03 Staff Report - Upgrades to CDD Permit Tracking SystemMEETING DATE:8/21/06
ITEM NO:3
COUNCIL AGENDA REPORT
DATE:AUGUST 15,2006
TO:MAYOR AND TOWN COUNCIL
FROM:DEBRA J.FIGONE,TOWN MANAGER
SUBJECT:APPROVE UPGRADES TO COMMUNITY DEVELOPMENT DEPARTMENT
PERMIT TRACKING SYSTEM.
A.AUTHORIZE THE TOWN MANAGER TO ENTER INTO AGREEMENTS
WITH ACCELA,INC AND ATTEVO,INC.TO UPGRADE THE
COMMUNITY DEVELOPMENT DEPARTMENTS PERMIT TRACKING
SYSTEM.
B.AUTHORIZE BUDGET ADJUSTMENT IN THE AMOUNT OF $294,300
FOR THE ACCELA AUTOMATION UPGRADE PROJECT,FUNDED BY
ALLOCATING $168,710 FROM THE TOWN'S GENERAL FUND
RESERVE FOR FUTURE CAPITAL PROJECTS AND $125,590 FROM
THE TOWN'S MANAGEMENT INFORMATION SYSTEMS FUND
BALANCE RESERVES.
RECOMMENDATION:
1.Authorize the Town Manager to enter into agreements with Accela,Inc.and Attevo,Inc.t()
upgrade the Community Development Departments permit tracking system.
2.Authorize budget adjustment in the amount of$294,300 for the Accela Automation
upgrade project,funded by allocating $168,710 from the Town's General Fund Reserve for
Future Capital Projects and$125,590 from the Town's Management Information Systems
fund balance reserves.
BACKGROUND:
Bud N.Lortz'
Director of Community Development
PREPARED BY:
In early 2005,the Community Development Department began evaluating possible
enhancements to the Department's existing perinit tracking system to achieve the following
goals:
N:\DEV\CNCLRPTS\2006\Pennit System Upgrade 082106.doc
Reviewed by:~Assistant Town.Manager ..JJt:-Town Attorney
__Clerk Administrator ---$-Finance 1..L-Community Development ..
-,
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT:UPGRADES TO PERMIT TRACKING SYSTEM
August 15,2006
•Implementation of online services,including online access to permit tracking system
•Implementation of online perrriitting for basic building permits,as advocated by Joint
Venture:Silicon Valley's Smart Permit project.
•Increased workflow automation
•Implementation of combination building permits
•Enhanced management information such as monitoring of caseloads,permit activity,and
project status.
Upgrades to the Community Development Department permit tracking software will allow
customers to view permit information,conduct permit searches,and schedule inspections over
the Internet.In addition,customers will be able submit,pay,obtain permits and schedule
inspections for simple building permit entirely online.Staff anticipates that 8 to 12 types of
.permits could be issued online.
Community Development Department currently uses PERMITS Plus software by Accela for its
permit tracking.To fulfill the goals listed above,staff originally intended to purchase additional
software modules for the existing system.Staff discovered two key issues during its analysis
that led to a different approach.First,Accela is phasing out the PERMITS Plus software and
within two years will no longer fully support or upgrade the software.Second,staff was
concerried about investing funds into a soon-to-be-outdated system that would eventually need
replacement.These two issues led staff to investigate a replacement of the permit system.
DISCUSSION:
Staff reviewed multiple permit software companies,including the Town's current vendor,to
obtain the most reliable,cost effective and user-friendly system that met staff goals.Staff
evaluated Accela,GovPartner,and Pentamation.Each software package will be briefly
discussed below.
Pentamation--eCommunityPLUS:
•Advantages:
Pentamation is the same vendor that that the Finance Department uses for·its software.
Pentamation has indicated that it would provide the Town with an attractive price for the
eCommunityPlus software.
•Disadvantages:
ThePentamation financial module is very strong and is well-regarded.However,their
building and planning modules do not offer the features that meet the Town's requirements.
The software does not currently provide full web access and online permitting.Staff
determined that the planning permit module has limited capabilities,a cumbersome interface
and does ,not enhance the Community Development Department's project monitoring as
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT:UPGRADES TO PERMIT TRACKING SYSTEM
August 15,2006
desired.Currently only two cities in California are using the eCommunity Plus software.
Staff reviewed its findings with these two cities and the current users concur with staff s
conclusions.
GovPartner--Community Development Partner:
•Advantages:
The current version of the GovPartner software evolved from a system that was endorsed by
Joint Venture:Silicon Valley and originally developed by the City of Sunnyvale.Sunnyvale
licensed the technology to GovPartner.The system is fully web-capable and GovPartner is
offering attractive pricing to increase market share.
•Disadvantages:
Community Development Partner has evolved to the point that it is substantially different
from the original Sunnyvale software.The current version was recently released and is
essentially still in a beta form.The software is now based on a permit process that is
substantially different than processes used by Northern California cities and would require
substantial customization to implement in Los Gatos.GovPartner was unable to
'demonstrate an implementation similar to Los Gatos.
Accela-Accela Automation:
•Advantages:
Accela Automation fulfills all of the Town's requirements listed above and is Community
Development Department's current vendor.The advantages are as follows:
•Strong building and planning permit modules
•Web'acce~s and online permitting capabilities are well-established
•Based on a Joint Venture:Silicon Valley endorsed system
•Over 100 installations in California
•Ease of data migration from Community Development Department's existing Accela
system
•Disadvantages:
Accela originally did not impress staff with its responsiveness during implementations at
smaller jurisdictions such as Los Gatos.Staff discussed its concerns with Accela.In
response,Accela proposed to team with Attevo,an Accela partner,to implement the
software.Attevo is a software installation specialist that will provide project management,
data conversion,implementation,documentation,testing and training services.Attevo
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT:UPGRADES TO PERMIT TRACKING SYSTEM
August 15,2006
would bring the knowledge and ability necessary to ensure a smooth implementation of
Accela Automation software.
Through negotiations with Accela and Attevo,staff has reduced the project costs from $325,000
to roughly $250,580.Total implementation cost would be $294,297,including a project
contingency of $23,717 and an estimated hardware cost of $20,000.Staff and Attevo estimate a
four to five-month schedule from the start of the project to launch of the new software system.
CONCLUSION:
Staff believes the upgrade to Accela Automation will improve the Community Development
Department permit process,improve management information capabilities,and improve
customer service through web access and online permitting.Attevo and Accela have
collaborated to submit a proposal that fully meet the Community Development Department's
goals and provides for installation,data conversion and staff training on the new software.Staff
recommends that Council authorize the TownManager to enter into agreements with Accela and
Attevo for upgrades to the Community Development Department permit tracking system.The
agreements are currently being reviewed~,When finalized,the Town Manager will execute the
agreements as authorized by Council through approval of this item.
FISCAL IMPACT:
Total cost for the Accela Automation upgrade project is $294,300.Funds are available from the
Town's General Fund Reserve for Future Year's Capital Projects ($168,710)and from the
Town's Management Information Systems Fund ($125,590)consisting of $94,690 from permit
tracking fees levied on planning and building permits and $30,900 set aside for annual computer
replacements.
