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R-2015-073 Software License, Implementation, Support and Maintenance Amendment to Agreement with N. Harris Computer CorporationA RESOLUTION RESOLUTION NO. R-2015-073 authorizing the City Manager of the City of Yakima to execute an agreement between the City of Yakima and N. Harris Computer Corporation ("Harris") WHEREAS, the parties have entered into the Software License, Implementation, Support and Maintenance Agreement dated February 12, 2012 (the "Agreement"), WHEREAS, the City wishes to license an additional software module from Harris, and Harris wishes to license such additional software to the City of Yakima together with certain professional services to be provided by Harris; and WHEREAS, the City has budgeted $1,500,000 in 2015 in Fund 392 — Cumulative Reserve for Capital Improvement expenditure during 2015 for Software License, Implementation and Support Maintenance, and WHEREAS, the parties desire to amend the Agreement as set forth herein to provide for such software and services from Harris to the City on the terms and conditions of the attached Amendment NO 1, and WHEREAS, the City Council deems it to be in the best interest of the Citizens of Yakima to contract with the N. Harris Computer Corporation in accordance with the terms of the attached agreement, now, therefore: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to execute the attached Amendment No 1 between the City of Yakima and N Harris Computer Corporation for the purpose of Software License, Implementation, Support and Maintenance of additional software module providing the Customer Information System (CIS). ADOPTED BY THE CITY COUNCIL this 2nd day of June, 2015. Micah Cawley ayor AMENDMENT No. 1 TO SOFTWARE LICENSE, IMPLEMENTATION AND SUPPORT AND MAINTENANCE AGREEMENT THIS AMENDMENT to the Software License, Implementation, Support and Maintenance Agreement (the "Amendment") is dated and made effective on May 27, 2015 by and between N. Harris Computer Corporation ("Harris") and City of Yakima, Washington ("Organization") RECITALS WHEREAS, the parties have entered into the Software License, Implementation, Support and Maintenance Agreement dated February 12, 2012 (the "Agreement"); WHEREAS, Organization wishes to license an additional software module from Harris, and Harris wishes to license such additional software to Organization together with certain professional services to be provided by Harris; and WHEREAS, the parties desire to amend the Agreement as set forth herein to provide for such software and services from Harris to Organization on the terms and conditions set out this Amendment NO. 1. NOW, THEREFORE, in consideration of the foregoing and the premises and mutual covenants hereinafter contained and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. Recitals; Defined Terms. The Recitals set forth above are true and correct in all material respects and are hereby incorporated into this Amendment by reference. Capitalized terms used in this Amendment (including, without limitation, the Recitals set forth above) but not otherwise defined herein shall have the respective meanings given to such terms in the Agreement. 2. Amendments. The Agreement is hereby amended as follows: (a) The last sentence in the definition of Software in Section 1.1(q) is hereby replaced with the following: "The Software to be provided by Consultant as part of this Agreement is identified in the attached Schedule "A". Third Party Software is not included in the definition of Software except where this Agreement explicitly states otherwise." (b) The following is added to the end of Schedule "A" to the Agreement: CIS Software Description Cayenta Software Cayenta CIS solution Customer Self -Service (web) Miscellaneous billing and AR APIs for Beacon AMI and Solid Waste mobile app Mobile Work Management GIS connector Conference registration for 6 employees CmyentaCIS v7.O($1Oper account for 25.00Oaccounts) Third Party Software Uniface system software Planet Press (PDF bill formatting) (c) The foliowing is added as to the end of Schedule "B" to the Agreement: Cayenta Licenses Amount Annual Maintenance CmyentaCIS v7.O($1Oper account for 25.00Oaccounts) 250.000 55.00O Customer Self -Service (wob) inc:|udeU - Miscellaneous billin nd AR included � APIs for Beacon AMI id Solid A/aste mobile app inc:|uded � Mobile Work Nmnagument 25.000 5.500 New item: GIS connector tnew tem) 15,000 3 300 New item: User Conference registration for 6 employees 5.250 License Sub -Total 280.000 68.050 3rd Party Licenses Amount Annual Maintenance Uace system xoft/ana 34.000 $ /.6'50 Planet Press (PDF bill K`nnmttmo) 10,000 2.200 3rd Party Licerise Sub -Total 44,800 9.850 Project Total $ 1,344,800 78,906 "Payment Schedule: The License fees for Cayenta and 3rd Parties are due 30 days after contract signing Support and Maintenance fees begin on July 1, 2015 The fees for Implementation Services ($1,010,000) shall be paid in the manner as delineated in the Statement of Work. The payment schedule will be based on milestone deliverables and will include a holdback payment for final acceptance Travel and living costs are additional and are billed as incurred (d) The Statement of Work attached hereto is hereby added to Schedule "D" to the Agreement and shall be deemed to be an integral part of the Agreement. (e) The following is added to the Agreement as Section 2 8 "Section 2.8 Third Party Software (a) Harris shall distribute to Organization the Third Party Software Organization shall pay Harris for the Third Party Software in the amount of the purchase price(s) listed on Schedule "B Harris and/or the Third Party Software manufacturer(s) will provide Organization with one copy of the then current user documentation for use with the Third Party Software (b) It is acknowledged by the parties hereto that the Third Party Software provided by Harris to Organization pursuant to this Agreement was developed and delivered to Harris by one or more third party software companies As such, the Third Party Software is licensed to Organization by the applicable licensor listed in Schedule "A" and subject to the terms and conditions of the applicable license agreement for such Third Party Software Harris makes no warranties, express or implied, with respect to the Third Party Software, including, without limitation, their merchantability or Implementation Services Amount Annual Maintenance CIS implementation (all core module) $ 900.000 $ New item: GIS integration $ 35 000 $ Cayenta Financials and Work Management upgrade Environment Management and Technical consu€tina $ 25.000 $ Environment Management (technicalwork covered by CIS project) $ (25000) $ - Upgrade general testing support (4 Months A $:5 000) $ 20,000 $ New item: Work Inquiry & Workflow enhancement for Water Dept_ $ 25 000 $ New item: Miscellaneous AR - Includes Core Cayenta Invoice and statement $ 30.000 $ Implementation Services Sub -Total (excludes T&M travel costs) $ 1,010,000 $ - Project Total $ 1,344,800 78,906 "Payment Schedule: The License fees for Cayenta and 3rd Parties are due 30 days after contract signing Support and Maintenance fees begin on July 1, 2015 The fees for Implementation Services ($1,010,000) shall be paid in the manner as delineated in the Statement of Work. The payment schedule will be based on milestone deliverables and will include a holdback payment for final acceptance Travel and living costs are additional and are billed as incurred (d) The Statement of Work attached hereto is hereby added to Schedule "D" to the Agreement and shall be deemed to be an integral part of the Agreement. (e) The following is added to the Agreement as Section 2 8 "Section 2.8 Third Party Software (a) Harris shall distribute to Organization the Third Party Software Organization shall pay Harris for the Third Party Software in the amount of the purchase price(s) listed on Schedule "B Harris and/or the Third Party Software manufacturer(s) will provide Organization with one copy of the then current user documentation for use with the Third Party Software (b) It is acknowledged by the parties hereto that the Third Party Software provided by Harris to Organization pursuant to this Agreement was developed and delivered to Harris by one or more third party software companies As such, the Third Party Software is licensed to Organization by the applicable licensor listed in Schedule "A" and subject to the terms and conditions of the applicable license agreement for such Third Party Software Harris makes no warranties, express or implied, with respect to the Third Party Software, including, without limitation, their merchantability or (f) fitness for a particular purpose and Harris accepts no liability of any kind whatsoever with respect to the Third Party Software. Any warranty Organization has with respect to the Third Party Software shall be solely provided by the Third Party Software licensor except where this Agreement may expressly state otherwise. (c) Organization acknowledges that IBM's relevant standard licensing and use terms, as amended by IBM from time to time, a copy of which is attached to this Agreement as Schedule "G", apply to its