/or correct weaknesses in physical security. Consultant shall report to the City: (i)the nature of the Security Breach; (ii)the City data used or disclosed; (iii)who made the unauthorized use or received the unauthorized disclosure; (iv)what the Consultant has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure; and (v)what corrective action the Consultant has taken or shall take to prevent future similar unauthorized use or disclosure. Consultant shall provide such other information, including a written report, as reasonably requested by the City. Consultant shall analyze and document the incident and provide all notices required by applicable law. 2. Data Storage and Security Data Storage Location: All data provided by the City shall be stored exclusively within the United States. The Service Provider shall ensure that no data is transferred, processed, or stored outside the territorial boundaries of the United States without prior written consent from the City. Short Form Services Agreement [Rev:04/01/2024] 2 Security Protocols for Remote Access: The Service Provider agrees to implement and maintain industry-standard security measures, including encryption and multi-factor authentication, to safeguard any data or systems accessed by users located outside the United States. The Service Provider shall ensure that any access from outside the United States is secured with robust authentication and encryption protocols to prevent unauthorized access, alteration, or disclosure of the data. 2. 3. Payment. City shall pay Consultant an amount not to exceed Six Hundred and Twenty-five Thousand ($625,000) for the full and satisfactory completion of the Work in accordance with the terms and conditions of this Agreement. The projected calculation of payment and projected payment schedule for the Work shall be set forth as follows: Note: Actual dates will be adjusted based upon the actual start date. The amount stated above is the entire compensation payable to Consultant for the Work performed hereunder, including all labor, materials, tools and equipment furnished by Consultant. City shall make payments, based on invoices received, for Work satisfactorily performed. City shall have forty-five (45) days from the receipt of an invoice to pay Consultant. 4. Independent Contractor. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the City and Consultant. At all times Consultant shall be an independent contractor and City shall not control the manner of Consultant accomplishing the Work. Consultant is not authorized to bind the City to any contracts or other obligations without the express written consent of the City. Payment Schedule (Target) % $ (USD) Contract (SOW) Signature 17-Mar-25 15% 90,000$ Initiation: Project Kickoff 31-Mar-25 5% 30,000$ Discovery: Completion of Project Plan / Signoff 21-Apr-25 10% 60,000$ Discovery: End of Discovery (BRD, SDD, TDD) / Signoff 19-May-25 5% 30,000$ Build: Solution Checkpoint 1 (Demo) Signoff 30-Jun-25 5% 30,000$ Build: Solution Checkpoint 2 (Demo) Signoff 28-Jul-25 5% 30,000$ Build: Solution Checkpoint 3 (Demo) Signoff 25-Aug-25 5% 30,000$ Build: Solution Checkpoint 4 (Demo) Signoff 22-Sep-25 5% 30,000$ Build: Solution Checkpoint 5 (Demo) Signoff 20-Oct-25 5% 30,000$ Build: Solution Checkpoint 6 (Demo) Signoff 17-Nov-25 5% 30,000$ Build: Solution Development Complete Signoff 15-Dec-25 10% 60,000$ Validate: Completion of SIT 5-Jan-26 5% 30,000$ Validate: Completion of UAT 2-Feb-26 15% 90,000$ Roll-Out: Go-Live 16-Feb-25 5% 30,000$ 100% 600,000$ 25,000$ 625,000$ Implementation TOTAL (w/ + Travel) Payment Milestones Amount Implementation SUB-TOTAL Travel - 10 Trips @ $2500 per trip (OPTIONAL) Short Form Services Agreement [Rev:04/01/2024] 3 5. Indemnification. To the fullest extent permitted by law, Consultant shall indemnify, defend (with counsel acceptable to the City), and hold harmless the City and its elected and appointed officers, officials, employees, agents, contractors and consultants (collectively, the “City Indemnitees”) from and against any and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorneys’ fees and costs of litigation) (collectively, “Liability”) of every nature arising out of or in connection with Consultant’s performance of the Work or Consultant’s failure to comply with this Agreement, except such Liability caused by the gross negligence or willful misconduct of the City Indemnitees. 6. Insurance. Prior to beginning the Work and continuing throughout the term of this Agreement, Consultant (and any subcontractors) shall, at Consultant’s (or subcontractor’s) sole cost and expense, furnish the City with certificates of insurance evidencing that Consultant has obtained and maintains insurance in the following amounts: A. Workers’ Compensation that satisfies the minimum statutory limits. B. Commercial General Liability and Property Damage Insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) combined single limit per occurrence, TWO MILLION DOLLARS ($2,000,000) annual aggregate, for bodily injury, property damage, products, completed operations and contractual liability coverage. The policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the Consultant, its personnel, agents or subcontractors. C. Comprehensive automobile insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury and property damage including coverage for owned and non-owned vehicles. D. Professional Liability Insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions. E. Cybersecurity/Liability Insurance coverage in an amount not less than ONE MILLION DOLLARS ($1,000,000) per occurrence / aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this Agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for liabilities for financial loss resulting or arising from acts, errors, or omissions, in rendering technology services, as follows: i. Violation or infringement of any right of privacy, including breach of security and breach of security/privacy laws, rules or regulations globally, now or hereinafter constituted or amended; ii. Data theft, damage, unauthorized disclosure, destructions, or corruption, including without limitation, unauthorized access, unauthorized use, identity theft, theft of personally identifiable information or confidential City information in whatever form, transmission of a computer virus or other type of malicious code; and participation in a denial of service attack on third party computer systems; iii. Loss or denial of service; and iv. The policy shall not contain a cyber terrorism exclusion. Short Form Services Agreement [Rev:04/01/2024] 4 The cybersecurity/liability insurance coverage required in this subsection (E) must include technology/professional liability including breach of contract, privacy and security liability, privacy regulatory defense and payment of civil fines, payment of credit card provider penalties, and breach response costs, including without limitation, notification costs, forensics, credit protection services, call center services, identity theft protection services, and crisis management/public relations services. All insurance policies shall be written on an occurrence basis and shall name the City Indemnitees as additional insureds with any City insurance shall be secondary and in excess to Consultant’s insurance. If the Consultant’s insurance policy includes a self-insured retention that must be paid by a named insured as a precondition of the insurer’s liability, or which has the effect of providing that payments of the self- insured retention by others, including additional insureds or insurers do not serve to satisfy the self-insured retention, such provisions must be modified by special endorsement so as to not apply to the additional insured coverage required by this agreement so as to not prevent any of the parties to this agreement from satisfying or paying the self-insured retention required to be paid as a precondition to the insurer’s liability. Additionally, the certificates of insurance must note whether the policy does or does not include any self- insured retention and also must disclose the deductible. The certificates shall contain a statement of obligation on the part of the carrier to notify City of any material change, cancellation, termination or non- renewal of the coverage at least thirty (30) days in advance of the effective date of any such material change, cancellation, termination or non-renewal. The City’s Risk Manager may waive or modify any of the insurance requirements of this section. 7. Compliance with all Applicable Laws; Nondiscrimination. Consultant shall comply with all applicable local, state and federal laws, regulations and ordinances in the performance of this Agreement. Consultant shall not discriminate in the provision of service or in the employment of persons engaged in the performance of this Agreement on account of race, color, national origin, ancestry, religion, gender, marital status, sexual orientation, age, physical or mental disability in violation of any applicable local, state or federal laws or regulations. 8. Termination. City may terminate or suspend this Agreement at any time and without cause upon written notification to Consultant. Upon receipt of notice of termination or suspension, Consultant shall immediately stop all work in progress under this Agreement. The City's right of termination shall be in addition to all other remedies available under law to the City. 9. Prevailing Wage. Where applicable, the wages to be paid for a day's work to all classes of laborers, workmen, or mechanics on the work contemplated by this Purchase Agreement, shall be not less than the prevailing rate for a day’s work in the same trade or occupation in the locality within the state where the work hereby contemplates to be performed as determined by the Director of Industrial Relations pursuant to the Director’s authority under Labor Code Section 1770, et seq. Each laborer, worker or mechanic employed by Consultant or by any subcontractor shall receive the wages herein provided for. The Consultant shall pay two hundred dollars ($200), or whatever amount may be set by Labor Code Section 1775, as may be amended, per day penalty for each worker paid less than prevailing rate of per diem wages. The difference between the prevailing rate of per diem wages and the wage paid to each worker shall be paid by the Consultant to each worker. An error on the part of an awarding body does not relieve the Consultant from responsibility for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code Sections 1770-1775. The City will not recognize any claim for additional compensation because of the payment by the Consultant for any wage rate in excess of prevailing wage rate set forth. The possibility of wage increases is one of the elements to be considered by the Consultant. (A) Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of prevailing Short Form Services Agreement [Rev:04/01/2024] 5 wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the Consultant shall post at appropriate conspicuous points at the site of the project a schedule showing all determined prevailing wage rates for the various classes of laborers and mechanics to be engaged in work on the project under this contract and all deductions, if any, required by law to be made from unpaid wages actually earned by the laborers and mechanics so engaged. (B) Payroll Records. Each Consultant and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the Consultant in connection with the public work. Such records shall be certified and submitted weekly as required by Labor Code Section 1776. 10. Payment of Taxes; Tax Withholding. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. To be exempt from tax withholding, Consultant must provide City with a valid California Franchise Tax Board form 590 (“Form 590”), as may be amended and such Form 590 shall be attached hereto and incorporated herein as Exhibit B. Unless Consultant provides City with a valid Form 590 or other valid, written evidence of an exemption or waiver from withholding, City may withhold California taxes from payments to Consultant as required by law. Consultant shall obtain, and maintain on file for three (3) years after the termination of this Agreement, Form 590s (or other written evidence of exemptions or waivers) from all subcontractors. Consultant accepts sole responsibility for withholding taxes from any non-California resident subcontractor and shall submit written documentation of compliance with Consultant’s withholding duty to City upon request. 11. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 12. Entire Agreement. This Agreement represents the entire and integrated agreement between the Parties. This Agreement may be modified or amended only by a subsequent written agreement signed by both Parties. 13. Non-Liability of Officials, Employees and Agents. No officer, official, employee or agent of City shall be personally liable to Consultant in the event of any default or breach by City or for any amount which may become due to Consultant pursuant to this Agreement. 14. Prevailing Party. In the event that either party to this Agreement commences any legal action or proceeding (including but not limited to arbitration) to interpret the terms of this Agreement, the prevailing party in such a proceeding shall be entitled to recover its reasonable attorney’s fees associated with that legal action or proceeding. 15. Notice. All notices and other communications which are required or may be given under this Agreement shall be in writing and shall be deemed to have been duly given (i) when received if personally delivered; (ii) when received if transmitted by telecopy, if received during normal business hours on a business day (or if not, the next business day after delivery) provided that such facsimile is legible and that at the time such facsimile is sent the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery to a domestic address by recognized overnight delivery service (e.g., Federal Express); and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In each case notice shall be sent to the respective Parties as follows: Short Form Services Agreement [Rev:04/01/2024] 6 Consultant: Speridian Technologies, LLC 2400 Louisiana Blvd NE Building 3 Albuquerque, NM 87110 City: City Clerk City of South San Francisco 400 Grand Avenue South San Francisco, CA 94080 16. Execution in Counterpart. This Agreement may be executed in counterparts and/or by facsimile or other electronic means, and when each Party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterpart, shall constitute one Agreement, which shall be binding upon and effective as to all Parties. 17. Assignment, Governing Law. The Consultant may not assign any of Consultant’s obligations under this Agreement without the City’s prior written approval. This Agreement is governed by California law. The jurisdiction for any litigation arising from this Agreement shall be in the state of California, and shall be venued in the County of San Mateo. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date written above. CITY: CONSULTANT: By: _____________________________ By:__________________________ City Manager Print Name: ___________________ Attest: Title: ________________________ ________________________________ City Clerk Company: _____________________ APPROVED AS TO FORM: Date: _________________________ ____________________________ City Attorney 2729961.1 Short Form Services Agreement [Rev:04/01/2024] 7 EXHIBIT A Statement of Work (SOW) for Land Management Permitting System and Implementation Services Table of Contents SECTION 1: Statement of Work (SOW) ...................................................................................................................... 8 1.1. Agreement ........................................................................................................................................................ 8 1.2. Term ................................................................................................................................................................. 8 1.3. Primary Points of Contact................................................................................................................................. 8 SECTION 2: OVERVIEW ............................................................................................................................................ 9 SECTION 3: PROJECT SCOPE ................................................................................................................................... 9 3.1. General Requirements ...................................................................................................................................... 9 3.2. Permitting Types ............................................................................................................................................ 10 3.3. Code Enforcement Types ............................................................................................................................... 10 3.4. Project / Planning Applications ...................................................................................................................... 11 3.5. Integrations Requirements ............................................................................................................................. 11 3.6. Data Conversion ............................................................................................................................................. 11 3.7. Additional Requirements ................................................................................................................................ 12 3.8. Project Assumptions ....................................................................................................................................... 13 SECTION 4: IMPLEMENTATION STRATEGY ...................................................................................................... 14 4.1. Proposed Methodology ................................................................................................................................... 14 4.2. Implementation Plan* ..................................................................................................................................... 17 4.3. Implementation Timeline ............................................................................................................................... 19 4.4. Roles and Responsibilities .............................................................................................................................. 20 4.4.1 Speridian Responsibilities ...................................................................................................................... 20 4.4.2 City Responsibilities .............................................................................................................................. 23 4.5. Additional Assumptions ................................................................................................................................. 24 4.5.1 General Assumptions ............................................................................................................................. 24 4.5.2 Project Assumptions .............................................................................................................................. 24 4.6. Training .......................................................................................................................................................... 25 4.7. Deliverables .................................................................................................................................................... 26 4.8. Acceptance Criteria ........................................................................................................................................ 26 4.9. Support ........................................................................................................................................................... 26 4.10. Risks ............................................................................................................................................................... 26 SECTION 5: PRICING & PAYMENT SCHEDULE ................................................................................................. 27 5.1. Pricing ............................................................................................................................................................ 27 5.2. Payment Schedule (for Implementation Services) .......................................................................................... 27 5.3. Billing ............................................................................................................................................................. 27 5.4. Travel.............................................................................................................................................................. 28 SECTION 6: MISCELLANEOUS .............................................................................................................................. 28 SECTION 7: SIGNATURE ......................................................................................................................................... 29 Appendix A – Change Order Process .......................................................................................................................... 30 Appendix B – Data Conversion ................................................................................................................................... 33 Short Form Services Agreement [Rev:04/01/2024] 8 SECTION 1: Statement of Work (SOW) 1.1. Agreement SOW TITLE: Statement of Work (SOW) for Professional Services for Implementation of Clariti Community Development Solution for Land Management. This is a Statement of Work Agreement (“SOW Agreement”) between The City of South San Francisco, conducting business at 400 Grand Ave, South San Francisco, CA 94080 (hereinafter "City") and Speridian Technologies LLC, which has a place of business at 2400 Louisiana Blvd, Building 3 Albuquerque, NM 87110 (hereinafter "Consultant"). This SOW Agreement is entered into in accordance with the Professional Services Agreement (PSA) dated Month DD, YYYY. This SOW Agreement shall supplement the Professional Services Agreement and the parties acknowledge and agree that all of the terms and conditions of the Professional Services Agreement are hereby incorporated by reference into this SOW Agreement. Where there are conflicts between the two, the Professional Services Agreement terms shall prevail. 1.2. Term The term of this SOW Agreement shall begin on or after Month DD, YYYY and end on Month DD, YYYY (the “Initial Term”). The Initial Term may be adjusted and/or extended as the parties may agree. The City may terminate this SOW consistent with the provisions of Section 16 of the Professional Services Agreement. 1.3. Primary Points of Contact Speridian Technologies The City of South San Francisco Name Scott Weiler Name Tony Barrera Email
[email protected]
Email
[email protected]