Attachments:
1.Presentation on upgrade of the Community Development Departments permit tracking system
2.Attevo Statement of Work for migration to Accela Automation
Distribution:
John Schneider,Attevo,Inc.,129 Hillbrook Drive,Los Gatos,CA 95032
Kindra Helm,Attevo,Inc.,1940 E.6 th Street,Suite 200,Cleveland,OH 44114
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o Permit history
o Check status of permits
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online
o Provide N:SV Smart
Pennit services
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Project Goals (continued)
o Enhanced management information
'i~p Monitoring of caseloads
'1;'111:Permit activity
i,,~,i'Status of projects
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Perm.it Systems Reviewed
o Pentamation-eCommunityPLUS"
o Joint Venture:Silicon Valley endorsed systems:
'ilii)';GovPartner-CommunityDevelopmentPartner
':ijlj~i'A"ccela-Accela Automation
5
eCommunityPLUS+for Windows
Pentamation
eCOnlIDunityPLUS
o Advantages
',Iilll,!Same vendor as Finan~e system
"~i~'Value
,j'llll<Web access
o Disadvantages
"."Very few implementations in California
o Feedback from Yuba City and Gilroy
-,,;j,i Planning module very poor
,",:'-Upgraded version not available until mid-200?
.0 Not tested
6
GovPartner
COlllmunityDevelopmentPartner
o Advantages·
I~"II Based on JV:SV endorsed system
o Sunnyvale/Mountain View system
'i,ili'.Vi eb permitting
',Uiit"Value
o Aggressive pricing to increase market share
I,,,,,1\rewly upgraded to .NET platform
o Disadvantages
'iI,)Current system still in beta
,,,It::'1\Teeds substantial customization
o Difficulties in Los Altos and Mountain View
,.."
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7
Accela/Attevo
Accela Automation
o Advantages
,m~~,Based on JV:SV endorsed system
1;~llli'Numerous implementations
o Over 100 in California
',illii"Town's current vendor
":,,,:,Web permitting
,:,.",.NET platform
o Disadvantages
;""i,Higher cost
::1,:,,;'Responsiveness during implementation
o Partner:§hip with Attevo
",'I."Issues addressed through partnership
Certified Accela partner/installer
<.ACCELA?.
Government Software
8
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Agenf~y Hosted vs.ASP System
o Summary:
'il~i[ll Upfront costs vs.annual
fees
%~Ii'Ownership of data
':";1[;Program speed
o Latency issue.
o Data transfer
o Cost Comparison:
~iliP'Agency hosting costs
$70,000 to $90,000 more
to implement
.'Agency hosting costs
,$18,000 to $30,000 lessin
annual fees
~lrul Agency hosting break-
even:3.2 to 3.8 years
9
-')
Project Costs
Software and Implementation $250,580 Software and Implementation $209,000
Servers $20,000 Servers $20,000
Total $270,580 Total $229,000
Contingency $23,717 10%contingency $22,900
Total Proiect Cost $294,297 Total Project Cost $251,900
Fwuling
Pennit tracking &replacement funds $125,614
Fund Balance Reserve $168,683
Total Fwuling $294,297
I Allliual Maintenance cost I·$22,6771
Funding
Pennit tracking &replacement funds $136,677
Fund Balance Reserve $115,223
Total Funding $251,900
I Annual Maintenance cost I $19,0001
10
We'b Per'mitting
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•Check tn.u •.ch permlt conformi to Itl*~t:-rl't\y J11 troll'oiI.j::Jr":h.
lI_q:'1-1 ~...~~...,.•I'.t
City of Sunnvv,,"
On-Line Building Permit service.
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,,;IIi'Service lines
'.I~II;Water heaters
Offer 8 to 12 simple
building permits
'"~::il Reroofs
o
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o Iwlmrnlni Pool RemoyAl r.q .....liIm ...nl~
o Requires eDD merchant
account
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11
T~----
ReCOlllmendation
o Recommend Accela Autom'ation'
'lliill~I'Installation by Attevo
:j~:~,Current vendor
"I;ii~'High quality building and planning modules
",;iJ!"Proven system.
o Over 100 ilnplementations in California
..F ct t t"1°""",i,,!:a~es .0 go lve
.,i Highest comfort level
12
Proj ect.Summary
13
Project Sco.pe
o Summary
li!iWI 43 permit types
,~~12 standard reports
'ib:i~i'Web information
',ll~lii Web permits
',1,,1'Wireless capability
""ii'Integration with finance system
,:,,,1 Full data conversion
0""..'40 hours of training
:,HI:,I 3 new servers (per Chris)
o Future Enhancements
14
ATTN:Anthony Ghiossi &Randal Tsuda
110 E.Main Street
Los Gatos,CA 95030
Dear Anthony &Randy,
ATTEVO,Inc.would like to thank the Town of Los Gatos,California for the opportunity to
present a Statement of Work for the 'PERMITS'Plus®migration to Accela Automation TM.In
this document you will find our proprietary methodology for implementing technology solutions
and a Statement of Work containing our solution,specifically tailored for the Town of Los
Gatos,includil!g rates for the Design,Configuration and Deployment phases for an Accela
.Automation ™implementation.
You will also find information on ATIEVO,and learn how we have established ourselves as an
emerging technology implementation and services company for municipalities.
At A TTEVO,our consultants maintain a deep understanding of a variety of vertical markets
.through years of experience building and implementing solutions for our clients.Only when
you understand the needs of the clients,their opportunities and their daily challenges can you
hold deep understanding of their mission and then provide Experienced-Based™
implementations..
Los Gatos has been using an Accela solution,'PERMITS'Plus®,for numerous years to
automate permitting activities;however,the need to offer the Town a Web-based,enterprise
solution that is flexible enough to meet the needs of multiple departments,provide the citizens
with on-line access to historical permit data,provide the citizens with the ability to apply for
select permits on-line,as well as expand as the community continues to grow requires an
upgrade to an enterprise-wide e-Government solution like Accela Automation™.
We would like you to consider ATIEVO as your partner both for this system implementation
and going forward where we Will be there to help you with your technology needs.
Thank you for the opportunity to present our company and our solution·.If you have questions
prior to our meeting on May 10 please contact us at the following:
Kindra Helm
440.724.9922
khelrn@attevo.com
Sincerely,
Kindra Helm &John Schneider
A TTEVO,Inc.
www.attevo.com
A TTEVO Statement of Work
CopyrightCl2905,ATTEVO,INC.All rights reserved
John Schneider
408.203.7891
jschneider@altevo.com
Page 1 of 30
Attachment 2
Table of Contents
1
1
1.1
1.2
1.3
2
2.1
2.2
2.3
2.4
2.5
'3
3.2
3.3
3.4
3.5
4
5
6
Distribution History .4
ATIEVO Company Profile ~5
ATTEVO Management.5
ATTEVO Overview ;7 ..