use of the IBM/Cognos products listed in Schedule "A" and that Organization is bound by such licensing and use terms. The standard licensing and use terms shall include anything described as a "Licensing Information Document" by IBM and all licensing files and NOTICE files that are included with the IBM/Cognos software or as may be supplied by IBM to Organization from time to time. To the extent that the terms in the Licensing Information Document or similar type documents provided by IBM differ from those in Schedule "G", the terms in the Licensing Information Document shall take precedence; (d) All such licenses are restricted licenses which means that the IBM/Cognos software may only be used with the Software. (e) Organization agrees that it shall not permit any third party to have access to the Third Party Software during the term of this Agreement and that the restrictions as set out in Error! Reference source not found. and Section 2.4 and the confidentiality obligations set out in Section 2.5 shall equally apply to the Third Party Software, subject to any specific permissions that are provided in the license provided by the third party licensor to the Organization." Section 7.1(b)(i) of the Agreement is replaced with following: "EXCEPT FOR DAMAGES ARISING OUT OF (a) THE CONSULTANT'S BREACH OF ITS CONFIDENTIALITY OBLIGATIONS OR (b) THE CONSULTANT'S INTENTIONAL MISREPRESENTATION, GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, BOTH PARTIES AGREE THAT THE CONSULTANT'S LIABILITY (UNDER BREACH OF CONTRACT, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE), IF ANY, FOR ANY DAMAGES RELATING TO THIS AGREEMENT SHALL NOT EXCEED (i) IN THE CASE OF DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE SERVICES, THE FEES PAID TO CONSULTANT BY ORGANIZATION IN RESPECT OF THE PARTICULAR SERVICES GIVING RISE TO THE CLAIM; AND (ii) IN THE CASE OF DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE SOFTWARE, THE LICENSE FEES PAID TO CONSULTANT BY ORGANIZATION IN RESPECT OF THE SOFTWARE." 4. General Provisions. 4.1 No Other Amendments. Except as specifically modified by this Amendment, the terms of the Agreement, including its schedules, attachments, appendices, and exhibits, shall remain unchanged and in full force and effect and the parties hereto confirm and agree to be bound by all the terms and provisions of the Agreement as amended hereby. 4.2 Entire Agreement; Amendment; Waiver. The Agreement, as amended by this Amendment, sets forth the entire agreement and understanding of the parties hereto with respect to the matters contemplated by the Agreement and this Amendment, and supersedes all prior agreements, arrangements, and understandings (whether oral or written) relating to the subject matter thereof. The Agreement may not be amended; waived, discharged, or terminated other than by a written instrument signed by the party against whom enforcement of such amendment, waiver, discharge, or termination is sought. 4.3 Counterparts. This Amendment may be executed in two or more counterparts (whether by facsimile or PDF signature or otherwise), each of which shall be deemed an original but all of which together shall constitute one and the same instrument. 4.4 Binding Effect. This Amendment shall be binding upon, and inure to the benefit of, the parties hereto and their respective successors and assigns. 4.5 If any provision of this Amendment shall be declared void or unenforceable by any judicial or administrative authority, the validity of any other provision and of the entire Amendment shall not be affected thereby. The titles and subtitles used in this Amendment are for convenience only and are not to be considered in construing or interpreting any term or provision of the Amendment. IN WITNESS WHEREOF, the parties have executed this Amendment as of the date first written above through their duly authorized representatives. N. Harris Computer Corporation City of Yakima, Washington By: �'� By. TODD 1 .too erisc Title: C11 -4F Fc✓4.'cJAL OgFrcy2 Title: STATEMENT OF WORK jATTAC Hl CITY OF a ima THE H[AWT Or CENTRAL WASHINGTON City of Yakima 129 North 2nd Street Yakima, WA 98901 USA STATEMENT OF WORK Between: e(yeVer N. Harris Computer Corporation And 4200 North Fraser Way, Suite 201. Burnaby, BC V5J 5K7 Canada For: A Customer Information System (CIS) AND Upgrade of Existing Cayenta Financials and Work Management Systems Agreement Date: 3 June 2015 This Statement of Work (SOW) is entered into on the 3 June, 2015 by and between N. Harris Computer Corporation, with principal offices in Ottawa, Ontario (hereinafter "HARRIS"), and the City of Yakima with principal offices in Yakima, WA (hereinafter "CITY"). Cayenta, a division of N. Harris Computer Corporation, is the entity expected to deliver the services defined within this SOW. HARRIS and the CITY shall perform in accordance with this SOW. When mutually executed for implementation, this SOW and the documents listed below become contractually binding on HARRIS and the CITY under the terms and conditions of the Master Software Agreement. Background Statements: Cayenta Statement of Work for 1 of 112 Cityof Yakima Dated 19 May 2015 Cm of 7N[ MIAi a ma RT a cnn�,w W eye* (A) HARRIS provides a range of computer services and software to utilities with a view to achieving a business solution which meets the documented Customer Information System requirements of the CITY; (B) The CITY wishes to engage HARRIS for the implementation of a new CIS Solution, and HARRIS agrees to provide such services and/or software as agreed to in the terms set out herein; and (C) The documents listed in the chart below set out the general terms which will govern the provision of all services and/or deliverables to the CITY by HARRIS. HARRIS shall perform the services and provide the deliverables defined in the following documents: "Agreement" Software License Implementation Services and Maintenance Agreement (SLISMA) and SLISMA Amendment for the CIS project, dated 20 August 2012 and 3 June 2015 respectively Referenced, not in this document "Statement of Work" or "SOW" The Statement of Work, Payment Schedule, Deliverables, Business for Customer Information System, dated 3 June 2015 This document "Project Schedule" Project Schedule — transmitted to the CITY 3 June 2015 Section 10.1 The AGREEMENT consists of the Contract Documents as defined in above. If any discrepancy exists in the interpretation of the Contract Documents, such discrepancy shall be resolved in the order they are listed above, with the top document taking precedence over the one below it. These documents define the scope of this project and will guide its execution. The conclusion of this project is defined by HARRIS and the CITY, as HARRIS having met the requirements for all deliverables within scope of the project upon completion. The purpose of this Statement of Work is to set forth in detail the Software and Services deliverables to be provided by Harris, the milestones, schedule and acceptance criteria for such deliverables, the process for changes in scope and the respective responsibilities of Harris and the CITY in connection with the implementation of the Software. IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Statement of Work on the Effective Date: City of Yakima Name: (Signature) N. Harris Computer Corporation Name: (Signature) %�� Name: 1 -Oki 1�C-(J(,(- ie -- Name: —rtriP 12sc kt 4e3:sa. ' (Print) /, (Print) (Title: LO.C' Title: GH.fGF FS,4,a L QRZeit' Date: 6-,4-1C cnyCONTRACT ►"tPi): 21 20, i RESOWTION NO20 / 5 - b 3 ((9k-I(9k-I(9k-I".-..1Q ► �.t.S w (7 -o1? -03q 2of112 City of Yakima Dated 19 May 2015 Cayenta Statement of Work for CITY OF Yakima THE HEATOICEN1.ALWASHINGTON Document Revision History e.dye4-f This section is used to track the SOW revision history. Author Date Reason for Changes Version Stephen Burrowes Initial draft version. V1.0 Scott MacKendrick Updates V1.2 James Shields May 4, 2015 Updates V1.3 Patricia Tovar, Liju Poovathukaran May 9, 2015 Updates as per Corrine and James Dean questions and concerns meeting May 5th, 2015 V1.4 Stephen Burrowes and Mark Langton May 11, 2015 Updates V1.5 Jeff Tompkins and Joe Brookhouse May 20, 2015 Updates and comments V1.6 Scott MacKendrick May 24, 2015 Updates and responses to comments V1.7 Scott MacKendrick May 27, 2015 Update to data conversion MP#s in Deliverable Table V1.8 Cayenta Statement of Work for 3 of 112 Cityof Yakima Dated 19 May 2015 CITY OF aima THt HtART OI CtKTw* WA$HINOTON Table of Contents Gaye 1 Definitions 7 2 Project Introduction 14 2.1 Project Statements 14 2.2 Project Goals and Objectives 14 3 Project Assumptions and Responsibilities 16 3.1 HARRIS Project Responsibilities 17 3.2 Client Project Responsibilities 20 4 Implementation Scope and Services 24 4.1 Solution Overview 24 4.2 Solution Environment 26 4.3 Implementation Approach 33 4.4 Project Execution, Monitoring and Control 34 4.5 Phase 0 — Preparation 35 4.6 Phase 1 — Discovery and Configuration 37 4.7 Phase 2 — Custom Development 40 4.8 Phase 3 — Data Conversion 43 4.9 Phase 4 — Test Planning and Execution 48 4.10 Phase 5 — Training Planning and Delivery 55 4.11 Phase 6 — Deployment and Go -live 58 4.12 Phase 7 — Transition (Post Implementation Support) 61 5 Project Management Methodology 64 5.1 Project Governance 64 5.2 Conflict Resolution 65 5.3 Project Schedule 66 5.4 Project Scope 67 5.5 Change Control 67 5.6 Risk Management 69 5.7 Incident Management 69 Cayenta Statement of Work for 4 of 112 City of Yakima Dated 19 May 2015 CITY OF TN[ N[A. a ima IIT Or C[NTNAI WA�N�NOTON eye* 5.8 Communications 70 5.9 Organizational Change Management 70 6 Project Teams 71 6.1 Project Managers (PM) 71 6.2 The CITY's Project Team 72 6.3 74 6.4 HARRIS Project Team 74 6.5 Staffing Replacements 76 6.6 Business Hours and Time Away from The Project 76 6.7 Project Organizational Chart 77 7 Project Facilities and Resources 78 7.1 Office Space & Supplies 78 7.2 Computers 78 7.3 Communication 78 7.4 Project/Conference Rooms 78 7.5 Training Facilities 78 8 Project Deliverables 79 8.1 Table of Deliverables 79 8.2 Acceptance of Project Deliverables 79 9 Compensation and Payment Schedule 81 9.1 Fixed Price 81 9.2 Structure of Payments 82 9.3 License Fees 82 9.4 Travel and Expense Policies 82 9.5 Payment Terms 84 10 Appendices 85 10.1 Project Schedule 85 10.2 Change Order Document 86 10.3 Change Order Document (cont'd) 87 10.4 Supplemental Services 88 Cayenta Statement of Work for 5 of 112 Cityof Yakima Dated 19 May 2015 CITY OF a ima TNt M[A.? O CCNT.AL WAWMOTOM Gyeoti 10.5 Interfaces and Modifications 89 10.6 Optional Items 92 10.7 Milestone Payments 93 10.8 Table of Deliverables 95 Cayenta Statement of Work for City of Yakima 6 of 112 Dated 19 May 2015 CITY OF TR HEA a ima RT O► CEMt11Al WAEHINOTON 1 Definitions eye* In addition to the definitions contained elsewhere in this Statement of Work, the following terms shall have the following meanings. Where any word or phrase defined below, or a pronoun used in place thereof, is used in any part of the Statement of Work, it shall have the meaning herein set forth. These definitions apply to this Statement of Work. IDefinition/Term Name Definition/Term Description Additional/Optional Products Additional/Optional Products are modules or standalone applications or licenses that the CITY has purchased as part of this project. Agreement Generally refers to the contract between the CITY and HARRIS. This SOW forms part of the Agreement, along with the License and Services Agreement, and Support and Maintenance Agreement. AppCon Application Consultant — a HARRIS resource that is knowledgeable in the Solution and aides the City in implementing the software. One or more AppCons may be assigned to the project and will combine on-site and off-site time to complete the project. As -Is Business Process A Document that describes the steps, people, and resources involved in completing specific business activities. The As -is process documents describe how the process is executed in the current/legacy production environment and can form the basis for the To -be business process that describe how things will be done with the new Solution. Best Practices Techniques, process and settings that enable services to be delivered more effectively and efficiently. This is based on HARRIS' experience with its software and the CITY's and not necessarily on any industry best practices. Business Process Business Process Procedures that will provide documentation of daily operational process steps and system transactions to facilitate configuration, testing and training. Business Requirements Document (BRD) The BRD is the first step in the development process for customizations including modifications, interfaces, portals, letters, forms, web pages and custom reporting. The BRD contains the business requirements of the CITY for the particular modification, interface or report being described. HARRIS will gather these requirements for discussions, demonstrations and examples, and present them back to the CITY in a formatted document. The CITY will review and approve the requirements and use cases before the development process will proceed. The BRD is translated into a function design in the FDD. CayStone HARRIS's web -based testing and incident management tool used to manage a project's requirements, configuration, tests and incidents in one environment, with complete traceability from inception to completion. CayStone forms the hub of the project's tracking and communications and will be utilized by all project team members. HARRIS will provide training on this important software tool. Change Control The process that will be used throughout the project for controlling/managing project scope, schedule, and cost changes. Changes can be time, scope, or cost changes that impact the original project scope. HARRIS will prepare cost estimates to support the CITY's decision on moving forward with a requested change. In the event of any disagreement with respect to the application of the Change Control provisions in this Cayenta Statement of Work for City of Yakima 7 of 112 Dated 19 May 2015 CITY OF a THE HUNT a C[NTRAL W*rma SN1NG10N Definition/Term Name Definition/Term Description SOW or any other matter related to change control, the parties will defer to the change control provisions of the Section 5.4 and 5.5. This will be a formal process requiring approvals by representatives from both HARRIS and the CITY. Change Order Is the agreed to documentation format between the CITY and HARRIS evidencing their agreement to change particular aspects of this Agreement or its subsidiary documents. Changes can be monetary or non -monetary depending on the nature of the change. The Change Order is part of the Change Control process. CIS Customer Information System (includes billing). Cayenta Utilities (CU) will be utilized. The CITY References the City of Yakima and authorized agents. The City Project Manager The CITY Project Manager(s) The PM will be responsible for day-to-day management and reporting of the Project on behalf of the CITY. Close-out (Plan) The Close-out Plan is a document that defines the conditions that must be met by both HARRIS and the CITY in order to bring the project to closure and produce the final invoice. The Close-out Plan will be agreed to prior to Go -live. Code Freeze Before User Acceptance Testing (UAT) and before completion of the final stages of Integration Testing (8 to 12 weeks before Go -Live) it will become necessary to stop making significant changes (configuration, modifications and fixes) to the Solution. This is necessary to ensure that the Solution is stable to enable the User Acceptance Testing to be conducted. Patches containing critical priority defect resolution for any defects found late in Integration Testing may be applied during the Code Freeze only under mutual agreement of the parties. Configuration Process of setting preference and control codes, as well as building SQL queries in the Solution in order to have the solution meet the CITY's specific requirements. Configuration does not require programmatic software changes by developers, but is performed by application consultants and/or the CITY project members. Consultant or Vendor References the name of the consultant, HARRIS, or more specifically Cayenta a division of the N. Harris Computer Corporation. Conversion These are the procedures and routines required to transform the data in the legacy system(s) to the HARRIS Solution. HARRIS is responsible for getting the converted data into the HARRIS Solution, where the CITY is responsible for getting the data out of the legacy system(s) to intermediate staging tables. Conversions can be performed against partial or full data sets as required. Core Team This is the team of the CITY employees and authorized agents that are dedicated to the project. The project schedule will determine the staff levels required for the duration of the Project. This group shall consist of individuals that have specific business knowledge/expertise that will greatly assist in the configuration, testing and training of the Solution. This group will become the 'super users' of the Solution as a result of their efforts on the Core Team. Cayenta Statement of Work for City of Yakima 8 of 112 Dated 19 May 2015 'Ya rM[ HG117 Yakima WC NT1tAL WA$MIMGTOM IDefinition/Term Name Definition/Term Description Courseware End-user training materials that will be developed from HARRIS supplied templates to facilitate end-user training execution. Co -Responsibility Both The City and Consultant share the responsibility for the deliverable. Critical Path The critical path of a project is the sequence of activities (as defined in the Project Schedule) that takes the longest amount of time to complete at any point during the project. Cut -over (Plan) The Cut -over includes all activities required to prepare for the transition from testing the new Solution to production processing with the Solution. The activities will include ensuring security is set, user profiles are established, closeout of pending actions in the legacy system, manual data conversions if required, roll-out of system to end users and other activities HARRIS and the CITY deem necessary. Cycle Parallel Testing / Bill to Bill Comparison Process of comparing bills generated from the legacy system and the new HARRIS Solution to compare mass