Phone (585) 370-8459 Phone (650) 829-3915 Short Form Services Agreement [Rev:04/01/2024] 9 SECTION 2: OVERVIEW The City has embarked on a transformational journey to modernize and fundamentally change how it conducts business, both internally in and amongst City employees and externally with the citizens of South San Francisco, as part of Enterprise Resource Planning (ERP) software project. While the City intends to procure Financials, Human Resources (including Payroll and Time Entry), and Community Development functionality, this SOW is limited to those processes and functions related to Community Development; therefore, this SOW only covers the Community Development portion of the ERP RFP’s requirements. SECTION 3: PROJECT SCOPE As part of this SOW, Speridian will configure and deploy Clariti to meet the requirements set forth by the City of South San Francisco, which will include: General Requirements Permitting Planning and Zoning Code Enforcement Online Application Portal Contractor Licensing Address Management Cashiering and Fee Management Electron Plan Review Integration Inspections Meeting Board Hearings Integrations/Interfaces Data Conversion Training Business Licensing shall either be configured within Clariti or as an integration as described in the Integration section It should be noted that all referenced requirements and associated details listed below are anticipated requirements and the actual requirements, i.e., those found in the Business Requirements Document and Functional Design Document, will be mutually agreed upon and documented during Discovery. These initial requirements are taken from the Community Development of the RFP, namely “Attachment_C_-_ERP_System_Selection_-_Requirements” and information that has been provided by the City. Speridian will guide the City to use Clariti as a configurable solution with a minimal amount of customization. 3.1. General Requirements The solution will cover the following general areas as requested in the Exhibit C requirements attachment. The details will be defined in the discovery sessions, documented and approved. Archiving Data: Via Laserfiche Data Analysis: Via Clariti Reporting Entering Data: Via Online Portal and Backoff screens Managing multiple environments: Via Clariti production, UAT and development environments Managing addresses: via GIS feeds Processing Errors: Standard Clariti processes Purging Data: Will be defined based on the need Security and auditing: Standard Clariti processes System Updates: Standard Clariti and Salesforce processes Workflow: Defined and build as part of the implementation Short Form Services Agreement [Rev:04/01/2024] 10 3.2. Permitting Types These are the identified permit record types with estimated sub-type counts. During discovery we will look for opportunities to optimize the list. Permit Type Number of SubTypes 1. All Electric Furnace Replacement 1 2. Annual High Rise Bld 12 3. Bath Update No Walls Moving 1 4. Commercial 3 5. Electric Water Heater 1 6. Encroachment 9 7. Engine Co Inspection 18 8. Engine Inspection 5 9. EV Charger 1 10. Fire Clearance 35 11. Fire Prevention Annual 12. Fire Prevention Inspection 17 13. Fire Protection 27 14. Furnace 1 15. Garage 1 16. Garage Door 1 17. Grading 2 18. Hauling 0 19. High Rise Annual 5 20. Home Safety Inspection 5 21. Kitchen Update No Walls Moving 1 22. Lateral Replacement 1 23. Mapping 7 24. Miscellaneous 2 This is the base list that will be used to start discovery and data migration. We will explore whether existing application types may be consolidated or organized differently based on the system capabilities and as discussed during discovery. We would not expect significant changes to the list. Any such changes may result in, or require, a CR (change request). 3.3. Code Enforcement Types These are the identified Code Enforcement record types with estimated sub-type counts. Record Types Number of Sub Types 1. Abandoned Vehicles 5 2. Animals 13 3. BLDCode 10 4. Building and Construction 14 5. BusReg 5 6. CAL OSHA 11 7. Commpres 21 8. County 9 9. DangBLDG 9 10. Fire Code 9 11. Fire Watch 0 12. ForeClosure 2 13. Health & Safety 9 14. Health & Sanitation 5 15. Health and Safety 5 16. HealthSafety 11 This is the base list that will be used to start discovery and data migration. We will explore whether existing Short Form Services Agreement [Rev:04/01/2024] 11 record types may be consolidated or organized differently based on the system capabilities and as discussed during discovery. We would not expect significant changes to the list. Any such changes may result in, or require, a CR (change request). 3.4. Project / Planning Applications These are the identified Project Application record types with estimated sub-type counts. Record Types Number of Sub Types 1. Cannabis 5 2. Civic 2 3. CommL 9 4. Community Benefit 1 5. INDUS 6 6. Master 4 7. RESRCH 1 8. SCWF 4 This is the base list that will be used to start discovery and data migration. We will explore whether existing record types may be consolidated or organized differently based on the system capabilities and as discussed during discovery. We would not expect significant changes to the list. Any such changes may result in, or require, a CR (change request). 3.5. Integrations Requirements These are the integrations that will be added as part of the Clariti application. ESRI GIS – Clariti has a managed integration for GIS data that will pull in the different data layers for addresses and parcels and a map viewer for the different map layers from ESRI. BlueBeam – Plan Review Software, Clariti has a managed integration for Plan Review Software. Payment Processor – Speridian will create an integration for Authorize.Net to handle Clariti Payments. ERP / GL Integration: Speridian will create the necessary reports that can be exported to meet the ERP/GL needs. Without knowing the ERP system a direct integration is not planned in this scope of work. Laserfiche – Speridian will provide middleware that integrates with Laserfiche for managing the offsite storage of file attachments. E-signature – Speridian will provide integration with DocuSign digital signature service. The city is responsible for the cost associated with the service. SMS Notifications – SMS messaging has an additional cost for the text messaging. Phonetic Search - This is not included in the SOW. External Backups – There are different options for external backups of the Clariti data. These solutions will have additional data storage costs for the City. Business Licensing – in the event Business Licensing is determined to be Integration requirement, then Speridian will integrate Clariti with the Business Licensing system. California State License Board (CSLB) – Speridian will provide an integration with CSLB to look up contractor IDs and validate them using the CSLB API: https://cslb.ca.gov/onlineServices/dataportal/ ERP / GL Integration: Speridian will create the necessary reports that can be exported to meet the ERP/GL needs. This is a common approach for ERP nightly batch updates. If an ERP is available during the project that has an API available to automate the GL batches, that API integration will be included in the project. 3.6. Data Conversion The current and historical data in the Cities’ existing system will be migrated to Clariti. The process to define and map the existing systems to Clariti begins during the discovery phase and continues throughout the project so that the data has been reviewed and the process to migrate the data can be run prior to go live to migrate all the data over to the Clariti production environment. Short Form Services Agreement [Rev:04/01/2024] 12 These are the system that will be evaluated: • eTRAKiT 3.7. Additional Requirements Any new or additional requirements, such as new permit types, will be assessed and may result in a change request (CR). All numbers referenced below will be adjusted to meet what is determined as necessary in Discovery. Speridian will provide the scope that has been requested with the following parameters. Pay-as-you-go fee models will simplify submittal processes and avoid incurring expenses as a city without payment, where fees can be calculated upfront. Partial payments for upfront fees will not be allowed. An invoice will be used when the amount charged is allocated to the AR and not considered optional. Configuration of Clariti Milestones and Phases are defined at the application type level. Based on the Record Types supplied there are less than 50 unique application Journeys. The number of application journeys defined for implementation will not exceed 50. Based on the Record Types supplied there are 32 Code enforcement records. The number of Code Enforcement records will not exceed 35. Fees in Clariti are configured using templates. The implementation of Clariti will include up to 150 but may be adjusted as mentioned above. . After analyzing the inspection types, there are less than 95 record types. The number of inspection types to be implemented in Clariti is expected to be around 100 but may be adjusted as mentioned above. The number of review types defined for implementing Clariti will not exceed 115 but may be adjusted as mentioned above. . All invoices will attempt to use single format for a PDF statement. Two additional invoices will be created as needed. When an invoice is required, a back-office user will create it. Letter outputs are produced using merge templates. During implementation, up to 10 Complex letter outputs will be configured and 10 simple letters but may be adjusted as mentioned above. . Fifty Reports will be configured. 15 Complex multi-object reports, and 35 single objects. Speridian will train the City staff to create additional reports but may be adjusted as mentioned above. . Six dashboards will be configured. These dashboards support executive monitoring of real-time metrics and allow drilling into data for historical analysis or active workload management. The Clariti payment processor will not be used. Instead, an integration will be written for Authorize.net. Data conversions outside of the legacy system is out of scope. One Plan Review software integration is considered in scope. This will be Bluebeam. Plan review workflows are prebuilt into the Clariti Product. All multi-discipline reviews will be completed Short Form Services Agreement [Rev:04/01/2024] 13 before a corrections report is produced. Subsequent review cycles will be performed on a complete submittal. Automation for communications outside the system will use standard language and pull in specific information like a merge letter. (Pull in Who, what, when, where) Communications will direct users to log into their portal account for the Call to Action. Attachments are stored in the portal for security purposes. 3.8. Project Assumptions Back-office staff enters in-person applications into the Clariti solution, and fees must be paid at that time to proceed. City Staff can copy existing configured letter templates to add additional letter outputs beyond the 20 configured. City staff can copy or clone reports using any of the 50 base configured reports delivered during the project to suit their filter/grouping needs but may be adjusted as mentioned above. The City will be able to create as many reports as needed. City staff can easily copy or clone dashboards to create new ones and configure them to suit their needs beyond the 6 provided. Internal users can create standard templates for reuse when creating email communications. They can further tailor and update the templates before sending them. Email automation is intended for external users. Users of the Clariti system are assumed to be daily users and work from dashboards and work queues for their assigned work, eliminating the need for discrete emails for all work assigned. External reviewing agencies outside the departments or local government will be licensed users of the back- office solution. Fees will not change during the project. If fees are expected to change, they will be added to the project plan. GL/Cost Centers will not change during the project. Integrated systems are live in a production environment and are currently used in day-to-day processes.