Practice.Model 9
Services Terms &Conditions 16
Scope of Services 16
Project Exclusions 16
Client Responsibilities ,16
Assumptions 17
Approach 19
Scope ::20
Schedule &Assumptions 29
Fees for Services 33
Reimbursables 33
Billing Procedures 33
Appendix:Application Typ.es 35
.Appendix:Reports 37
Appendix:Sign-off 38
ATTEVO Statement of Work
Copyrighte>2005,A TTEVO,iNC.All rights reserved
Page 2 of 30
1 Distribution History
Date Distribution Comments
5/8/06 Randal Tsuda &Anthony Ghiossi Statement of Work Delivery
Per the SOW Review meeting on 5/10,the
following revisions were made to the SOW:
•Data Conversion (Section 3.1.7)effort
has been increased to include an
outbound interface to the Los Gatos
Financial System.
•Data Conversion fees (Section 3.3)were
increased approximately 60 hours to
include the level of effort to create an
outbound interface to the Financial
5/10/06 Randal Tsuda &Anthonv Ghiossi System.
•The scope of the reports has been
reduced to 12 total reports.This change
is reflected in the following sections:
°Scope:Reports
5/24/06 Randal Tsuda &Anthony Ghiossi °Fees for Services
SOW has been modified to reflect the
A nEVa's optional installation costs for
Accela Automation and Citizens Access.
This change is reflected in the Project
6/7/06 Randal Tsuda &Anthony Ghiossi Installation &System Setup section
•Reduced level of effort for support from
4 weeks to 1 week as requested
•Reduced data conversion level of effort
by 4 days to reflect removal of
requirement to convert Sierra system
legacy data
•SOW modified to add two additional
weeks of effort as an initial estimate of
effort required to upgrade the batch link
to the Pentamation financial system to a
8/4/06 Randal Tsuda &Anthonv Ghiossi live link.
A TTEVO Statement of Work
Copyrighto2005.ATTEVO,INC.All rights reserved
Page 3 of 30
1 ATTEVO Company Profile
1.1 A TTEVO Management
The key executives on ATIEVO's Management Team have extensive backgrounds in
professional services,and have all seen success in entrepreneurial endeavors as well.
Below is a brief biography of each individual:
C.David Snyder -President and CEO
As President and Chief Executive Officer,Dave is responsible for the strategic
direction and management of the Firm.He has held similar positions with Acero,
Inc.,Snyder International Brewing Group,and Realogic,Inc.Realogic,a highly·
successful technology consultancy operating in the mid-to late-90's,grew to more
than 400 people before being acquired in 1998.Operating in 9 offices internationally,
Realogic established a reputation as a premier firm in such industries as financial
services,manufacturing,legal services,and consumer products.Dave also has
served in leadership positions at Coopers &Lybrand,Grant Thornton and Arthur
Andersen (now Accenture)..
Dave is a cum Laude graduate of Ohio University's College of Business and
currently serves on the University's Board Of Trustees,Foundation Board and
College of Business Executive Advisory Board.He also has served on the Boards of
Directors for several commercial enterprises.
Joseph K.Burmester -Vice President and Chief Financial Officer
Joe is responsible for both the financial and field operations activities of ATTEVO.
He has been a Vice President with Acero;Arsenal Digital Solutions,and Computer·
Associates and a co-Founder of fileFrenzy,an online content management
company.As a Vice President with Realogic,Joe was responsible for the
development of the Workgroup Computing consulting practice and ran the SOl,lthern
region of the Firm.He also served as Vice President for Integral Systems,was the
Partner-in-Charge of the Technology consulting practice for KPMG in the S1.Louis
region,and was Senior Vice President -Operations for Capital American Life
Insurance Company.Mr.Burmester began his technology career with Accenture,
Ltd.(formerly Arthur Andersen &Co.)after serving three years as a full-time
Instructor in Statistics on the faculty of Bowling Green State University in Ohio.
Mr.Burmester holds a Bachelor of Science degree in Mathematics from Bowling
Green State University,a Masters in Business Administration with emphasis in
Finance and Statistics from Bowling Green State University and is a Certified Public
Accountant and Certified Systems Professional.
John Schneider -Director Western U.S
John is responsible for the development and management of the Western U.S.
Region and management of ATTEVO's partner relationships.John brings 8 years
experience in the biotech/pharma/healthcare industries developing and deploying
A TTEVO Statement of Work
Copyrighto2005,ATTEVO,INC.All rights reserved
Page 4 of 30
workflow,Ell and analytical applications.He has also spent 15 years developing and
deploying application developmentplatforms and has significant industry experience
in product lifecycle development:product portfolio governance and softwar~
technology development.
Previously,John has been a Vice President with VitraBioscience,GE Healthcare,
Amersham BioSciences and VZCorp and has multiple experiences in both startup
and global corporations.During his career he has started and built three separate
development groups and has run corporate business development and marketing
teams ..
John holds a Bachelor of Science degree in Engineering from Columbia University
Kindra Helm -e-Government &Accela Practice Leader
Kindra Helm serves as the Practice Leader for A TIEVO's e-Government and Accela
line of business.From ATIEVO's inception,ATTEVO has formed a proven track·
record for on time and on budget implementations for the Accela suite of products.
Municipalities throughout the US have requested A TIEVO's services for e-
Government solutions and include the following:Albuquerque,New Mexico,Omaha,
Nebraska,Fort Collins,Colorado and Miami Dade County,Florida,Southern Florida,
Napa Co~nty,California and Onslow County,North Carolina.
Prior to joining ATIEyO,Ms.Helm successfully lead large scale ($1M+).
implementations and worked in numerous facets of technology including program and
project management,application design,report and database development,business
process re-engineering and Enterprise Incentive Management (ElM).
Kindra is a cum laude graduate of Ohio University's College of Business and serves
as a member of the MIS Advisory Board.
ATTEVO Statement of Work
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Page 5 of 30
1.2 A TTEVO Overview
The A TTEVO Premise ~The art of the positive
We believe that contemporary and emerging technologies should be used to create
positive experiences between our clients'enterprises and their various "customers"
(customers,prospects,partners,employees and all that have a vested interest in the
enterprise ).
The sum total of the positive experiences a "customer"has with the enterprise desirably
impacts his or her convictions or beliefs towards the enterprise.
The stronger the customer convictions,the stronger the relationships will be between
the enterprise and"the customer.
The more robust the relationships,thestronger the bond (loyalty)will be between
individuals and the enterprise.
This loyalty maximizes the enterprise's IT investment and creates value for the
enterprise..
We are convinced thatlT departments and other corporate entities that leverage
ATTEVO's Experienced-Based™methodology can become an even more integral part
in creating wealth for their enterprise.
The A TTEVO Perspective
We believe that the needs of the."customer"generate information technology needs.
We know our clients by knowing their customers,prospects,partners,employees and
all that have a vested interest in the enterprise.This is where our solutions start and
Ultimately end.Our proprietary Experienced-Based™processes are our enablers..
We make every effort to continually understand the issues,opportunities and challenges
that face'our clients'markets AND the markets they serve.
We are business people first.We continually look for ways to add value to our clients'
business.By adding value to their business we add value to ours.
We reward our people by empowering them to build career capital,personal wealth and
life-long friendships in an open and nurturing environment.