volumes of rates and charges. Data Extract The set of data extracted from the legacy systems for transfer into the HARRIS Solution. A new data extract is required for each conversion and for Go -live. Data Mapping The process of assigning legacy system data elements to target data elements in the HARRIS Solution data model for purpose of transformation. Data Model Visual description of data objects, their attributes, and the relationships between them. Deliverable A Deliverable is a document, work activity or a service that is performed specific to the project to support the completion of the project or a key piece of the project. Deliverables are sometimes tied to payment milestones, but not always and may be the responsibility of either HARRIS and/or the CITY to provide. Deliverables identified in Appendix Section 10.10 of this document will require approval, accepting the document/work. Deliverables will be managed within CayStone and sign -offs provided from that tool or another Project Management tool. ERP Enterprise Resource Planning. This refers to a system or group of inter -related systems that work together to manage the primary aspects of the company's business. Executive Steering Committee (ESC) The ESC will include a group of the CITY executives, the CITY Project Manager, and HARRIS Project Director and Project Manager. This group will meet monthly or on a regularly scheduled basis to be determined to review project progress and assist with key decisions, as requested, to keep the project on track. Fit Gap The process of identifying differences between the CITY's As -Is business processes and the core functionality of the Solution. Fall Back Plan Cut -over planning includes risk and contingency planning. A component of the contingency planning will include processes and procedures that will be used in the event that the CITY needs to roll back to legacy system(s) after the Go -live. Cayenta Statement of Work for City of Yakima 9 of 112 Dated 19 May 2015 CITY OF TN[Ncwwro i a ma o►CtN WA$HNG1ow eyeA- Definition/Term Name Definition/Term Description Fixed Price The total cost for implementation services (excluding travel) to be paid to HARRIS to deliver the items identified in this SOW. These costs cannot be increased as long as the scope does not expand beyond the items in this SOW, and the timeframe and hours do not expand, subject to a change order. Change Orders can be executed to change the Fixed Price. In these cases, the parties will defer to the Change Order process agreed to as an SOW deliverable at the start of the project. FMS Financial Management System. Cayenta Financials (CF) will be utilized. Functional Design (FDD — Functional Design Document) This document defines the functional design for each piece of custom work (modification, interface, report) that the developers must build into the Solution to enable users to accomplish their work (in addition to the Functional Design, see below). The FDD is a response to the BRD (business requirements for each piece of custom work) that describes how HARRIS will meet the requirements. Both BRDs and FDDs go through approval processes before the custom work will begin. Where the custom work is not overly complex, a Thin Spec may be used in its place. A Thin Spec is similar in function to the FDD, with Tess complexity, but serving the same purpose, including approvals. Functional Test Singular unit test of an object such as a screen, report or batch program. These tests will focus on specific functions. Functional Tests will be performed for all base system features to be used by the CITY, as well as configurations, modifications, interfaces, portals, reports, letters and forms. Functional tests do not utilize converted data to minimize the source of issues that may be encountered. Go -live Means the event occurring when the CITY first uses the Solution as the Organization's production system(s) (the point at which the CITY starts maintaining daily operational information in the Solution). HARRIS For the purposes of this document, HARRIS refers to CAYENTA, a division of N. Harris Computer Corporation, Consultant, or Vendor. Interface Passing of data between two separate and distinct systems can be accomplished via real time or in batch mode. Integrated Test Integrated testing tests the Solution including all features and functions, configurations, modifications, interfaces, reports, custom code developed working together with all associated reports, screens, transactions, and interfaces. Integrated testing should also test a variety of scenarios covering different types of customers, accounts, locations, user categories, dates, etc. Integrated testing is structured in nature and has expected results. Integrated testing will utilize converted production data in a test environment along with interfaces to other test systems. Jira Jira is the HARRIS development tracking system. Similar to CayStone but used exclusively by HARRIS developers. Not all incidents in CayStone are defects, but those that are defects go into the Jira system to enable the development team to manage their workload. AppCons will create the Jiras as required and link them to the CayStone incident for visibility by the project team. Cayenta Statement of Work for City of Yakima 10 of 112 Dated 19 May 2015 CITY of im,.a a INC HART Or C[NTAAL WAIHINGTON aye* IDefinition/Term Name Definition/Term Description Known Defects Database A database of identified issues and fixes for Cayenta Utilities, accessible via the HARRIS eSupport web site. These are contained in the 'release notes' for each monthly product update. Legacy System References the CITY's existing system(s) that is being replaced. PMI Project Management Institute PMBOK Project Management Body of Knowledge — an accepted standard for project management terminology, tools and techniques as defined by PMI. Priority Critical This classification designates a programmatic or configuration defect that renders a business critical component of the Solution unusable or inoperable. This error is a loss of the capability to perform a critical business function. A workaround does not exist, and testing cannot be performed until the problem has been corrected. Errors that impact critical business processes that put Go -live in jeopardy are automatically classified as a Priority Critical. Errors that impact financials and key customer facing issues are usually classified as a Priority Critical, but may be Priority High. Priority High This classification designates a programmatic or configuration defect that renders a key component of the Solution unusable or inoperable. This error is a loss of the capability to perform an important business function. A workaround does not exist or the workaround is so difficult that if the Solution were in production, this defect would result in a serious impact to the business efficiency. Most project issues will be High or lower (Medium & Low). Priority Medium This classification designates a programmatic or configuration defect that has created a limitation to the documented capabilities: to include but not limited to the application, the application modules and the user interface. This limitation stops the user from performing the normal use of the application; however, a mutually agreed workaround does exist. Testing can continue to be performed on the module with a workaround. Priority Low These program or configuration errors do not limit the capability of the application or function, but are cosmetic or minor in nature. There is a practical workaround or the defect does not impact the City's operation of the application in any significant respect. Mock Go -Live A mock go -live will consist of a test of activities (automated and manual that can be practically performed without disturbing on-going operations) to be completed as part of cut -over to production process. The mock go -live is staged in a similar manner as the pre -go -live steps and procedures including full data conversions and validation. The purpose of this test is to ensure that all go -live activities have been defined and estimates identified for the time and resources required to perform them. Mock conversions may require evening or weekend work to best simulate the Go -live conversion and ensure the maximum computing resources are available. Cayenta Statement of Work for City of Yakima 11 of 112 Dated 19 May 2015 Crrr „a Yakima TNt Ht4K OI CCNMA . WAtNINGTON Oyeqr IDefinition/Term Name Definition/Term Description Modification A Modification shall be defined as custom code that is inserted into the standard HARRIS product to meet the specific business needs of the CITY. Modifications become permanent additions to the product and will always be available in future releases and upgrades of the software. Organizational Change Management The activities, events, processes and procedures that are employed for handling transformation of the organization from one system environment to another. This relates mainly to the people and business processes. Performance Testing This testing will exercise the Solution to ensure the Solution will achieve the stated performance as stated in this