(ERP and Business licensing are exceptions and will need planning). Integrated systems in scope will not change endpoints or workflows or be upgraded during the project. Integrated systems in scope have subject matter experts allocated to the project for each respective system. No 3rd party vendors will participate in this project for Clariti-managed integrations (ESRI, Bluebeam, Avolve, Clariti Payments (and Paysafe)). No identified changes are required for the Clariti Enterprise Product. Short Form Services Agreement [Rev:04/01/2024] 14 SECTION 4: IMPLEMENTATION STRATEGY 4.1. Proposed Methodology As a result of successfully implementing and deploying over 100 enterprise software implementations, Speridian has created, and continually improves upon, our proven Implementation Methodology, and is derived from proven techniques, “Best Practices,” and lessons learned developed through years of experience and industry standards put forth by the Project Management Institute® (PMI) that is used to achieve timely implementations with minimum operational disruption. Speridian’s role as a Systems Integrator will be to configure the Clariti solution to the specific requirements of the City around its licensing, inspection management, permitting and enforcement processes. Speridian maintains an open-ended approach to its solution while using industry standard tools and methodologies to achieve best results. The methodology described below has been formulated keeping the Cloud based products in mind, where the implementation cycles are short and require a lot of agility while configuring/customizing the product. Short Form Services Agreement [Rev:04/01/2024] 15 Initiation This is the initial phase of project management where the initial planning for the project starts. The initiation starts with a project Kick Off meeting between Speridian’s Sales & Delivery team and Customer’s stake holders. This sets the platform of initial introductions and detail planning of the next phases. In parallel the sales team hands off the project to the delivery team which would closely interact with the customer and work on identifying the resources for the project team, outlining the project management structure and control processes. This phase is executed in parallel to the launch of the project. Activity Deliverables Templates Scope Document Sales to Delivery Handoff Project Kick off Meeting Signed Professional Services Agreement (PSA) PSA (SOW inclusive) Discovery During this phase Speridian’s BAs and Solution Architects will interact with Client’s SMEs to gather requirements and build the permit matrix and process flows. Presenting the standard workbook the team will cover the standard functionalities of the application and document how each permit will interact. Business Requirements Document (BRD) is prepared based on the requirements provided and gathered for the project. The discovery process will refine the requirements and convert them into User Stories. User stories are used to assigned work to the development team to build out the system. The user stories are summarized into the Functional Requirements Document to be reviewed and approved by the client. Build Build Phase will include the implementation of key features which are the building block of the entire functionality. Build phase is iterative, which has the following stages: Configure & Customize, Unit test, and Demonstrate. ‘To-be’ process is designed as a part of the Configuration. This is the phase where the System is configured based on the requirements. This phase would be multiple sprints depending on the scope and complexity. Demos or Conference Room Pilot (CRP) sessions are conducted with the customer after every sprint. Review of the code and Unit Testing are the other major activities that take place during the Build phase. Activity Deliverables Templates Discovery Workshop Deck Requirement gathering Business process flows User Stories BRD/FDD preparation BRD/FDD review by customer BRD FDD User Stories BRD FDD Activity Deliverables Templates Design “To-Be” process (POC) System configuration Peer review of development Unit Testing Functional and Technical Design Document Test Cases Short Form Services Agreement [Rev:04/01/2024] 16 Validate Testing is carried out by project team before the solution is delivered to the customer, to ensure that the solution meets the BRD requirements and the user stories. The testing will be an end-to-end regression testing of all test cases corresponding to the BRD. The User Stories and Functional Design document are used to develop a Testing Plan. Test plan is prepared with the test design, test cases, and test data and with the test schedule. System Integration Testing is done during this phase. Defect fixes for System Integration Testing (SIT) and User Acceptance Testing (UAT) defects are provided during the Validate phase. Roll-out Roll-out is the phase when the goals of this project are accomplished, desired outcome is produced, and deliverables are accepted, so the project is ready for further realization and maintenance. It is an ending phase that embraces the timeframe between project completion and handover. Deployment is another name of the project go-live phase. Production Migration takes place in this phase. A Go- Live checklist is prepared to ensure that the Roll-out is happening right. Activity Deliverables Templates Go Live checklist Deployment Document Production Migration Sanity Check Go Live Deployment Checklist Closure This is the final phase of project management, which comes after all the project deliverables have been accepted by the client and the project is ‘rolled- out’. This phase ensures that all project close out activities like summarizing the project details and metrics collected, documenting the accomplishments and lessons learned, updating relevant organization databases, closing any open issues, etc. have been accomplished as per defined processes. A discussion with the customer on the next steps is one of the key activities of this phase and it lays down a platform for the future engagement and support. Activity Deliverables Templates Project Road map and next steps Post Go-live Warranty Support Activity Deliverables Templates SIT and UAT test plan System/Integration testing Internal Defect fixing Defect fixes for SIT and UAT l Admin/User manual End User Training UAT Signoff Training Documents User Training Manual Admin Training Manual Short Form Services Agreement [Rev:04/01/2024] 17 4.2. Implementation Plan* Task Name Duration Start Finish South San Francisco - Land Management and permitting solution 267 days Mon 3/31/25 Fri 4/3/26 Project Initiation, Planning and Design 20 days Mon 3/31/25 Fri 4/25/25 Kick-off 1 day Mon 3/31/25 Mon 3/31/25 Planning 19 days Tue 4/1/25 Fri 4/25/25 Project Planning 9 days Tue 4/1/25 Fri 4/11/25 Project initiation forms and repositories 1 day Tue 4/1/25 Tue 4/1/25 Prepare Organization Breakdown Structure (OBS) 1 day Tue 4/1/25 Tue 4/1/25 Define Roles and Responsibilities 1 day Tue 4/1/25 Tue 4/1/25 RACI matrix 1 day Tue 4/1/25 Tue 4/1/25 Escalation process 1 day Tue 4/1/25 Tue 4/1/25 Perform project team orientation 1 day Wed 4/2/25 Wed 4/2/25 Preparation for Project Planning meeting 2 days Thu 4/3/25 Fri 4/4/25 Conduct Project Planning Meetings 5 days Mon 4/7/25 Fri 4/11/25 Communication plan 5 days Mon 4/14/25 Fri 4/18/25 Develop Communication plan 2 days Mon 4/14/25 Tue 4/15/25 Review Communication plan 2 days Wed 4/16/25 Thu 4/17/25 Incorporate review comments and get signoff 1 day Fri 4/18/25 Fri 4/18/25 Risk Management plan 5 days Mon 4/14/25 Fri 4/18/25 Risk Management plan 2 days Mon 4/14/25 Tue 4/15/25 Review Risk Management plan 2 days Wed 4/16/25 Thu 4/17/25 Incorporate review comments and get signoff 1 day Fri 4/18/25 Fri 4/18/25 Training plan 5 days Mon 4/14/25 Fri 4/18/25 Update Integrated Project Plan 10 days Mon 4/14/25 Fri 4/25/25 SSF-1 - Communication Plan 0 days Fri 4/18/25 Fri 4/18/25 SSF-2 - Risk Management Plan 0 days Fri 4/18/25 Fri 4/18/25 SSF-8 - Training Plan 0 days Fri 4/18/25 Fri 4/18/25 SSF-10 - Project Status Reports 0 days Fri 4/25/25 Fri 4/25/25 SSF-11 - Resource Calendar 0 days Fri 4/25/25 Fri 4/25/25 SSF-12 - Risk and Issue Log 0 days Fri 4/25/25 Fri 4/25/25 SSF-13 - Integrated Project Management Plan 0 days Fri 4/25/25 Fri 4/25/25 Discovery 34 days Tue 4/1/25 Fri 5/16/25 Conduct Discovery and JAR sessions 34 days Tue 4/1/25 Fri 5/16/25 Gather City Policies and Standards 0.5 days Tue 4/1/25 Tue 4/1/25 Collect Enterprise Architecture diagrams 0.5 days Tue 4/1/25 Tue 4/1/25 Determine Release management process 0.5 days Wed 4/2/25 Wed 4/2/25 Determine Security strategy 0.5 days Wed 4/2/25 Wed 4/2/25 Conduct Persona definition sessions 2 days Thu 4/3/25 Fri 4/4/25 Consolidate AS-IS Business Process diagram 2 days Mon 4/7/25 Tue 4/8/25 Construct TO-BE Business Process diagram 3 days Wed 4/9/25 Fri 4/11/25 Data Conversion and Migration workshops 5 days Mon 4/14/25 Fri 4/18/25 Integrations workshops 5 days Mon 4/21/25 Fri 4/25/25 User Experience (UX) design and User Interface (UI) flow diagram 5 days Mon 4/28/25 Fri 5/2/25 Consolidate Requirements in User Stories, including business rules, DOR, DOD 5 days Mon 5/5/25 Fri 5/9/25 Develop Product Vision and Roadmap 2 days Mon 5/12/25 Tue 5/13/25 Consolidate Requirements (Product) backlog 3 days Wed 5/14/25 Fri 5/16/25 Clariti Environment Setup 5 days Tue 4/1/25 Mon 4/7/25 Agile project delivery environment provisioning and configuration 5 days Tue 4/1/25 Mon 4/7/25 Version Control System provisioning and configuration 5 days Tue 4/1/25 Mon 4/7/25 Project documentation repository provisioning and configuration 5 days Tue 4/1/25 Mon 4/7/25 Continuous Integration and Delivery pipeline configuration 5 days Tue 4/1/25 Mon 4/7/25 Data Migration document (DMD) 10 days Mon 4/21/25 Fri 5/2/25 Functional Design document (FSD) 10 days Mon 4/28/25 Fri 5/9/25 Preparation of Functional Design document 5 days Mon 4/28/25 Fri 5/2/25 Review Functional Design document 3 days Mon 5/5/25 Wed 5/7/25 Incorporate review comments and get signoff 2 days Thu 5/8/25 Fri 5/9/25 Business Requirements document (BRD) 10 days Mon 5/5/25 Fri 5/16/25 Develop Business Requirements document 5 days Mon 5/5/25 Fri 5/9/25 Review Business Requirements document 3 days Mon 5/12/25 Wed 5/14/25 Incorporate review comments and get signoff 2 days Thu 5/15/25 Fri 5/16/25 Develop initial version of Solution Design 19 days Tue 4/1/25 Fri 4/25/25 Short Form Services Agreement [Rev:04/01/2024] 18 Update Business Process design documents 9 days Mon 5/5/25 Thu 5/15/25 SSF-14 - Product Roadmap and Backlog 0 days Fri 5/16/25 Fri 5/16/25 SSF-15 - Clariti environment setup complete 0 days Mon 4/7/25 Mon 4/7/25 SSF-16 - Data Migration document 0 days Fri 5/2/25 Fri 5/2/25 SSF-18 - Functional Design document 0 days Fri 5/9/25 Fri 5/9/25 SSF-19 - Business Requirements document 0 days Fri 5/16/25 Fri 5/16/25 Build 151 days Fri 5/16/25 Mon 12/15/25 Sprint 0 10 days Mon 5/19/25 Fri 5/30/25 Schedule daily standups and Iteration planning and demo sessions 1 day Mon 5/19/25 Mon 5/19/25 Conduct JAD sessions to review product backlog and prioritize for Release 1 10 days Mon 5/19/25 Fri 5/30/25 Groom prioritized User stories with Client SMEs and BA 10 days Mon 5/19/25 Fri 5/30/25 Assign User stories for Development into Sprint plan 10 days Mon 5/19/25 Fri 5/30/25 Revise Release plan based on Sprint plan, Product backlog and groomed user stories 10 days Mon 5/19/25 Fri 5/30/25 Finalize Project schedule based on Release plan 10 days Mon 5/19/25 Fri 5/30/25 SSF-9 - Project Schedule 0 days Fri 5/16/25 Fri 5/16/25 Development Sprints 141 days Mon 6/2/25 Mon 12/15/25 Sprint 1 10 days Mon 6/2/25 Fri 6/13/25 Sprint Planning 1 day Mon 6/2/25 Mon 6/2/25 Development 8 days Tue 6/3/25 Thu 6/12/25 Build System Test Script 5 days Mon 6/2/25 Fri 6/6/25 Testing 9 days Mon 6/2/25 Thu 6/12/25 Sprint Demonstration 1 day Fri 6/13/25 Fri 6/13/25 Sprint Retrospection and Closure 1 day Fri 6/13/25 Fri 6/13/25 Sprint 2 10 days Mon 6/16/25 Fri 6/27/25 Build: Solution Checkpoint 1 (Demo) Signoff 0 days Mon 6/30/25 Mon 6/30/25 Sprint 3 10 days Mon 6/30/25 Fri 7/11/25 Sprint 4 10 days Mon 7/14/25 Fri 7/25/25 Build: Solution Checkpoint 2 (Demo) Signoff 0 days Mon 7/28/25 Mon 7/28/25 Sprint 5 10 days Mon 7/28/25 Fri 8/8/25 Sprint 6 10 days Mon 8/11/25 Fri 8/22/25 Build: Solution Checkpoint 3 (Demo) Signoff 0 days Mon 8/25/25 Mon 8/25/25 Sprint 7 10 days Mon 8/25/25 Fri 9/5/25 Sprint 8 10 days Mon 9/8/25 Fri 9/19/25 Build: Solution Checkpoint 4 (Demo) Signoff 0 days Mon 9/22/25 Mon 9/22/25 Sprint 9 10 days Mon 9/22/25 Fri 10/3/25 Sprint 10 10 days Mon 10/6/25 Fri 10/17/25 Build: Solution Checkpoint 5 (Demo) Signoff 0 days Mon 10/20/25 Mon 10/20/25 