A TTEVO Statement of Work
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Page 6 of 30
1.3 Practice Model
A TTEVO has defined a practice model within our consultancy which grows as we
evolve.Over time,the various geographies in which we operate,industry areas in which
we focus,services we offer and intellectual property we develop will mature,driven by.
our Experience-Based™approach.
The following diagram illustrates the Practice Model as currently defined .
.,
'.
Vertical Expertise
'Public Sector
·Financial Services
'Health Sciences
'Consumer Products
·Technology
·Commercial
Service Capabilities
'Strategy
'Planning
·Implementation
'Custom Software
•Data'Services
'Customer Tech Centers
'Managed Services
Intellectual Property
'Tools &Objects
'CBTs
'Integration Tools
·Methods &Procedures
'Practice Aids
'Industry Object Models
'Other IP
ThisPractice Model is not intended to limit the scope of ATTEVO's vertical expertise,
services or intellectual property offerings.Rather,it summarizes the current strategies
of the Firm and helps to highlight areas in which our organic growth can be
supplemented with strategic acquisitions.
A TTEVO StalerT]ent of Work
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Page 7 of 30
1.3.1 Proprietary Methodologies
ATTEVO will utilize Experience-Based™methodologies for this engagement
recognizing the aggressive schedule,systems integration and management of vendor
staff which is critical to success.Our experience has proven our best practices,and the
application of those practices to managing IT projects cannot be done without the
steadfast,practical and functional approach.People,processes,data and systems
must align with the goals of the overall project and only professionals whom have seen
multiple scenarios for implementing Accela Automation ™have the knowledge to make
.best jUdgments and decisions that will ultimately define the success of the project.
1.3.2 ATTEva Services
f -Experienced-Based™"
Strategy Planning
L-r -Experien~ed-BasedTM i
1 Implementation :
,_.
t Experienced-Based™
L~_..Support
We believe that the needs of our clients and our clients'customers
generate information technology requirements.Basing our work in this·
collective environment of experiences is what we refer to as "Experienced-
Based™''consulting.
(
We know our clients by knowing the needs of their customers,partners,
employees Cind all that have a vested interest in their enterprise.This is
where our strategies start and end.
A nEVa consultants help identify those needs and then align them with
business and technology goals to create adurable bond between our
clients and their customers.These durable customer bonds are the
foundation for wealth creation for our client's enterprise using contemporary
and emerging technology.
Following are representative services that A nEVa provides our clients.
Other service offerings are identified regularly through our Experienced-
Based™approach.
A TTEVO Statement of Work
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Page 8 of 30
1.3.3 ATTEVO Practice Areas
•Brand Strategy •Business Intelligence •Application
•Business Application •Business Process Management Services
Planning Redesign •Outsourcing Services
•E-Business &Web Strategy •Content Management •Technology Migration .-Enterprise Architecture •Customer Relationship Support
Planning Management •Network Management
•Industry Business Process •E-Business &Web •Support Center
Consulting Solutions Management
•Customer-Centered IT &•Enterprise Architecture &•Portfolio Management
Application Strategy .Integration
•Mobility Planning •Application
•Security Strategies Implementation
•Communication Strategy •Data Management and
•Data Management Strategy Migration
•Software Development
•Communication
Management
•Security and
Authentication
Implementation
•Mobile &Wireless
Applications and
Middleware
ATTEVO Statement of Work
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Page 9 of 30
1.3.4 Attevo Client Experiences
ATTEVO consultants have amassed a wealth of experience with a variety of clients over
many years.Noted below are representative clients with whom ATTEVa personnel
have engaged.Those indicated with an asterisk (*)are clients of ATTEVO.
3Com
AT&T
British Telecom
Computer Associ!3tes*
Excel Logistics
IBM
LOGOS
Communications*
Manugistics
Microsoft
PacBell (SSC)
PSC Corporation*
Telxon
Altanus USA *
Alisa Designs*
American Greetings*
Anthony &Sylvan Pools
Aquapools*
Arhaus Furniture
Chrysler
EccoBella Botanicals*
Goodyear
Hershey
Kraft
Levi Strauss
Nestle
Sealy
Sherwin-Williams
The Gap
The J.M.Smucker
Company
Toyota
Wal-Mart**
City of Albuquerque*
City of Cleveland*
City of Fort Collins*
City of Omaha*
Miami -Dade County*
South Florida Water-
Management District·
Napa County,CA*.
Los Angeles County,CA·
Onslow County,NC*
United States Army*.
Aetna
American Express
[?ank of America
Citicorp
Dreyfus
Franklinffempleton Funds
KeyBank .
MetLife
National City Bank
Nationwide
Progressive Insurance
Visa International
Wells Fargo
Airbus Industries
Applied Materials
BFGoodrich
Bioproducts,Inc.
BPOil
Consolidated Natural
Gas
Delphi Corporation
.General Electric
Lockheed-Martin
Owens Corning
Sherwin-Williams-I&M
Sherwin-Williams-CC
Wellman Products*
Accela*
Accenture
Cardinal Health*
Bell Atlantic NYNEX
Breeders.net*
Ernst &Young
FedEx
Harris InfoSource
International Survey
Research
Marriott
Medical Litigation
Services*
OE Connection
ProQuest Automotive
United States Postal
Service
The Hendler Law Firm*
TNT Express Worldwide
A TTEVO Statement of Work
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Page 10 of 30,
1.3.5 e-Government Practice
A nEVO works with state and local government clients to assist with the increasing
demand for improved Gitizen's access and the performance of government agencies
through the effective application of information technology.Working with our clients on
Digital CommunityStrategies,ATTEVO's collective knowledge and experience have
helped government officials meet these challenges including areas of;strategic
planning,workforce planning,customer relationship management,change management
and business process improvement expertise..
We specialize in the implementation of a variety of Software Solutions including e-
Government enterprise-wide solutions.As a certified partner of Accela,A nEVO is
dedicated to the on-going success of the e-Government practice and works closely with
Accela throughout all engagement&to ensure the customer's best interest is always
paramount..
1.3.6 Methodology
IT implementations are as unique as each of our client's needs,but all successful
implementations share fundamental best practices which A nEva has cultivated over
many engagements in many practice areas.Our methodology is based on the following:
•Quality Assurance &Quality Control
o An ATTEVO requirement throughout the life of the project
o Accountability:Enforce Ownership
o Visibility:Project Updates,Issues,Milestones,Progress
•Project Governance &Scope
o Scope is defined early,constantly monitored and closely managed
through Project Governance that is inclusive of all of the stakeholders
•.Risk Management
O'A Risk Management Plan is implemented at Project Initiation
o Approach aU project"surprises"with honesty;clarity and determination to
get things back on track
o Continue to put the right people in the right roles for successful solutions ..
•Communication
oA Communication Plan is agreed to at project initiation to facilitate project
management and project governance
o Communication is clear,honest and based on quantifiable measurements
•Change Management
o Change Management Discipline is core to quality,scope and risk
management and essential to accurate communication
ATTEVO Statement of Work
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Page 11 of 30
oA Change Management Plan for all work products is put in place at project
initiation..
o All project participants adhered to Change Management Discipline
throughout life of project
•Training and Education
oA TTEVO works with our clients to help them become self-sufficient in their
new adopted technologies,proces·ses and best practices
A TTEVO Statement of Work
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Page 12 of 30
2 Services Terms &Conditions .
Project Name:ATTEVO Accela Automation'M Implementation for the Town of Los
.Gatos
This Statement of Work comprises the total agreement for the described level of effort ..