document. Performance testing will be designed by HARRIS and the CITY and will be performed with the CITY resources to adequately stress the Solution to demonstrate its responsiveness and suitability to production use. Process Design The process design is conducted during business process modeling activities and focuses on conducting business process design work in the context of the Solution environment. This design work will address operational and organizational changes required to implement the proposed solution. Products This refers to each of the software products that will be implemented as part of the Solution. The primary products are Cayenta Utilities (CU), and third party systems that have been purchased through HARRIS. Project Schedule The Project Schedule is an MS Project Gantt Chart that is built around the work breakdown structure (WBS) and contains all the necessary activities, dependencies, resources and labor hours. The Project Schedule will identify the critical path of activities for the project, which helps the PMs communicate and drive the dates that must be met to keep the project on schedule. The Project Schedule will include completion dates for critical milestones and any change to these dates will require a Change Order. Quality Assurance The process of verifying that the proper processes and procedures have been adhered to on the project from a methodology as well as project management perspective and that the deliverables produced on the project include the appropriate content and meet expectations. Risk Register A tool that acts as a central repository for all risks identified by the project or organization and includes information such as risk probability, impact, mitigations, risk owner, etc. Solution/System Means the integrated combination of the HARRIS software and Third Party software modules described in this agreement, the described scope and all other activities and deliverables described in this document. System Acceptance Execution of a document by which the CITY acknowledges and agrees that the Solution is performing acceptably and that HARRIS has completed all deliverables within the scope of the project and the Close-out Plan. Cayenta Statement of Work for City of Yakima 12 of 112 Dated 19 May 2015 CITU OF Ya rma THE HEART Of CtNT.AL WASHINGTON IDefinition/Term Name Definition/Term Description Subject Matter Expert (SME) Subject Matter Expert — a person who is either a full-time member of the project team or participates on an ad-hoc basis as requested. A SME has particular business process knowledge that is vital to understanding the business requirements, in order to configure and confirm the Solution. Test Plan Document that outlines a strategy or approach for testing. A project test plan would include the schedule, instances/environments, tools, testing stages, and defect tracking process for all project testing. Test Script/Scenario Document that describes what steps and actions are required to test a particular feature or function. The document also describes the specified expected results. Within CayStone, test scripts are defined by test cases that are combined into test sets. Third Party A 3rd party is any organization, other than HARRIS and the CITY that is involved in or can affect this project and successful Go -live. To Be Business Process A Document that describes the steps, groups, and resources involved in completing specific business activities. The "To Be" process documents how the process will be executed in the future using the Solution in the CITY environment and where applicable, are adapted from the As -is business processes that the CITY currently has, modified to account for the changes made during Discovery with the way business will be conducted utilizing the Solution. User Acceptance Test The final test phase. These tests are all inclusive of the project scope and all scope items must be completed prior to the beginning of each of these tests. UAT seeks to replicate daily operations for the CITY so that they can validate the Solution in a context more similar to the way the Solution will actually be used. Harris refers to UAT as Daily Operations. Walkthrough Process where HARRIS conducts a meeting to review a deliverable with the CITY. Walkthroughs are intended to orient the CITY to the deliverable, but not review all the details. The CITY is expected to do this within the approval timeframe as described elsewhere in this document. WMS Work Management System. Cayenta Work Management will be utilized (CW). Cayenta Statement of Work for City of Yakima 13 of 112 Dated 19 May 2015 Cm of Yakima na Hulaacnmuu.wAs.urwrow 2 Project Introduction 2.1 Project Statements The City provides water and sewer services to around 25,000 customers. The CITY has embarked on this CIS replacement project for the purpose of implementing a new technology system to improve the organization's overall performance. This project will replace the CITY's current legacy system with HARRIS's Cayenta's CIS product in addition to upgrading current Cayenta products. The resulting integrated ERP Solution is comprised of the Cayenta Utilities (CIS), Cayenta Financials (FMS) and Cayenta Work Management (WMS) software and the Cognos BI reporting engine (as defined in the Software License Agreement). The CITY will supply the computing hardware and infrastructure as well as the desired relational database as necessary for the Solution to function. HARRIS will provide program management, and implementation services for installation of the CIS Solution for the CITY. The CITY and HARRIS will implement the Solution with a phased approach starting with the implementation of CIS followed by the upgrade of the existing Cayenta products (WMS and FMS). HARRIS has reviewed the project schedule, their planned resource levels and the resource requested of the CITY (at the specified knowledge and skill level) in this SOW and the Project Schedule, and has allocated adequate time and resources within the Fixed Price to provide all deliverables in accordance with the Project Schedule and to meet the Start to End -of Transition timeframe. The CITY has reviewed the project schedule, and their planned resources, to meet those requested by HARRIS, and are in agreement with the project schedule and are committed to meeting project Start -to -Close timeframe. The definition of effort described in this SOW and the Project Schedule form the basis for the pricing of this project. Changes in scope to either or both that are requested by the CITY could result in cost changes, following the Change Control process outlined in this agreement. If HARRIS fails to perform its obligations under this agreement in a timely manner or to provide adequate resources to meet the completion dates set forth in the Project Schedule, resulting in a delay in the Project, HARRIS shall provide the CITY with a written plan to resolve such failure and get the project back on schedule, which plan may include the addition of resources at Harris's expense as necessary to remedy the delay prior to the next milestone. In no event will HARRIS be entitled to a change in the Project Schedule for a delay that results from its failure to perform, provided, however, that the CITY may agree to an extension through the Change Control process to reflect changes in the Project Schedule beyond the Go -live timeframe provided. If HARRIS cannot provide any deliverable or perform any services in accordance with the Project Schedule as a result of the failure of the CITY to perform its obligations under this agreement in a timely manner, then HARRIS will be entitled to request any necessary extension of the Project Schedule and any additional costs incurred by HARRIS as a result of the delay through the Change Control process. The CITY will not unreasonably withhold its approval of such a request. 2.2 Project Goals and Objectives The goal of this project is to procure and implement a new Customer Information System (CIS) for the City. The City is replacing the existing utility billing and reporting systems with Cayenta's Solution. The primary objectives of this project are the following: 1. Implement a new CIS solution. 2. Upgrade the existing Cayenta Financials and Work Management systems to provide better integration to the new CIS. Cayenta Statement of Work for 14 of 112 City of Yakima Dated 19 May 2015 CITY OF kin) To Yakima r Ctm.M.WAS.IlncroM 3. Implement a new CIS Solution that utilizes as much out-of-the-box functionality as possible. The CIS Solution must implement best practices for all systems. 4. Implement a new CIS Solution that is stable and is proven to perform at a level required to support the City system users in executing day-to-day business operations. 5. Implement a CIS that provides a robust, flexible, real time reporting system. 6. Implement a CIS that will allow a seamless integration with the City's operations and reporting needs, both internally and externally. 7. Implement a new CIS that has a visually intuitive, logical user interface that is based on contemporary graphical user interface design practices. 