Sprint 11 10 days Mon 10/20/25 Fri 10/31/25 Sprint 12 10 days Mon 11/3/25 Fri 11/14/25 Build: Solution Checkpoint 6 (Demo) Signoff 0 days Mon 11/17/25 Mon 11/17/25 Sprint 13 10 days Mon 11/17/25 Fri 11/28/25 Sprint 14 10 days Mon 12/1/25 Fri 12/12/25 Build: Solution Checkpoint 7 (Demo) Signoff - DEV Complete 0 days Mon 12/15/25 Mon 12/15/25 Validate 60 days Mon 12/1/25 Fri 2/20/26 System Integration Testing (SIT) 30 days Mon 12/1/25 Fri 1/9/26 SIT Preparation 10 days Mon 12/1/25 Fri 12/12/25 SIT Execution 15 days Mon 12/15/25 Fri 1/2/26 SSF-21 - SIT Complete 0 days Fri 1/9/26 Fri 1/9/26 User Acceptance Testing (UAT) 45 days Mon 12/22/25 Fri 2/20/26 UAT Preparation 10 days Mon 12/22/25 Fri 1/2/26 UAT Execution 20 days Mon 1/5/26 Fri 1/30/26 Conduct UAT 30 days Mon 1/5/26 Fri 2/13/26 Resolve UAT Defects and re-execute failed test cases 30 days Mon 1/5/26 Fri 2/13/26 Obtain UAT Signoff 5 days Mon 2/16/26 Fri 2/20/26 SSF-21 - UAT Complete 0 days Fri 2/20/26 Fri 2/20/26 Deployment plan 9 days Mon 2/2/26 Thu 2/12/26 SSF-22 - Deployment Plan 0 days Thu 2/12/26 Thu 2/12/26 Deployment and Data Migration Rehearsal 6 days Fri 1/30/26 Fri 2/6/26 Roll-out 24 days Wed 1/14/26 Mon 2/16/26 Training 22 days Wed 1/14/26 Thu 2/12/26 SSF-25 - Training material complete 0 days Wed 1/28/26 Wed 1/28/26 Revise Application Documentation 5 days Mon 2/9/26 Fri 2/13/26 Short Form Services Agreement [Rev:04/01/2024] 19 Release to Production 8 days Mon 2/23/26 Wed 3/4/26 Conduct Go-Live Readiness Assessment checklist 1 day Mon 2/23/26 Mon 2/23/26 Data migration process 3 days Thu 2/26/26 Mon 3/2/26 Production deployment 2 days Fri 2/27/26 Mon 3/2/26 Post-deployment testing and validation 1 day Tue 3/3/26 Tue 3/3/26 Go Live 0 days Wed 3/4/26 Wed 3/4/26 Post Go-Live Warranty Support 5 wks Wed 3/4/26 Fri 4/3/26 Project Closure 4 days Tue 3/31/26 Fri 4/3/26 Final Documentation True-Up 4 days Tue 3/31/26 Fri 4/3/26 Turnover 12 days Tue 3/17/26 Wed 4/1/26 SSF-24 - Documentation of the system/solution’s software, equipment, converted data, and hosted services 0 days Fri 4/3/26 Fri 4/3/26 Close project 0 days Wed 4/1/26 Wed 4/1/26 *Note: plan and timeline will be adjusted based upon actual start date and kickoff. 4.3. Implementation Timeline Short Form Services Agreement [Rev:04/01/2024] 20 4.4. Roles and Responsibilities 4.4.1. Speridian Responsibilities Speridian is responsible for the following: Capturing the business and technical requirements. Facilitating and capturing the integration approach. Loading data extracts from City's existing systems into Clariti. Guiding City in designing Clariti. Configuring Clariti to achieve City’s business objectives. Providing the resources needed to contribute to, review, and sign-off the associated deliverables. This includes, analysts, architects, product configuration specialists, QA personnel, testers, content specialists, technical writers, trainers, and various advisors. Delivering viable program deliverables (see the section 4.7) that support City’s vision and objectives. Managing Speridian project resources. Maintaining clear, accurate, and timely communication with City including notification of any issues or roadblocks as soon as they are encountered. Supporting the collection and evaluation of key performance indicators. Partnering with City to achieve the business objectives and performance measures defined for this effort. 4.4.1.1. Project Team Speridian will assign resources from our Licensing & Permitting Innovation Center to support the Clariti Community Development implementation for the City. Our staff members have experience in the licensing and permitting and public sector case management space and have deep operational experience implementing enterprise applications for local, municipal, state/provincial, and federal entities across North America. A proposed implementation team structure is as follows and will be formalized prior to project kickoff: Project Manager Saheli Basu Business Analysis Development QA BA/Functional Lead Salesforce Solution Architect QA Testing Analyst Sr Salesforce / Clariti Specialist VP Salesforce CoE Scott Weiler Customer Success Carl Elliott Head of Delivery Sourav Roy Head Prof Services Engagement Manager Clariti Architect QA Testing Analyst Salesforce Platform Developer Salesforce Platform Developer Integration / Conversion Lead Clariti Sr Consultant Short Form Services Agreement [Rev:04/01/2024] 21 4.4.1.2. Project Team Roles Defined The key roles for this project are outlined below and will be assigned to Speridian personnel from our Licensing & Permitting Innovation Center of Excellence. Role Tasks and Activities Head of Delivery Owns and delivers the operational budget for the vertical, including productivity, financial and resource planning, and operational goals Identify and deliver service improvement activity across the teams through employing process improvement methodologies and the application of innovative thinking Provides strategic level planning including resource planning, rate forecasting, and peak season planning Drives continuous improvement projects to optimize operations and improve productivity to meet and exceed business objectives; works on strategic projects that have total building and network-wide impact. Effectively leverages the operations managers to solicit ideas and understand problems and challenges Establishes objectives and metrics for quality, productivity, and customer experience Sets clear goals and expectations for client success managers. Measures performance, provides feedback, and holds leaders accountable Project Manager Demonstrate a working knowledge of project management principles, or certified as a Project Management Professional (PMP) and / or Agile certified Partner with the City to drive and advance project progress Perform stakeholder analysis Develop Project Plans Author Status reports Facilitate meetings, including providing an agenda, recording decisions, action items, and distributing meeting minutes Managing user-centric design and solution teams configuring Salesforce Create, facilitate input to annual legislative reports Facilitate issue management and tracking Business Analyst Identify business and technical needs Deliver value-based solutions and recommendations Adaptive to different approaches and processes Ensure compliance with the City’s requirements regarding business analysis Collecting user-centric requirements, processes, and key artefacts using an Agile delivery model Short Form Services Agreement [Rev:04/01/2024] 22 Solution Architect Architect Clariti cloud-based COTS Software as a Service(“SaaS”) Responsible for the creation, maintenance and management of cloud architecture and lower-level components. Interpret, use and apply information contained within cloud architecture to inform a range of business improvement activities, particularly those involved in the design, development, enhancement and maintenance of cloud support systems. Architecting and development of scalable, secure and integrated solution on the Salesforce platform Monitor and ensure architectural quality attributes for performance, scalability and sustainability. Lead Developer Lead and contribute to designing, developing / configuring, and implementing Clariti workflows and solutioning Build out Salesforce community-based portals for the Clariti COTS solution. Configure and extend the standard User interface in Salesforce communities Interface orchestration-based integration development and designing QA Lead Review and working knowledge of (functional and non-functional) requirements Review and understand the impact of user stories Review quality specifications and technical design documents to provide timely and meaningful feedback Draft and create positive / negative test cases Coordinate testing phases and work levels collaboratively with test manager to estimate and prioritize testing activities Practice continuous improvement via retrospectives Able to work horizontally and vertically across the department with stakeholder, functions, culture and geographically located externally Short Form Services Agreement [Rev:04/01/2024] 23 4.4.2. City Responsibilities City will be responsible for the following: Guiding the charter and vision for the CD initiative. Guiding the program strategy, success factors, and key performance indicators. Providing the resources, SMEs, and information that Speridian needs to complete its work. Providing access to City systems and data to support work schedules. Providing formats for data extracts from City's existing systems. Providing support for integration analysis and design efforts involving City's existing systems. Providing the guidance, processes, and pre-existing templates to enable Speridian to achieve compliance with City's internal processes and standards. Validating and approving deliverables in a timely manner. This is typically 3-5 business days but will be further defined with the Speridian project manager during the project planning phase. Working to resolve any resource conflicts including personnel and assets to help maintain work schedules. Managing City project resources. Guiding, participating, and sharing responsibility in defining program plans (see the section 4.7). Maintaining clear, accurate, and timely communication with Speridian including notification of any issues or roadblocks as soon as they are encountered. 4.4.2.1. City Staffing Level Estimate TOTAL MONTH ROLE 121110987654321 WarrantyDeploy & Go LiveUATSITBuild & TestingDisc & Design 4305520404040404040404080Project Manager 39055204040404040404080SME 1 - Representing a group of departments 350552040404040404080SME 2 - Representing a group of departments 4705520408040404040404080Middleware/Integration SME 240204020404080Data SME 14020404040Department SME 1 (UAT) 14020404040Department SME 2 (UAT) 2,1602020140240220160160160160200200480TOTAL Short Form Services Agreement [Rev:04/01/2024] 24 4.5. Additional Assumptions 4.5.1. General Assumptions Any feature which is not part of the proposed solutions’ current release shall be out of scope. Client will provide strong sponsorship from top management to enable Speridian and the assigned project team to effectively execute the projects, resolve any issues, and address any delays. Client will ensure that all stakeholders are aware of project timelines and get their support and availability for discussions reviews and signoff within the time required. Any delays in this would have an impact to the schedule and deliverables. Client will appoint a dedicated program manager and process group leads who will act as coordinators for their related departments where required. Client will assign appropriate resources to enable Speridian to complete the listed project tasks within the timeframe specified in the project plan. Client will be responsible for providing all the required information about the Business, Application, Data and Technology components to ensure timely completion of the project tasks and deliverables. Client will provide the required office facilities to enable Speridian resources to conduct their tasks effectively. The Client Support Team from the IT support organizations will be provided in a timely manner. Any reasonable requests for extended build and testing support will not be unreasonably denied or delayed. For UAT, members of the user team—especially the resources who participated in the various discovery sessions—will be made available for executing the user testing activities. All necessary hardware and associated environments will be available as needed in conjunction with the project plan. No attempt will be made to change or improve the operation of the application without a change request (CR). 