Upon execution of this Statement of Work,ATTEVO,Inc.(ATTEVO)will provide the
project management and technical services described herein.
Until executed by the Town of Los Gatos (Los Gatos),and received by AnEVO,this
Statement of Work shall act as a quotation for services and will expire fifteen (15)days
from the date of this Statement of Work.Any extensions or changes to this term must
be made in writing by A nEVO.
2:1 Scope of Services
The business objective of this Scope of Services is to provide the Town of Los Gatos
with a broad understanding of the project management and technical services offered
by ATTEVO to assist the Town of Los Gatos with an Accela Automation™
implementation..
2.2 Project Exclusions
No specific exclusions will be stated prior to initial meetings with the Town of Los Gatos
personnel,and this response is limited to the technologies and implementations
identified in the SOW..
2.3 Client Responsibilities
ATTEVO is responsible for the overall management and implementation with the Town
of Los Gatos'Accela Automation ™implementation and for working with the T ow.n of
Los Gatos to insure that the Los Gatos personnel satisfy the following responsibilities:
•Provide the availability of identified resources knowledgeable of each
departmenfs permit/license related applications and associated data structures;
•Provide access to the legacy applications (e.g.'PERMITS'Plus®)and the data
structures for 'use in our analysis;
•Provide access to the departmental application documentation and the data
structures for use in our ana·lysis;
•Make available the Los Gatos Project Sponsor and Project Manager to meet
weekly with the ATTEVO Team for project status meetings;
•Mc;lke available for the project team the necessary office space,office resources
such as desks,chairs,conference areas,telephones,remote network access
and similar items;computers and software during both normal working hours and
extended hours when requested with reasonable lead times,including security
access to facilities and necessary technology.
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Page 13 of 30
•Provide clerical assistance and the appropriate supplies for the development and
publication of any necessary documentation..
•Define an Executive Steering Committee required for issue resolution,change
request approvals and scope issues.
2.4 Assumptions
A nEVa has estimated our effort and provided at this Time and Materials bid for our
work based on the folloWing assumptions:
-.·Physical and electronic access to appropriatedata~networks and applications
will be provided with minimal delay;
•A TTEVa personnel will have access to project work space and equipment as
necessary and are not restricted toweekday,8 hour per day work times;
•Work effort that may be outside the original scope of the A nEVO Statement of
Work for the ATTEVO Accela Automation ™Project for the Town of Los
Gatos,or efforts to be performed by personnel other than the A nEVO project
team that are not being accomplished on a timely basis,will be documented for
review by the !=xecutive Steering Committee.Should the new effort be
determined necessary or tasks be reassigned to A nEVO personnel,the
Change in Scope will be documented in an Addendum to the ATTEVO Accela
Automation™Project for the Town of Los Gatos Services Agreement,
including associated fees,for timely approval as described in this STATEMENT
OF WORK.No additional work will be undertaken without prior consent of Los
Gatos.
•The majority of the requirements,development,training,deployment and support
work will be performed within the jurisdiction of the Town of Los Gatos.When
app(opriate off-site development work be authorized.
•Senior A rrEVO project management personnel will have direct access to the
Town of Los Gatos executives through the monthly Executive Steering
Committee meetings for reporting project progress,issue resolution,scope
change approval and other communications.In the event of critical·issues,·the
Town of Los Gatos executives will be available on a timely basis for resolution
outside the monthly Executive Steering Committee venue.
•Provide materials for printing project-related documentation and training.
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Page 14 of 30
2.5 Approach
The Town of Los Gatos,California is currently examining the Accela Automation ™tool,
as an option to replace the existing 'PERMITS'Plus®system for an enterprise e-
Government solution to connect all permitting,planning,inspection,and code
enforcement activities under a common database and improve the ability to effectively
deliver government services to Los Gatos'citizens.
The A nEVa project team has been asked by the Town of Los Gatos to provide level of
effort estimates for the management and implementationof the project and to
supplement technical services when appropriate.ATTEVO will apply our methodology
to performing the following services to manage the successful implementation ofthe
following activities from the SOW:project management,consulting,strategic planning,
information and requirements gathering,configuration and development,data
conversion,reporj:development,documentation,testing and training.
Development and systems integrations for the following departments were identified as
the core departments for the successful completion of the Accela Automation ™project:
The Community Development Department's BuildingDivision,Planning Division,Code
Enforcement and Inspection Services,and the Parks and Public Works Department
(PPW).
•The Building Division helps to ensure safe,healthy,and attractive property
improvements by facilitating issuance of permits,compliance with codes,
policies,guidelines and standards.
•The main objectives of Code Compliance are to enforce the zoning laws,and
implement and monitor a sign enforcement program.The Code Compliance
Program is designed to educate the public and increase the community's
awareness of the Town's zoning and sig,n regulations.Violations that affect public
safety are given the highest ·priority.
•The main purpose of Planning is to analyze and process all development
applications including environmental review,plan check and inspection.The
process involves an assessment of a project's consistency and compliance with
the Zoning Ordinance,General Plan,Hillside Specific Plan,Town Code and
other'Town regulations.
•The Parks and Public Works Department (PPW)is responsible for maintaining
the Town's public parks,facilities,and infrastructure.The department is
comprised of four organizational units:Administration,Engineering and Capital
Projects,Parks and Forestry,Streets and Signals.
Each department and activity will be evaluated once the team has begun the process of
applying our project management to the Town of Los Gatos'Accela Automation™
project.Each activity will be broken down into manageable tasks using A nEVa's
project management techniques and methodologies.
A TTEVO Sta~ement of Work
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Page 15 of 30
3 Scope
The Town of Los Gatos'Community Development Department's Building Division,
PlanningDivision,Code Enforcement and Inspection Services,and the Parks and
Public Works Department (PPW)are included in the level of effort estimate documented
for an Accela Automation ™system.The Accela Automation ™permit system will
automate permitting,inspections,workflow,projectmanagement,cashiering,complaint
tracking,and,other critical functions.Approximately 30 total Los Gatos users will have
access to Accela Automation TM .----.-
Los Gatos has been using an Accela solution,'PERMITS'Plus®,for numerous years to
automate permitting activities;however,the need to offer the Town a Web-based,
enterprise solutiolJ that is flexible enough to meet the needs of multiple departments,
provide the citizens with on-line access to historical permit data,provide the citizens
with the ability to apply for select permits on-line,as well as expand as the community
continues to grow requires an upgrade to an enterprise-wide e-Government solution like
Accela Automation™.
The primary tasks for anAccela Automation ™implementation include the design of the
system (e.g.documenting the permit types and reports),configuration and development
of the permit applications,data conversion for historical permit records,report
development,documentation,UAT (User Acceptance Testing)and end-user and
administrator training.A Web-based solution for publishing all historical permit data as
well as enabling citizens to submit and receive permits on-line for selected permits will
also be included with the Citizens Access solution.