8. Implement a new CIS built on a reliable and sustainable platform to allow for future implementation of new business procedures. Guiding Principles for the Project The CITY and HARRIS agree to the following principles to guide the Project and our working relationship: • First and foremost, we will work together to forge a long-term partnership between our companies. The project will last many months, but the business relationship will go on much longer. • We recognize this is a project and not normal daily operations. All team members may not be accustomed to the demands of a project and will have to readily adjust to the needs of meeting deadlines and multi- tasking for this project to be successful. • We acknowledge that while the timeframes and milestones in this agreement and the project schedule may not always be fully understood by all, it is critical to work diligently towards those dates as tasks build on one another and delaying one could have a ripple effect on the rest of the project and consequently the Go - live date. • We recognize that time is of the essence with respect to adherence to the Project Schedule, so making the best decisions possible within the timeframe allotted and sticking to the decision is vital. If later, adjustments are absolutely required, they will be made and the Change Control process will be followed. • We will keep the project moving forward by making decisions in an expedient manner. If additional personnel beyond the team are required to make a decision, we will identify those parties and the change management process to be followed early to keep decisions from being delayed. • We acknowledge that there will be challenges during the project; we will address problems head on and openly with each other. All parties will conduct themselves honestly and with respect in all situations. • We will seek to understand each other's point of view and work collaboratively to find solutions to problems. • We will remind ourselves to remain focused on our project goals and on activities that will continue to move the project forward to a successful outcome. These principles define how we wish to work together during the implementation of the Solution. Due to the pressures of a project such as this and the inevitable risks (unknowns) that will be introduced over the life of the project, there may be times when both parties may not feel we are working well together or towards the same objectives. At those times both parties will refocus on the critical importance of the project, review the guiding principles and find a mutually agreeable path through the difficulties. Cayenta Statement of Work for 15 of 112 City of Yakima Dated 19 May 2015 CITY of c.mg.a TN[ HtANT OI C[HTIUI WAWU,6TON 3 Project Assumptions and Responsibilities eye qr The following assumptions have been made in the development of this SOW and the Project Schedule and form the basis for the timeframes, level of effort and costing contained herein. Should these assumptions prove not to be true, then adjustments may be required and will be addressed through the Change Control process. General Assumptions: 1. The Fixed Cost will be firm for the services identified herein through the project duration and post - implementation support, as identified in this SOW and timeline defined in the project schedule. 2. All scope and schedule changes identified by either the CITY or HARRIS throughout this project will be documented and managed through an agreed upon Change Control process. 3. The CITY and HARRIS will minimize the impact of competing initiatives and/or projects within their respective organizations that will have a negative impact to this Project. 4. The CITY and HARRIS understand the project scope and Project Schedule and agree to communicate and adhere to that scope and the timeline, thus setting the proper expectation level with the project team, stakeholders and management. 5. The CITY is willing to implement HARRIS "Best Practices" in order to minimize the need for unnecessary or additional software modifications beyond those modifications already identified in this SOW. 6. The CITY and Harris will utilize a mutually agreed to Best Practice project management methodology to permit HARRIS to execute this SOW in the most efficient and effective manner possible. 7. HARRIS and the CITY will have project managers whose responsibility to the project is to manage the overall implementation to a successful conclusion for both the CITY and HARRIS. The PMs will work collaboratively and respectfully to forge a strong partnership that will contribute to the success of the project. 8. Staffing issues will be resolved between the CITY and HARRIS Project Managers. Both parties will make every reasonable effort to maintain stable project staffing for the life of the project and minimize disruption to the project. 9. A project of this nature has inherent risks that could result in delays to putting the Solution in production. Both parties agree to engage in a formal risk management process to minimize the impact of any and all risks identified. 10. Communications is a vital part of managing a project and information sharing between all team members, and management, is crucial to success. HARRIS and the CITY will create an environment that facilitates and simplifies communications using formal (email, CayStone, etc.) and informal (co -location, ad hoc discussions, etc.) methods. Staffing and Space Assumptions: 1. The CITY project team members and HARRIS personnel will be co -located at a CITY facility and away from the daily operations environment. 2. The CITY will provide adequate working and meeting space for the project team and associated personnel to work comfortably and effectively as a team. 3. The CITY will provide all the necessary office equipment for the joint team to function efficiently and effectively. 4. Both parties agree to work a reasonable amount of added hours (when required) to help complete project deliverables and to make project timelines. Cayenta Statement of Work for 16 of 112 Cit of Yakima Y Dated 19 May 2015 CITY OF a ima TN[HrA raCCHT ALWA$HIwG1OM 5. The CITY and HARRIS Project Team members are expected to take normal vacation and holiday days throughout the course of the project except during stages of the project where their presence is critical. The Project Managers will review any requests for their respective staff for time away from the project before approval is granted. 6. Both parties will provide qualified resources to meet the mutually agreed-upon Project Schedule and milestones for implementation of the Solution. Failure to do so may result in project delays. . Technical Assumptions: 1. The CITY will have the necessary computing infrastructure and agreements/licenses in place prior to the project kick-off event. 2. The CITY will provide remote and local access to the Solution environment and associated project folders and files for HARRIS personnel, subject to compliance by HARRIS personnel with the CITY security protocols for network access 3. The CITY will have test environments available for other systems to which the Solution will integrate, to allow for unimpeded testing of the Solution. 4. The Solution will run on the platforms as identified in the Platform and Software version support matrix. 3.1 HARRIS Project Responsibilities The following definition of responsibilities are provided to clarify the individual and joint responsibilities of HARRIS and the CITY throughout the major phases of the project that can be found detailed in Section 5 of this document. General: 1. HARRIS will utilize current versions (2010/2013) of Microsoft products, including MS Word, MS Excel, MS Project, MS Visio, MS PowerPoint and MS SharePoint, to produce deliverables according to HARRIS technical standards. Should HARRIS not operate at the same versions as the CITY, HARRIS will make reasonable efforts, within Microsoft product capabilities, to save documents and deliverables to a level that would be accessible by the CITY and requests the CITY to do the same for HARRIS. Staffing: 1. HARRIS will provide a dedicated project team and staff the project with resources that are familiar with business process and practices relative to the CITY's operations. 2. HARRIS will be responsible for coordinating third party vendors for products and services that have been subcontracted for by HARRIS. 3. Work will be conducted by HARRIS project team members at both on-site and off-site facilities with remote access to the Solution environment. 4. HARRIS will appoint a Project Director to the project to oversee the HARRIS efforts. This individual will not be involved on a day-to-day basis and will primarily interact with the HARRIS PM and the CITY Project Sponsor. The Project Director will participate in the monthly Executive Steering Committee meetings. Cayenta Statement of Work for 17 of 112 City of Yakima Dated 19 May 2015 CITU of ma ayeh TM6 NGRT Of CCMTRLL W�SMD GTOM ayehtf Project Management: 1. HARRIS shall have responsibility for the successful completion of this implementation project as defined in this SOW, in partnership with the CITY Project Manager and cooperation from the CITY with respect to timely performance of the CITY responsibilities. 