4.5.2. Project Assumptions City of South San Francisco will provide timely review and feedback on all submitted work products and deliverables per the mutually agreed project schedule. This is typically 3-5 business days but will be further defined with the Speridian project manager during the project planning phase. Access to key City of South San Francisco staff when decision-making is required. City of South San Francisco will facilitate any coordination and/or interdependencies with other system vendors, as necessary. City of South San Francisco’s project team will make available documentation that is currently available for the existing system, updated data dictionary or ERDs, and target system interfaces documentation where applicable. The proposed solution environments and sandboxes would need to have connectivity with the respective internal DLL/External systems as necessary and provide interfaces for consumption. City of South San Francisco will help setup service accounts for external interfaces required for consumption. The Speridian team will require access to external system Sandbox environments and/or access to resources who can help test with the integrating systems. Speridian data conversion team will require access to actual production data extracts and documents during the conversion phase. The availability of extracts is critical to the success of the conversion phase. Speridian will “Train the Trainer”. For in-person training where applicable, City of South San Francisco must provide classrooms and equipment for onsite training, if and as necessary. It is expected that City of South San Francisco will be providing overall IT System (network administration, system administration, database administration, etc.) support, e.g., System Short Form Services Agreement [Rev:04/01/2024] 25 Administration support for necessary system and environment access, along with Project Management (PM) support. Subject Matter Expertise (SME) support covering all relevant systems and applications. Access to current systems and applications, particularly current Salesforce Sandbox and developer environments and Azure DevOps environment as appropriate. Necessary access and reasonable work accommodations for project team members, including but not necessarily limited to required building access, office space, desk, collaboration space, access to conference rooms, and any reasonable office equipment required to complete this project. 4.6. Training As part of this SOW, Speridian will provide “train-the-trainer” training for “Super Users,” which can be defined as Client’s stake holders who will own the application on day-today basis. The key responsibilities of a Super User include Thoroughly understanding the application functionality. Thoroughly understanding different user profiles and the access controls applicable to each of them. Training the end users on how to use the application based on their roles and responsibilities. Resolving end user basic queries. Understanding the administrative capabilities of the system. Performing the day-today basic administration of the application The training will be divided into two parts: User and Admin: 1. User Training Process Walk Through: Speridian will walk the Super Users through the different functional processes built within the system. This will be done via a presentation. Supervisor Training: Here the Super Users will be trained on the tasks that a supervisor should perform within the system to efficiently run his team. Management Training: The Super Users will be show how City management can use the system to track the overall progress of the department/Organization. Dos & Don’ts: Super User will be briefed about the dos and don’ts for a Super User and other profiles created within the system. This will be with respect to the functional processes. 2. Admin Training Administrative Concepts: Speridian will explain the Super User the concepts of the application administration. This will help the Super User understand the extent to which they can administer and maintain the application without Speridian’s help. Profile Management: One of the key administrative tasks for the Super User would be to manage the profiles and access controls based on the profiles. Speridian will train the Super User on how to add & modify these profiles. User Management: The other key tasks is to add & remove users. If a new user is added, then associate the right profile with the user. Post admin training, the super user will be able to perform this task. Application Administration: The other administrative tasks within the purview of Super User’s responsibility will be explained. Dos & Don’ts: Super User will be briefed about the administrative dos and don’ts. Short Form Services Agreement [Rev:04/01/2024] 26 4.7. Deliverables The following are the list of deliverables that will be included in this SOW. 4.8. Acceptance Criteria The acceptance criteria will be determined jointly as part of the Discovery phase. In general, acceptance will occur as each deliverable is completed, and sign-off will occur upon successful completion of the Deliverables listed in Section 4.7. Speridian will notify the City in writing when a Milestone/Deliverable is submitted for the City’s acceptance. The City will notify Speridian in writing within ten (10) business days of the delivery of an individual Milestone/Deliverable performed under this Agreement if the Milestone/Deliverable performed is unacceptable. If the services are not accepted, the notice will specify, in reasonable detail, the reasons that the services/deliverable fail to meet City’s requirements. If Speridian receives no response from the City within seven (7) business days, then the Milestone/Deliverable will be deemed accepted. 4.9. Support As part of this SOW, Speridian will provide post go-live warranty support. Post warranty managed services support will be covered and provided under a separate SOW and will be tailored to the expected maintenance and enhancement required by the City. 4.10. Risks The most common among them are other sizable or competing (from a resource perspective) projects or initiatives that are in-flight at City during the projected timeline. In such a situation where, competing projects require the participation of many of the same resources required by the Speridian project team, implementation timelines may be impacted. If there is such contention for both technical and business resources, Speridian and City leadership will have to carefully allocate and coordinate key resources to ensure the success of both efforts. MILESTONE/Deliverable PHASE NAME DESCRIPTION Signed SOW Initiation SOW SOW covering the services work to be compelted by Speridain for the implemention of the Clariti platform. Signoff - Project Plan Initiation Project Plan Describes the detailed work breakdown schedule for the implementation, including assigned activities, dependences, milestones, etc Signoff - Project Status Reports Initiation Project Status Reports Describes the monthly status of the project with information regarding task completed during the past period (e.g., week) and the tasks scheduled for the forthcoming period Signoff - BRD Discovery Business Requirements Document (BRD) A document describing the detailed original product features and gaps identified to be implemented as output of the discovery phase. Signoff - FDD Discovery Functional Design Document (FDD) A document describing the detailed original product features and gaps identified to be implemented as output of the discovery phase Signoff - TDD Discovery Technical Design Document (TDD) A document describing the detailed technical design and interface requirements Signoff - DMD Discovery Data Migration Document (DMD) A document describing the detailed data conversion / migration design needed for implementation. Signoff - STD Discovery Solution Testing Document (STD) A document describing the approach, strategy, and test scripts for all the requirements approved for this implementation. Signoff - Training Document Discovery Traning Document Detailed documentation describing testing strategy and associated the steps to complete important business use cases/user stories that will be used to help facilitate the training of users on the Clariti platform Signoff - Solution Checkpoint 1 (Demo) Build Solution Checkpoint 1 (Demo) Signoff - Solution Checkpoint 2 (Demo) Build Solution Checkpoint 2 (Demo) Signoff - Solution Checkpoint 3 (Demo) Build Solution Checkpoint 3 (Demo) Signoff - Solution Checkpoint 4 (Demo) Build Solution Checkpoint 4 (Demo) Signoff - Solution Checkpoint 5 (Demo) Build Solution Checkpoint 5 (Demo) Signoff - Solution Development Completion Checkpoint Document Build Solution Development Completion Checkpoint Document A point in time during the testing phase when all developed code is tested by Speridian and City IT representatives in the Test Environment. Signoff - SIT Validate SIT Completion of SIT and integration testing Signoff - User Acceptance Completion Checkpoint Document Validate User Acceptance Completion Checkpoint Document A point in time during the testing phase when all developed code is tested by CoC business users in the Test Environment. Signoff - UAT Validate UAT Completion of UAT Signoff - Production Completion Checkpoint Document Roll-out Production Completion Checkpoint Document A point in time during the Deployment phase where the developed code is moved into Production Environment. Go-Live Roll-out Deploy to Production Deploy solution to Production Environment and smoke test Short Form Services Agreement [Rev:04/01/2024] 27 SECTION 5: PRICING & PAYMENT SCHEDULE 5.1. Pricing 5.2. Payment Schedule (for Implementation Services) *Note: actual dates will be aligned to the agreed upon project plan. 5.3. Billing All Invoices will be submitted upon completion and approval of the payment milestones listed above. The City will pay the billed amount due Speridian within fort-five (45) days from the date of the invoice. Services (Speridian) # Hours Cost (USD) Project Management 830 49,538$ Desgn / Requirements (Architect Solution) 1,120 66,847$ Development (Build, Configure, Integrate, Test) 2,685 160,253$ Reports / Forms 180 10,743$ SIT, UAT. Regression Testing & Deployment 980 58,491$ Post Go-lIve Support 525 31,334$ Data Conversion 1,240 74,010$ Integration 1,160 69,234$ Training 160 9,550$ Additional Clariti Guardian Services 600 70,000$ Data Quality Services (OPTIONAL) TOTAL SERVICES 9,480 600,000$ City of South San Francisco Payment Schedule (Target) % $ (USD) Contract (SOW) Signature 17-Mar-25 15% 90,000$ Initiation: Project Kickoff 31-Mar-25 5% 30,000$ Discovery: Completion of Project Plan / Signoff 21-Apr-25 10% 60,000$ Discovery: End of Discovery (BRD, SDD, TDD) / Signoff 19-May-25 5% 30,000$ Build: Solution Checkpoint 1 (Demo) Signoff 30-Jun-25 5% 30,000$ Build: Solution Checkpoint 2 (Demo) Signoff 28-Jul-25 5% 30,000$ Build: Solution Checkpoint 3 (Demo) Signoff 25-Aug-25 5% 30,000$ Build: Solution Checkpoint 4 (Demo) Signoff 22-Sep-25 5% 30,000$ Build: Solution Checkpoint 5 (Demo) Signoff 20-Oct-25 5% 30,000$ Build: Solution Checkpoint 6 (Demo) Signoff 17-Nov-25 5% 30,000$ Build: Solution Development Complete Signoff 15-Dec-25 10% 60,000$ Validate: Completion of SIT 5-Jan-26 5% 30,000$ Validate: Completion of UAT 2-Feb-26 15% 90,000$ Roll-Out: Go-Live 16-Feb-25 5% 30,000$ 100% 600,000$ 25,000$ 625,000$ Implementation TOTAL (w/ + Travel) Payment Milestones Amount Implementation SUB-TOTAL Travel - 10 Trips @ $2500 per trip (OPTIONAL) Short Form Services Agreement [Rev:04/01/2024] 28 5.4. Travel While the work outlined in this SOW can be completed remotely, Speridian will offer optional travel and projected a budget of Twenty-five Thousand ($25,000) to cover an estimated 10 trips, which could be used throughout the course of the project, e.g. during Discovery, Training, Testing, Deployment, etc. Any such mutually agreed upon travel will be inclusive to this SOW and scheduled in advance. SECTION 6: MISCELLANEOUS The City and Speridian agree to cooperate in good faith to achieve completion of this SOW in a timely and professional manner. The City understands and agrees that Speridian's provision of the services may depend on completion of certain City tasks or adherence to City schedules within the City's control; consequently, the schedule for