The Accela Automation™Land Management module tracks and manages all land use
and community development activities inCluding permits,building safety,inspections
and reviews,zoning,project plans and code enforcement.All of Los Gatos'approved
.personnel will have access to input data,verify activities,check permit status,and
obtain complete parcel information instantly.
Accela Citizen Access enables citizens to access services and complete entire
processes on-line '24 hours a day.Citizens Access will allow citizens to review the
permit history of an address,parcel or owner,check the status of plans,inspection or
project,schedule inspections,apply and pay for permits on-line and printing the
completed paperwork (E.g.Permit).Accela Citizen Access allows agencies to interact
with their citizens in a more meaningful way by providing on-line access to government
services and information.
3.1.1 Permits
Approximately 43 Application Types (CAPS -Case/Application/Permit)have been
identified.Agencies typically utilize the same Application Type for multiple permits,
licenses and certificates when the functionality is similar.This enables the
administrators to more easily maintain the system and streamlines the process for the
A TTEVO Statement of Work
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Page 16 of 30
end-users.Furthermore,the same workflows are typically used for multiple Application
Types to streamline the process and enable better administration and maintenance.
NOTE:A CAP (Case/Application/Permit)refers to an Application (e.g.Permit
Application)in Accela Automation™.Applications let your agency gather the
information that you need from applicants before issuing a building permit,a business
license,or provide any other service.An application typically provides space for the
applicant's name and contact information,as wE?"as details about the property or
business in question.In addition to serving as an information-gathering framework,
-applications ·also help your agency to organize and manage the complex workflow
processes,inspection schedules,and payment periods that form the basis of most Daily
Activities.
Of the Application Types identified,A TTEVO estimates that only 43 unique Application
Types exist.See Appendix:Application Type.The Level of Effort (LOE)estimates
presented in this Statement of Work (SOW)are based on the aforementioned
assumption.
3.1.2 Citizens Access
Accela Citizen Access enables citizens to access services and complete entire
processes on-line 24 hours a day.Citizens Access will allow citizens to review the
permit history of an address.parcel or owner,check the status of plans,inspection or
project,schedule inspections.apply and pay for permits on-line and print the completed
paperwork (E.g.Permit).Accela Citizen Access allows agencies to interact with their
citizens in a more meaningful way by providing on-line access to government services
and information.
Of the 40 Application Types identified.those where plans or drawings are not required
will be configured for Citizens Access.
3.1.3 Event Scripts
Event Manager Scripts allow agencies to make certain alterations or changes to the
database based on certain events that occur.For each pre-defined event that is
enabled on the Accela Automatio.n ™system,agencies can determine the script that
should be run based on that event.
Sample scripts include:
•Verifying that fees have been paid before moving forward with the workflow.
•Automatically assessing fees after an application is submitted
•Updating a workflow task status based on inspection results
A TTEVO Statement of Work
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Page 17 of 30
Based on the preliminary review of Los Gatos'processes,A TTEVO estimates that only
3 Event Manager Scripts will be required during the implementation.The LOE .
presented in this Statement of Work (SOW)is based on the aforementioned
assumption.
3.1.4 Reports
Approximately 12 reports have been identified as requirements for go-live.Reports
.include permits,licenses,certificates and analysis reports.See Appendix:Reports.-
The LOE estimates presented in this SOW assume that 12 reports will be created using
V360 ARW (Accela Report Writer).
3.1.5 GIS
The Los Gatos Planning and Engineering divisions are currently utilizing an existing
Interactive Geographic Information System (GIS)Map that includes the following
features:
•Search by Street Address or Assessor's Parcel Number (APN)
•Zoning and General Plan Information
•Historical District Information
•Aerial Photographs
•Parcel Data
At this time,the GIS module within Accela Automation™will not been implemented and
the configuration is not in-scope for this phase of the implementation.
3.1.6 Inspections
Inspection information will be configured for each Application workflow;however,due to
the limited number of inspectors,Los Gatos has optedto not install Accela Wireless TM.
The Application Type design,however,will take into account the fact thatthis
functionality may be implemented at a future date.
3.1.7 Data
ATTEVO will provide Los Gatos with the following data migrations/conversrons in
support of the Accela Automation ™solution:
•Historical Data Migration from 'PERMITS'Plus®
•APO (Address/Parcel/Owner)Data Import
•Financial System 'Outbound Interface
A TTEVO Statement of Work
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Page 18 of 30
Services.typically provided as a part of this assistance include including data mapping,
script development for conversion,data testing and validation,and final data
migration/conversion:
3.1.7.1 History data migration
A nEVO will assist the Town of Los Gatos in the conversion of existing permit,
inspection'and contractor license data from the 'PERMITS'Plus®database to the
Accela Automation ™database.It is expected and anticipated that Los Gatos will
provide resources knowledgeable with the history data to extract the historical data in a
flat file format-when or ifrequired and assist in the data migration/conversion effort.
ATTEVO also expects that all data to be migrated into Accela Automation TM be cleaned
as may be necessary by Los Gatos resources prior to migration.
Note:Data Cleaning is synonymous with Data Scrubbing.It involves detecting and
correcting (or removing)corrupt or inaccurate records from a record set.
The actual process of Data Cleaning may involve removing typos or validating and
correcting values against a known list of entities.The validation may be strict (such as
rejecting any addresses that do not have a valid ZIP code)or fuzzy (such as correcting
records that partially match existing,known records).Validating the status of a record
(e.g.permit status)is typically not included in Data Cleaning.
3.1.7.2 Financial System Interface
ATTEVO will assist the Town of Los Gatos in the creating of an outbound interface from
the Accela Automation ™system to the Los Gatos Financial System.Financial data will
be obtained from Accela Automation™and will be updated on a time interval (e.g.
nightly)to be determined by Los Gatos.
3.1.7.3 APO (Address/Parcel/Owner)Data
ATTEVO will assist the Town of Los Gatos with the import of the Address/Parcel/Owner
(APO)from the.designated MetroScan source and will assist Los Gatos in the import
effort.It is r-equired that Los Gatos will provide resources knowledgeable with the APO
data source to assist in the data import effort.A TIEVO also expects that all data to be
migratedinto Accela Automation ™be cleaned as may be necessary by Los Gatos
resources prior to migration.
The historical permit data conversion including all fees and workflow5 is required prior to
the go-live date.The Data Conversion level of effort estimates presented.if)this SOW
assume that the ATIEVO Data Conversion Tools (ATTEVO Persistence Layer)will be
used to streamline the conversion process.
ATTEva Statement of Work
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Page 19 of 30
3.1.7.3.1 About The ATTEVO Persistence Layer
The Attevo Persistence Layer Loader Framework is a set of tools written in JAVA ™
(Sun Microsystems)to manipulate data from one or more abstract data sources to other,
data sources.It has two main components --an abstract data layer and a framework for
handling persistence as well as utilities to assist in Accela data management.
The abstract data layer provides ease of use on'multiple data sources.A Java class
compiler (JCC)allows for the creation of new classes which represent data in a system
easily.A standard relationalXML model allows for dynamically changing relationshfps -
between these compiled Java objects.All compiled Java objects implement the
persistence framework removing ,database interaction complexity from the developers
concerns.