2. HARRIS is responsible for conducting project -related administrative activities including the development and maintenance of a Microsoft Project based schedule. 3. HARRIS will work with the CITY to establish the electronic project office including: project directories, calendars, status reporting and other items as agreed to. Data Conversion: 1. HARRIS will develop a conversion strategy/plan to move data from the legacy systems to the HARRIS Solution and present to the CITY for review and approval. 2. HARRIS will provide the CITY with file layouts and formats of HARRIS's staging tables. The mapping of source data to the target environment will be done in a joint HARRIS and CITY workshop. HARRIS and the CITY will prepare the mapping specifications based on these sessions. 3. HARRIS will design, develop and unit test the conversion routines to move the data from the intermediary staging tables to the target Cayenta tables (the CITY is responsible for data extraction from the legacy system into the staging tables). 4. HARRIS will provide conversion audit reports to summarize the results of the conversion. 5. HARRIS will run each database conversion process and verify the quality of the data in a test environment before turning it over to the CITY for further validation. 6. HARRIS will lead a Mock Go -live process to validate all activities required for a complete and successful conversion. Development: 1. HARRIS assumes responsibility for delivering any core interface configuration, QA testing and roll-out for the HARRIS Solution side of the core interfaces as defined in Section 10.5 on Interfaces and Modifications. 2. HARRIS is responsible for any modifications to the Solution to meet the CITY's requirements as agreed to herein. Modifications identified during the Discovery phase or later in the implementation (not already identified in Section 10.5) will be processed under a Change Order at a potential additional cost and the schedule impact will be assessed at that time. 3. During the Custom Development process, HARRIS consultants will gather requirements from the CITY for each of the identified modifications (this includes reporting needs) which outline the specific software changes needed to meet the business requirement. 4. During the Discovery workshops, the hours required for any new custom development (modifications, reports, interface, portals etc.) will be tracked. If the CITY determines that an item that was captured in the final pricing as requiring custom development is no longer needed, those hours will be reallocated to the 'Development Bucket' and reallocated to other new work via Change Orders. Any hours not allocated after the Discovery process is complete will remain available to the project until the end of Post Implementation Support period. These hours may be used for any BI (report/portal/interface) development or software modifications as required that is not currently in scope of this agreement. If additional hours are required that are not available in the Development Bucket, then HARRIS and the CITY will execute a monetary Change Order for the additional effort and cost based on the rates provided in this SOW. Cayenta Statement of Work for 18 of 112 City of Yakima Dated 19 May 2015 CITY OF cwm‘ a THt H[A.T O/ CtHTUAL WA HIMGTOH eye* 5. HARRIS will take the requirements defined and approved in the BRD and produce a Functional Design Document (FDD), also referred to as a 'spec'. The FDD will be provided to the CITY for review and approval prior to the start of development. 6. HARRIS will perform all code modifications and report development as defined herein and through the Change Control process. 7. HARRIS will be responsible for performing quality assurance of all product modifications, interfaces, reports and/or forms developed by HARRIS prior to delivery to the CITY for further testing. System Testing: 1. HARRIS will provide the testing plans for Functional and Integrated Testing. 2. HARRIS will provide core test scenario templates for testing (the CITY will customize as required). 3. HARRIS will provide a test tracking and incident management tool, CayStone, for the CITY team to utilize, and HARRIS will triage new incidents to facilitate timely resolution. During triage, HARRIS reserves the right to change the incident Type and Priority to properly describe the issue. HARRIS will consult with the CITY when doing so to ensure both parties properly understand the issue. 4. HARRIS will provide resources for product fixes resulting from defects identified during the system testing process. 5. HARRIS will respond to incidents via CayStone regarding problems or questions that the CITY testers encounter. This is the preferred method of communication when it comes to testing and managing other aspects of the project such as training needs, cut -over tasks, business process changes, etc. Email should be kept to a minimum so that the history of every incident is captured in one place and is accessible to all. 6. HARRIS will be responsible for managing the configuration of the Solution through the use of a 'GOLD' instance of the application that will be documented in the HARRIS testing and incident management tool, CayStone provided, however, that the CITY will actively participate in the configuration change process. Training: 1. HARRIS will provide a CIS overview training session prior to Discovery for the core team. 2. HARRIS will provide Train -the -Tester training on how to use CayStone to run tests and for basic Solution navigation prior to the start of Functional Testing. 3. HARRIS will provide a Train -the -Trainer approach to accomplish the end-user Training. 4. HARRIS will support the CITY with the development of the end-user training plan. HARRIS will provide end-user training materials that can be modified by the CITY to meet the specific needs the configured and modified Solution. 5. The CITY will lead end-user training sessions. HARRIS will attend each end-user training session to support the training delivery. Post Implementation Support: 1. HARRIS will assist the CITY to transition from implementation (consultant) support to standard remote Support as agreed to in the Support and Maintenance Agreement, during the 2 -month Transition period. Cayenta Statement of Work for 19 of 112 City of Yakima Dated 19 May 2015 Yakima THC HEART Of CENTRAL WASHINGTON Gyeo*a HARRIS and the CITY will jointly develop a Close-out Plan that determines the minimum criteria that must be met to close out the project at the end of the Transition period. 3.2 Client Project Responsibilities General: 1. With direction and assistance from HARRIS, the CITY will have the Windows environment set up and ready prior to the start of the Discovery phase to enable the loading of the Cayenta CIS software to run on the Oracle database, so that it may be ready at the start of Discovery. 2. The CITY will provide HARRIS with access (local and remote) to the hardware and network environments necessary for the implementation of the Solution as well as access to all project folders/files. 3. The CITY will provide the ability to change the clocks (time and date) on the personal computers (PCs) designated for the testing phase as this is required for testing functions and events that normal operations occur over a month, but must be simulated within one day. 4. The CITY will allow HARRIS company laptops to connect to the CITY intranet or vendor Wi-Fi to provide internet access for personnel on-site to access all HARRIS servers and sites as well as common commercial sites used for travel and other functions related to implementation effort. All such connections shall be made in accordance with the CITY network security protocols. 5. The CITY will implement the necessary and typical back-up and disaster recovery activities to ensure that the Solution and database are recoverable throughout the project and into production. 6. The CITY will be responsible for all data updates/changes to the production system once the Solution is live. 7. The CITY will maintain test instances of other systems to which the Solution will interface and ensure they are identical to the production versions of these systems. Staffing: 1. As defined in Section 6, the CITY will provide a dedicated project team for the duration of the project. These resources will be required based on the project schedule and the resource allocation plan. The number of the CITY personnel required and the dates on which each of those persons starts work may be adjusted as a result of the development of, or adjustment to, the Project Schedule. 2. The CITY will provide a dedicated, experienced (with IT projects) project manager to lead the CITY project side of the implementation and the CITY project team. The CITY PM will drive and make decisions that are in the best interests of the CITY and a successful outcome for the project. 3. The CITY's Project Managers will report to the CITY Project Sponsor who will serve as the liaison between the Core Team and Executive Management. The CITY Project Sponsor and the Harris Project Director will serve as the first level of escalation for problem resolution. 