completion of the consulting services or any portion thereof may require adjustments or changes in the event such the City’s tasks or schedules change or are modified or are not completed as anticipated. Speridian shall bear no liability or otherwise be responsible for delays in the provision of consulting services or any portion thereof occasioned by the City’s failure timely to complete a City task or adhere to a City schedule. Short Form Services Agreement [Rev:04/01/2024] 29 SECTION 7: SIGNATURE Any material change to the scope of work in this SOW will be documented with a change order. Any changes to the aforementioned fees will be negotiated at the time of the change request. IN WITNESS WHEREOF, the parties hereto have caused this Statement of Work to be signed by their duly authorized representatives. CITY OF SOUTH SAN FRANCISCO: SPERIDIAN TECHNOLOGIES, LLC: By: _____________________________ By:__________________________ City Manager Print Name: ___________________ Attest: Title: ________________________ ________________________________ City Clerk Company: _____________________ APPROVED AS TO FORM: Date: _________________________ ____________________________ City Attorney Short Form Services Agreement [Rev:04/01/2024] 30 Appendix A – Change Order Process Change Order Process for Licensing and Permitting Solution Implementation Speridian’s Process outlines the comprehensive Change Order Process for the implementation of the Clariti Licensing and Permitting Solution for the City of South San Francisco. The process is designed to ensure that any changes to the project scope, deliverables, timelines, or costs are managed efficiently, transparently, and with minimal disruption to the project. This process aligns with industry best practices and is tailored to the specific requirements of the Clariti implementation. Purpose The primary objectives of this Change Order Process are to: Maintain Clarity and Control: Ensure that any deviation from the original project plan is clearly defined, justified, and communicated. Facilitate Informed Decision-Making: Provide a structured methodology to evaluate the impact, cost, schedule, and risk associated with proposed changes. Minimize Disruption: Ensure that modifications are seamlessly integrated into the project lifecycle without compromising quality or delivery timelines. Enhance Collaboration: Foster transparent communication and alignment between Speridian Technologies and the City’s stakeholders throughout the project. Definitions Change Order (CO): A formal document that details any alterations to the project’s original scope, timeline, deliverables, or budget. Request for Change (RFC): The initial proposal submitted by either party (City of South San Francisco or Speridian Technologies) requesting a modification to the current project plan. Scope Change: Any alteration that affects the project’s defined deliverables, features, or outcomes. Impact Analysis: A detailed assessment evaluating the effects of the proposed change on technical architecture, project schedule, cost, and overall risk. Change Order Process Steps Step 1: Identification & Documentation Initiation: Any stakeholder (either from the City or Speridian Technologies) may identify a need for a change. This may arise from new business requirements, unforeseen technical constraints, regulatory updates, or integration challenges related to the Clariti Licensing and Permitting solution. Documentation: The initiator completes the Change Request Form (CRF), providing a detailed description of the proposed change, its rationale, and the expected benefits. The form captures: o A unique Change Request ID o Detailed description of the change o Justification and strategic alignment with project objectives o Preliminary assessment of potential impacts on cost, schedule, and quality Step 2: Preliminary Assessment Initial Review: The project management team reviews the submitted RFC to determine if it is complete and aligns with overall project objectives. Categorization: Changes are categorized based on their potential impact (e.g., minor adjustments vs. major scope modifications). This categorization helps determine the depth of subsequent analyses. Step 3: Change Order Review Meeting Scheduling a Meeting: A formal meeting is scheduled with key stakeholders, including project managers, business analysts, technical architects, quality assurance leads, and representatives from the City’s IT and business units. Discussion: During the meeting, the details of the RFC are discussed in depth. Key points include: o The business need driving the change o Anticipated technical challenges and integration requirements (especially considering the Salesforce-based architecture of Clariti) o Impact on existing workflows and compliance with municipal regulations o Preliminary resource, budget, and timeline considerations Step 4: Detailed Impact Analysis Technical Assessment: The Technical Architect and integration specialists conduct a thorough analysis to assess: o Impact on system architecture and existing customizations within Clariti o Implications for data migration, interface integrations, and security compliance o Required modifications to licensing and permitting workflows Schedule & Cost Impact: The project management team, in collaboration with the financial analyst, assesses: o Adjustments needed in the project timeline o Additional resources required and potential cost overruns Risk Assessment: A dedicated risk management team evaluates: o Potential risks introduced by the change o Mitigation strategies to minimize impact on project delivery Short Form Services Agreement [Rev:04/01/2024] 31 Documentation: All findings are documented in an Impact Analysis Report, which is then circulated among all relevant stakeholders for review. Step 5: Approval Process Review & Endorsement: The Impact Analysis Report is presented to the Change Control Board (CCB), which includes: o Senior representatives from Speridian Technologies o Designated City representatives with authority over project scope and budget Decision Making: The CCB will approve, request modifications, or reject the change request based on: o Alignment with strategic objectives o Impact on project quality and timelines o Budgetary constraints Formal Sign-off: If approved, the authorized signatories from both parties formally endorse the Change Order. The sign- off is documented, and the approved CO is assigned a unique identifier and version control for tracking. Step 6: Documentation & Integration Change Order Document (COD): Once approved, a detailed Change Order Document is prepared, including: o Revised scope and deliverables o Updated project schedule and milestones o Budget adjustments and resource reallocation o Modified technical specifications and integration plans for the Clariti solution SoW Amendment: The original Statement of Work is updated with the Change Order. All documents are version- controlled to ensure traceability. Communication: A formal communication is sent to all stakeholders detailing the approved changes, updated timelines, and revised deliverables. Step 7: Implementation & Monitoring Execution: The project team implements the changes according to the updated project plan. This may involve code modifications, reconfiguration of the Salesforce-based Clariti solution, or process changes. Tracking: The updated project plan, including the changes, is tracked using our integrated project management tools (and potentially integrated with Salesforce collaboration tools). Key performance indicators (KPIs) are monitored to ensure that the implementation meets the expected outcomes. Quality Assurance: The QA team conducts rigorous testing to validate that the change has been implemented correctly and does not adversely impact existing functionalities. Step 8: Post-Implementation Review Review Meeting: Once the change has been implemented, a post-implementation review is conducted to: o Evaluate the effectiveness of the change o Verify that the project continues to meet quality and performance benchmarks o Identify any lessons learned to improve future change management processes Documentation: The findings and any corrective actions are documented and shared with the Change Control Board for continuous process improvement. 5. Roles & Responsibilities Project Manager (Speridian Technologies): Oversees the overall change management process, schedules review meetings, and ensures that all change orders are tracked and integrated into the project plan. Business Analyst: Prepares the initial RFC, gathers detailed requirements, and assists in evaluating the business impact of proposed changes. Technical Architect: Assesses the technical feasibility of changes, particularly the integration and customization implications on the Salesforce-based Clariti solution. Quality Assurance Lead: Ensures that any changes meet quality standards through comprehensive testing and validation before and after implementation. Financial Analyst: Evaluates the cost implications and ensures budget alignment for any approved change orders. Change Control Board (CCB): A governance body comprising senior representatives from both Speridian Technologies and the City of South San Francisco. The CCB reviews and approves all significant change orders. City Representative(s): Act as the liaison with City stakeholders, ensuring that any change aligns with municipal policies, regulatory requirements, and the City’s strategic objectives. 6. Tools & Documentation Change Request Form (CRF): A standardized template used for initiating change requests. Short Form Services Agreement [Rev:04/01/2024] 32 Impact Analysis Report: A comprehensive report detailing technical, financial, schedule, and risk impacts of the proposed change. Change Order Document (COD): A formal document capturing all details of the approved change, including revisions to scope, schedule, and budget. Project Management & Collaboration Tools: Speridian Technologies utilizes industry-standard tools integrated with Salesforce to manage, track, and report on change orders in real-time. This ensures complete transparency and traceability. 7. Continuous Improvement & Auditing Process Audits: Regular audits will be conducted to ensure adherence to the Change Order Process and to identify opportunities for improvement. Feedback Loop: Stakeholder feedback will be actively sought after each change order cycle, with lessons learned incorporated into future iterations of the process. Documentation Repository: All change order-related documents are maintained in a secure, centralized repository with version control to facilitate historical tracking and audits. Conclusion Speridian Technologies’ comprehensive Change Order Process for the proposed Clariti solution implementation provides a robust framework for managing project modifications. This process not only ensures that all changes are thoroughly evaluated and approved by the appropriate authorities but also guarantees that the City of South San Francisco receives the highest level of service, quality, and transparency. By adhering to this process, we minimize project disruption and enhance overall project success, ensuring that our collaborative efforts yield a solution that fully meets your operational and strategic requirements. Short Form Services Agreement [Rev:04/01/2024] 33 Appendix B – Data Conversion Speridian has vast experience in doing massive data conversions and migration projects, especially in similar implementations. Almost all implementations that Speridian delivered involved data conversion from legacy systems. From these experiences, Speridian has developed an end-to-end data migration methodology that incorporates best practices, tools, and accelerators to migrate or convert data from Legacy system(s) or source(s) to a desired target system. Data Conversion Plan - The detailed plan involved in data conversion will be articulated during this exercise. Please note that the process of finalizing this plan will be undertaken during the