3.1.7.3.2 Advantages of Using the Attevo Loader Framework
The persistence layer handles all database interaction automatically providing INSERTS
on new objects and UPDATES on existing objects.This means that it is possible to run
loaders developed utilizing the framework over top of existing data runs without
compromising the existing data's integrity~Additionally,any data that exists inthe
database that hasn't changed with the current run is not modified but skipped.
The loader framework provides for seamless heterogeneous data manipulation.It works
identically with any data source or target utilizing the same code base as long as a
certified JDBC driver exists for that database.
Because all code is in Java,the "write once run anywhere"mantra applies.The loaders
created utilizing it can be run on Windows,MAC,Unix,VAX,AS/400,Mainframe,etc.
with no changes to the code.Additionally,because the base classes used in the
framework know about their relationships to other objects in the data store each object
is capable of traversing and exporting to a common format its own data and its child
data.This allows for ease of creation of interfaces to external systems.
Creating loaders utilizing the framework provides error or exception processing that
doesn't stop the entire process.Errors can be caught and logged for processing later
while the load process continues on.
Processing of information is defined via business processes.A permit and all of its child
information (inspections,fees,workflow,etc)are processed individually inste,ad of-by
functional component.The result of this is that stopping a load in the middle provides
guaranteed complete permits in the system up to the point that the load was interrupted.
Since the Loader Framework utilizes a JCC object creation system,updates to
schemas,new versions of Accela applications and new applications altogether can be
added to existing code in minutes.All that is required is modifying the XML relationship
configuration file if necessary and running the Framework Class Compiler.
A TTEVO Statef\lent of Work
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Page 20 of 30
3.1.8 Training
Approximately 30 of the Town's users and administrators will require Accela
Automation ™training.Of these 30 users,the core user groups are as follows:
Directors,Building Officials,Building Inspectors,Planners;Counter Techs and Financial
Analysts.
ATTEVO's utilizes the ADDIE (see description below)training methodology in our
approach to Accela Automation™training.The training estimates include customized
training doctJmentation,pre-training assessments,post-training assessments and
instructor-lead training.The following lessons are standard and customized for each
agency:
End User Training
•Lesson 1:'Login to Accela -Includes Accela Automation™Overview
•Lesson 2:Find Application
•Lesson 3:Create New Application
•Lesson 4:·Add Descriptions
•Lesson 5:Add People/Contacts
•Lesson 6:Address,Parcel,Owner
•Lesson 7:Workflow Processing
•Lesson 8:Process Conditions
•Lesson 9:Assess Fees
•Lesson 1 0:Pay Fees
•Lesson 11:Inspections
•Lesson 12:Reports
•Lesson 13:Change Preferences
Administrator Training
•Lesson 1:User and Security Management
•Lesson 2:Application Management
•Less.on 3:APO Management
•Lesson 4:Fee Management
•Lesson 5:Workflow Management
•Lesson 6:Inspection Management
•Lesson 7:Licensed Professionals Management
•Lesson 8:Condition Management
•Lesson 9:Standard Comments Management
•Lesson 10:Accela Report Writer
A TTEVO Statement of Work
Copyright ..2005,ATTEVO,INC.All rights reserved
Page 21 of 30
3.1.9 ADDIE:Analysis,Design,Development,Implementation,Evaluation
ANALYSIS
----
4
IMPLEMENTATION
--------~
r
i
I
~/.
r
I
DEVELOPMENT
~.---~
3
ADDIE Model
//
2
DESIGN :
Analysis
•Pre-Training Assessment
•Identify client's problems,needs,training goals and objectives
•Identify and establish performance issues.
Design
.0 Determine type of training delivery that will be implemented.Hands-on
Instructor-lead training has proven to be the most successful for Accela
Automation ™•
•Create Performance and Learning Objectives
•Create Instructional Plan
•Develop test questions based on learning objectives.Each user group should
have test questions that are specific to his or her department and area of
expertise.
Development
•Develop materials and content outlined in the design document.
•Include exercises (role play,group discussions,worksheets,etc.)to show how
the users are going to create transformation of knowledge
Implementation
•Provide Employees Advance Information About the Training
•Monitor Training Activity
ATTEVO Statement of Work
Copyright.,2005,ATTEVO,INC.All rights reserved
Page 22 of 30
•Monitor and Maintain Supportive Non-Coercive Environment
Evaluation
•Determine whether or not client needs and ROI objectives were met
•Using evaluation tools such as,post";training assessments,questionnaires and
interviews,gather information to prepare an analysis that can be communicated'
back to those who have an interest in the training outcome
3.1.10,Support
All implementations require some measure of on-site support following a go-live.An
implementation can be technically perfect.,but without .the proper training and support
the implementation will not be fully embraced by the user community.The level of effort
estimates provided in this SOW assumes that one week of support will be provided
following the go-live.
NOTE:The minimum amount of Support recommended is one month.
3.1.11 Product Installation &System Setup
ATTEVO's technical team will load both the Accela Automation and Citizens Access
applications on the Town of Los Gatos'development and production environments that
are established for the hosting of the system.NOTE:Los Gatos'network and hardware
personnel must be made available throughout the duration of the installation.
3.2 Schedule &Assumptions
Based on the preliminary overview of Los Gatos'implementation goals,the following
assumptions have been made to derive the development and deployment schedule.
•A maximul11 of 43 Accela Application Types (CAPs)will be developed
•Application Types will be documented and approved by Los Gatos Management
prior to Permit Configuration in Accela Automation TM.
•A ,maximum of 12 reports will be developed in ARW (Accela Report Writer).
•Report designs will be documented and approved by Los Gatos Management
prior to report development in ARW (Accela Report Writer).
•The Data Conversion will inclttdehistorical data from 'PERMITS'Plus®including
permits,licenses,fees,contractor data and workflows.Address,Parcel and
,Owner data will be obtained from a MetroScan data feed and will be updated on
a time interval (e.g.monthly)to be determined by Los Gatos.
•ATTEVO Training will in.c1ude documentation,pre-training assessment,post-
training assessment and instructor-lead training.
.A TTEVO Statement of Work
CopyrightCl2005"ATTEVO,INC,All rights reserved
Page 23 of 30
3.2.1 Proposed Timeline
A project-specific timeline and project plan will be developed with Los Gatos as a part of
the project commencement and will be one of the first deliverables.The project timeline
arid project plan will establish a mutually agreeable schedule within which the identified
tasks and deliverables will be accomplished.A preliminary high-level timeline is listed
below.The estimated time of completion is 3~months.
Town of Los Gatos Permit System Implementation
September
!lI Kick-off
II Business
Requirements
Approved
•EnvironmentSetup
Complete
II System Design
Approved
II Data Conversion
Design
October
•System
Configuration
.•Data Conversion
November
•System
Configuration
Complete
•Data Conversion
Complete
•Testing &UAT
December
•User Training
•Deployment
•Go-Live
A TTEVO Statement of Work
Copyrighto2005,A TTEVO,INC.All rights reserved
Page 24 of 30
3.2.2 Project Roles
Role Description
Quality Assurance
The Quality Assurance Manager is involved in ensuring
products or services are designed and produced to meet
Quality Assurance or exceed customer requirements and expectations.'
Technical Project Management
Project management that works with Los Gatos and IT
staff to plan work,distribute tasks efficiently,track
progress and work on and improve general
Project Manager -Technical effectiveness of team
Requirements Development
Lead Business Analyst works with business stakeholders
to define business process requirements,develop and
deliver Requirements and Design documents,and
Lead Business Analyst configure and deploy system.
Application Reports
Reports Specialist work with business stakeholders to
design and develop printed reports from the system
database.Reports include permits,licenses,certificates
Reports Specialist and analysis reports (e.g.financial summary)
Data Conversion Specialist
The Data Conversion Specialist works with business
stakeholders and Database Administrator (DBA)to
analyze requirements for sourcing and cleaning data for
migration to nevy system.Create scripts to aid in
Data Management development of tests infrastructure and reports .
Professional Trainer &Instructional Design
The Professional-Trainer develops coursework for
trainers and system users.Plan and schedule training for
Course Development and trainers,perform actual training of training personnel,
Training Test effectiveness of training and improve as needed.
Post-Implementation Ongoing support for Users &Internal Systems
Support Owners
Provide expert support on requirements understanding,
system components and training as needed
A TTEVO Statement of Work
Copyrightc2005,ATTEVO,INC.All rights reserved
Page 25 of 30
3.3 Fees for Services
The total fees payable for the deliverables identified within this Statement of Work are
as defined in the schedule below.Fees are based on Time and Materials.
Role(s)Rate Est.Hours Amount
QA/SME $175 16.1 $2,815.74
Project Manager $175 354.0 $61,946.19
Report Specialist $135 115.8 $15,639.40
Data Conversion Specialist $160 377.7 $60,426.16
Scripting Specialist $135 16.1 $2,172.14
Lead Business Analyst $150 378.1 $56,716.97
Product Installation·&System Setup $150 32.2 $4,826.98
Professional Trainer $125 40.2 $5,028.10
Support $150 40.2 $6,033.72
Total $215,605.40
3.4 Reimbursables
ATTEVO shall be compensated for approved reimbursable expenses incurred in the
interest of the program.No mark-up is permitted on reimbursable expenses.Typical
reimbursable expenses include travel,office supplies/equipment,computers,software,
phone,and reproduction/copying.Reimbursable expenses will be itemized and
submitted with appropriate documentation in the monthly invoice.
3.5 Billing Procedures
ATTEVO requires an initial deposit of $25,000 upon approval of the Statement of Work.
Invoices will be sent monthly based on Time and Materials as identified in the Fees For
.Services section of this Statement of Work.Time and Materials and Expense invoices
for reasonable out-of-pocket expenses will be submitted monthly,due and payable 15
days after invoice receipt.
Travel expenses will include,but are not limited to,costs for coach class air fare,
lodging,.food and ground transportation.Expensesincurred by A TTEVO at Los Gatos'
request are estimated to range between 10%and 15%of the total amount billed for
services.In addition,travel time will not ordinarily be compensable.
A TTEVO Statement of Work
Copyright<>2005,ATTEVO,INC.All rights reserved
Page 26 of 30
4 Appendix:Application Types
Permit (P)or Application
Notification (N)Code Description Department
p Bldg Bldg permit Building
P BLDGVIOL Bldg code violation Building
p I::LEC electrical permit Building
P MECH Mechanical Permit Building
P PLUM Plumbing Permit Building
P SIGN sign permit Code Enf
P U&O use &occupancy Code Enf
P HOMEOCC Home Occupancy Permit Code Enf
N SIGNPROG sign program Code Enf
P CODE Code Compliance Code Enf.
P 2nd Unit 2nd unit application 7/05 Planning
P NPSVIOL Non-point source problem PPW
P STORAGE storage permit PPW
P DUMPSTER debri box permit PPW
P ENCR encroachment permit PPW
P GRADE Grading permit PPW
P TREE Tree Removal PPW
P Annex annexation PPW
P PUB IMP Public Imora.P .C.PPW
P REV-MAP revert to acreage PPW
P HSP Hillside Specific Plan Planning
P GP General Plan Amendment Planning
P REZONE rezoning Planning
P WVAR Variance Planning
P ZO Zoning Ordinance Amend.Planning
P AS Architectural and Site Planning
P CUP Conditional Use Permit Planning
P LLADJAST Lot Line Adjustment·Planning
P LOTMERGE lot Merger Planning
P LUP Land Use Permit Planning
P SUB Subdivisions Planning
P PO Planned Dev Planning I
P DEV Developments Planning
P NEG DEC Initial Study Planning
P COC Certificate of Compliance Planning
P EIR env.Impact report Planning
N DSP Downtown Specific Plan Planning
P E-LLA engineering lot line adj PPW
P E-LOTMGR Engr.Lot merger PPW
A TTEVO Statement of .work
Copyrighte>2005,ATTEVO,INC.All rights reserved
Page 27 of 30
~
Permit (P)or Application
Notification (N)Code Description Department
P E-COC engr.Certlcomp PPW
P PMApv Engr.Parcel Map PPW
P TMAP enqr.Tract map PPW
P MINORHIS Minor Historical Development Planninq
P MINORRES Minor Residential Development Planninq
Conceptual Development
P CDAC Committee Planning
N PROJ Project Planninq
N HISTORIC HistoricalResources Planninq
N NONCON Non-Conforming Properties Planninq
N PARKDIST Parking Assessment District Planninq
N RESTRANT restaurant Info Planninq
N WILLACT Existing Williamson Act Planninq
N PLANNING Planning Type Planninq
A TTEVO Statement of Work
Copyright.,2005,ATTEVO,INC.All rights reserved
Page 28 of 30
5 Appendix:Reports
#Department/Division Report FreQuency
1 Building Expire Building Permits Monthly
2 Building Final Building Permits Montly
3 Building Monthly Issued Permits (C405)Monthly
4 Building Plan Check Expiration Monthly
5 Building Building Violations Quarterly
6 Building Quarter Performance-Permits Issued Quarterly
7 Building Yearly Yearly 1
8 Code Enforcement Certificate of Use and Occupancy Quarterly
9 Code Enforcement Home Occupancy Quarterly
10 Code Enforcement Quarter 3 2002-2003 Quarterly
11 Code 'Enforcement Signs Quarterly
12 Code Enforcement Signs 7/4 Quarterly
13 Planning RDAArea Yearly 1
14 .Planninq RDA Report Yearly 1
15 Planning A&S Yearly 2
16 Planninq CUP Yearly 2
17 Planninq Planninq Permits Issued TBD
18 PPW Ericr2 TBD
19 PPW Encroachment TBD
20 .PPW Georqe·Encr TBD
21 PPW Georqe Encr2 TBD
22 PPW Gradinq·Permits Issued TBD
23 PPW Streets TBD
24 PPW Tree Permits Issued TBD
A TTEVO Sfatement of Work
Copyrightc2005,ATTEVO,INC,All rights reserved
Page 29 of 30