initial stages of the project implementation. The main items within this plan include: Data Migration Strategy Executive Summary Data Migration Steps Identify the Data to be migrated Review of existing Data Create Source to Target Mappings Data Extraction Create Transformations and Load Files Prepare for Data Loads Data Load Exercises Data Validation and Testing Data Remediation System test plan Final Cutover Plan Data Conversion Methodology Speridian has established a data migration methodology that utilizes best practices for the migration of legacy systems to the cloud. Planning: Perform initial analysis of the source system. Develop a detailed plan and data conversion strategy that outlines the conversion process and timeline, identifies potential risks, and assigns responsible team members. Preparation: Identify the structured and unstructured data (including volumetric) that needs to be converted. Create a data map of source data to the target system, including any transformations that need to take place. If necessary, generate a snapshot of the source data that is representative and can be utilized throughout the development process. Identify any potential data quality issues in the source system and address those to avoid complications in development. Quality review should determine potential duplicates, incomplete records, inconsistent formatting, or any missing data that could be problematic. Identify any potential data security concerns (PII data, etc.) that may require the use of encryption, access controls, or other security measures to prevent unauthorized access during the conversion. Development: Develop data pipelines (ETL) to perform the conversion utilizing the established source-to-target data mappings. Gather any necessary performance metrics through this process to establish estimates to complete full conversion. Tune the pipeline as necessary to minimize the impact on the conversion timeline. Unit test conversion using small data samples by evaluating data quality in the target system. Testing: Establish and execute a test plan against a larger data sample size to verify the data is converted to the target system accurately. Execution: Execute the data conversion pipeline to migrate the entire source data set to the target system. If the source system will operate in parallel with the target system for a period, this pipeline may need to be run several times to convert any delta in the source system to the target. Once completed, the established test plan will be executed against the entire data set to validate all data was correctly converted and accurately reflects the data mappings. Short Form Services Agreement [Rev:04/01/2024] 34 The Data Conversion process is as follows: Run Conversion – We will process the extracted data, in the CDF, using conversion scripts and routines. Produce Error Reports – The data conversion processes will produce run reports containing statistical counts of records processed and any errors found programmatically in the extracted data. Errors will point out any missing or invalid data that could not be migrated automatically. This validation will allow our staff to assist in pinpointing the source of any errors, correcting the errors in the extract data files. We will rerun the validation as often as required until an acceptable validation report is achieved. Review and Validate Converted Data We will load the data into a test instance and make it available for review. This step is performed iteratively until desired data quality is achieved and the conversion is ready for Production. The City will document the plan for how the confirmation and validation that data has been converted from the legacy database to the Clariti system will be performed. The City will review and confirm that values from the existing, legacy customer database are correctly mapped and converted to the Clariti database. The City will review data within the test environment and report any missing or erroneous data so that it can be corrected before the next test conversion run. This step is performed iteratively until the desired data quality is achieved and the conversion is ready for User Acceptance Testing. Corrections – The corrections to extracts and the corrections to the conversion scripts will be performed iteratively until the desired data quality is achieved and the conversion is ready for User Acceptance Testing. Correct Extracts – The City will perform any modifications or corrections to the extraction scripts and routines that are necessary such that reported errors may be corrected. This method of resolution is most often necessary when the legacy data needs to be cleaned or generally transformed so that it can be provided in the common data format and pass validation for conversion loads. Correct Conversion Scripts – We will perform any modification or corrections to the conversion/load scripts and routines that are necessary such that reported errors may be corrected. This method of resolution is most often necessary when there is no identified issue with the cleanliness or format of the legacy data and it has been provided in the common-data format. Provide Updated Extract Files in CDF – The City will re-run the extraction scripts and routines and provide updated extraction files in the common data format. The repeat of the extraction process is performed so that any corrections made in the extraction scripts and routines may be realized and so that an updated, more recent set of data from the legacy database can be used for the next conversion run. This is performed iteratively until the desired data quality is achieved and the conversion is ready for User Acceptance Testing. Despite the rigorous reviews, validations, and corrections that are performed during the iterative Data Conversion Cycles, it is most common that additional corrections to either the extraction and/or the conversion scripts are needed due to issues identified during User Acceptance Testing (UAT). During the UAT cycles, the resolution of data Short Form Services Agreement [Rev:04/01/2024] 35 conversion issues will be corrected in the same manner as performed during the Data Conversion Cycles; that is, per issue, corrections will be made in the extraction scripts by the City or they will occur in the conversion scripts by our team. The City will determine, due to the results of UAT, that the data conversion is approved for the Production conversion. Formal, written acceptance and approval from the business representative is obtained prior to the Production conversion. We will run the final Production data conversion, producing and providing any error reports resulting from the conversion. The City staff will review and approve the Production data for go-live. Roles and Responsibilities of Speridian vs. the City Speridian Responsibilities: 1. Define Data Migration Engage with the City’s Subject Matter Experts (SMEs) to gather all necessary information for the data migration process, including the identification of critical data sets and legacy systems. Develop a comprehensive, City-specific Data Conversion Plan that outlines the conversion methodology, approach for data extraction, data transformation, validation, and tools for conversion. Design a data migration strategy tailored to the City's existing databases and specify the methods for data cleansing, removing duplicates, and how data will be shared between the new and legacy systems during operational periods (if necessary). Review the initial migration assumptions, business rules/transformations, dependencies on other systems, and validation procedures, ensuring accuracy and alignment with the City’s needs. 2. Data Cleansing and Preparation Identify and assess data quality issues within legacy systems and present a Data Quality Assessment Report with recommendations for resolving identified issues. Perform data cleansing activities, removing duplicates and resolving quality issues before migration to ensure a smooth data transition. 3. Data Mapping and Execution Map legacy data fields to the new ELM system fields, ensuring alignment with the City's requirements. Use Extract, Transform, and Load (ETL) tools to carry out the actual data conversion, ensuring compliance with the defined data transformation rules. Test and validate converted data through mock migrations to confirm the successful data transfer, providing detailed test results for review. 4. Mock Migrations and Testing Conduct multiple mock migrations, dry runs, and tests to validate data conversion methods. This includes verifying record count and financial reconciliation between the source and new systems. Provide a detailed report on test conversion results, identifying any issues with data mapping, transformation, or inconsistencies. Manage error handling during the migration process, resolving issues in accordance with pre- defined Service Level Agreements (SLAs). 5. Post-Migration Support Provide regular reports to the City on the progress of data conversion, highlighting any issues, and tracking them until resolved. Conduct end-to-end data validation post-migration to ensure data integrity across all phases. Deliver final documentation on the migration process, including the data dictionary, ETL tools used, and conversion methods. Ensure the City has a clear access strategy for non-migrated data. Short Form Services Agreement [Rev:04/01/2024] 36 City’s Responsibilities: 1.SME Collaboration o Designate Subject Matter Experts (SMEs) to work closely with Speridian’s team in gathering inputs for the Data Conversion Plan, ensuring all legacy systems are properly documented and understood. o Assist Speridian in reviewing legacy data and finalizing the scope of data migration, ensuring that all necessary business rules and transformations are well defined. o This process starts during the discovery phase and continues until all the data is mapped and validated. This typically takes bi-weekly meetings for 2 to 3 months. 2.Data Ownership and Validation o Provide Speridian with access to the legacy systems and databases needed for data migration and ensure data integrity. o Review and approve the validation scenarios provided by Speridian, including record count verification and financial reconciliations between the legacy and new systems. o Collaborate in the data mapping process, reviewing the mappings created by Speridian and ensuring they align with the City’s data structure. 3.Data Cleansing Support o Provide insight into any known data quality issues within legacy systems and assist in the data cleansing process. o If necessary, provide resources or tools to assist in the data cleansing and preparation process. 4.Testing and Feedback o Review and validate the results of mock migrations performed by Speridian, providing feedback and approval to move forward with the final data conversion. o Validate and approve the final data quality after migration, ensuring that all requirements have been met before going live with the new system. o This process takes several months to complete. 5.Ongoing Communication and Review o Review progress reports provided by Speridian, addressing any concerns or issues, and provide timely feedback to ensure project alignment. o Provide final sign-off on key deliverables, including the Data Conversion Plan, Quality Assessment Report, and Data Mapping results. Anticipated work sessions with City Staff to validate and test the migration. Review the mapping documents After data is loaded in a sandbox, City staff will review the data, and test updating migrated records Data Migration – Iterations Initial Test loads will be done in sandboxes to validate processes and field mapping. These are typically done with sample sets of data starting with a limited amount and increasing the amount for each load. Full mock runs will be done in the UAT sandbox. The city will review the data in UAT. The number of full loads will be determined after an analysis of the data and the data migration plan. 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