4. The CITY will appoint a Project Sponsor who will have primary ownership of the project and will provide guidance to the CITY PM. The Project Sponsor will interact with the HARRIS Project Director on a regular basis to ensure a strong relationship exists at that level. 5. The CITY will empower the CITY's project team members to make decisions related to configuration and business processes. For some key decisions the CITY team may be required to elevate the decision process to the executive team. The CITY will work to minimize the escalation of decisions to keep the decision process as streamlined and timely as possible. Cayenta Statement of Work for 20 of 112 Cityof Yakima Dated 19 May 2015 CITY of mi Hu1R a a ima CCNT AL ww%HSMaroM Gym* 6. The CITY will establish an Executive Steering Committee (ESC) to provide assistance and oversight for the project. The ESC will meet monthly or on a regularly scheduled interval to review progress and assist with decisions regarding resources and escalated issues as requested by the PMs. 7. The CITY's Executive Sponsor will ensure that key business and contractual decisions are made in a timely fashion and in adherence to the Agreements and this SOW. 8. The CITY will be responsible for coordinating third party vendors for products and services that have been subcontracted for by the CITY to ensure that project deadlines and requirements are met. 9. The CITY will provide sufficient project team staffing between the hours of 8:00 am until 5:00 pm, Monday through Friday. The CITY resource allocation (staffing) will be project schedule driven and may adjust accordingly. Project Management: 1. The CITY is responsible for a master project plan/charter, communication plan and organizational change management process as is necessary for a successful implementation and user adoption of the Solution. 2. The CITY should anticipate and plan for organizational adjustments. The CITY will be responsible for evaluating and managing any business process and technical environment changes, managing and executing the organizational/business change plan and developing new business performance measures for the CITY. 3. The CITY and HARRIS will follow a mutually agreed to project management methodology for the duration of the project. 4. The CITY will assume responsibility for the successful completion of the CITY assigned/led activities and related project tasks. 5. The CITY will assist HARRIS in conducting project related administration activities including the development and maintenance of a Microsoft Project based schedule and Risk Management register. 6. The CITY will follow a formal Change Control process for business processes and project scope decisions that have been elevated from the project team to ensure organizational adherence to the change. 7. The CITY will work with HARRIS to establish the electronic project office including: project directories, calendars, status reporting and other items as agreed to. Data Conversion: 1. The CITY will assign individuals to conduct data preparation and cleansing activities, as required. This activity can and should start well in advance of the first data conversion activities. 2. The CITY will review and approve a conversion strategy/plan to move data from the legacy systems to the HARRIS Solution. 3. The CITY will assign/arrange technical resources to perform back-up and restore functions as required to facilitate and safeguard the transfer of data. 4. THE CITY will assign/arrange technical resources to provide HARRIS with current system file layouts and data descriptions. 5. THE CITY will design, develop, and unit test the conversion extract routines to populate the intermediate HARRIS staging tables. 6. The CITY will perform the validation on the converted data in the Solution following each data conversion. Cayenta Statement of Work for 21 of 112 City of Yakima Dated 19 May 2015 CITY OF a oma TN[ HGwr or C[rmu WA NG1w eyeh- 7. The CITY will adjust the extract routines as necessary during the implementation to provide the data in the form necessary for a successful conversion. 8. The CITY will build any scripts necessary for pre or post conversion data transformation when this cannot be handled through the agreed to conversion process. 9. The CITY will arrange post Go -live access to the unconverted historical data through the legacy system or transfer of this data to a database that will provide access as the CITY deems necessary. Development: 1. The CITY will contribute to the development of requirements documents for all HARRIS development work and will provide timely approval of the requirements (BRDs) and design (FDDs) documents presented by HARRIS, to ensure the Project Schedule can be met. 2. The CITY will provide subject matter experts who have technical familiarity with the interfaces to the legacy system, to support the HARRIS design, development and QA testing of these interfaces, as required, to the HARRIS Solution. 3. The CITY is responsible for providing test instances of the other systems the HARRIS Solution will interface to, and for ensuring that the non -HARRIS side of the interface(s) is properly configured and functioning to permit testing to occur as determined by the Project Schedule. 4. The CITY will take the lead and be responsible for the development of forms, reports, and portals not otherwise identified as being HARRIS' responsibility in this SOW or following workshops on these topics. 5. The CITY assumes responsibility for managing the interface design, development, testing and roll-out of interfaces (excluding core interfaces on the Solution side) developed by the CITY as defined in Section 10 on Interfaces and Modifications. The CITY will deliver similar requirements and design documents for their own development as to those provided by HARRIS for development work. 4. The CITY is responsible for obtaining Cognos Report Development training (if not already a skillset on staff) from a Cognos -authorized training program as required to develop Cognos reports. System Testing: 1. The CITY will assume responsibility for conducting Functional (unit) Testing and Integrated (business process) Testing, focusing on how well business needs function within the Solution. 2. The CITY will review and perform testing activities, per the jointly developed and approved test plans. 3. The CITY will utilize core test scenarios provided by HARRIS and will customize or build new scenarios to meet the requirements of business processes and the resulting configuration of the Solution. 4. The CITY will be trained on and utilize the testing and incident management tool, CayStone, provided by HARRIS. 5. The CITY will organize, communicate and lead the testers through the testing process, following the test plans and the Project Schedule; HARRIS will assist. 6. The CITY is responsible for planning and conducting the User Acceptance Testing (UAT) that follows Integrated Testing to ensure the Solution meets the operational requirements of the CITY and is ready to be put into production; HARRIS will assist. 7. The CITY will conduct volume testing with guidance from HARRIS to ensure batch and on-line performance is acceptable. Training: Cayenta Statement of Work for 22 of 112 City of Yakima Dated 19 May 2015 Crry of a Tw[ Hauima rr a C[M�ILL WA MIN 1 oN eye* 1. The CITY is responsible for prerequisite education and training such as basic PC skills, MS Windows training, and/or fundamental business process knowledge of the business processes. 2. The CITY will modify, with guidance from HARRIS, the standard training plan and training materials to reflect the CITY's specific business process activities that will performed in the Solution. 3. The CITY has the facilities and will provide the necessary logistics support for all training sessions, including: class schedules, meeting rooms, training rooms, material reproduction, overhead projectors, training workstations, and any other necessary training supplies. 6. The CITY will ensure end-user attendance at training. 7. End-user training will be the joint responsibility of the CITY and HARRIS with the CITY leading the training and HARRIS assisting. Production Readiness and Cut -over: 1. The CITY will be responsible for conducting an acceptance review of the completed Solution at the completion of system testing activities. 2. The CITY and HARRIS will jointly determine whether the Solution is ready to go -live and be placed in production. 3. The CITY will be prepared to curtail operations in the week prior to Go -live as will be determined in the Cut -over Plan to enable a clean transition from the legacy system to the HARRIS Solution. 4. The CITY will perform any manual data conversion activities as required as part of production cut -over. Post Implementation Support: 1. A support group from the CITY will be assembled prior to cut -over to stabilize the implementation and provide production support services, including refresher training, coaching and user authorizations and security support for the duration of the post go -live transition period of 2 months. During the Transition Period, Harris will provide a consulting resources and a PM to support the CITY support team with diagnostics, problem resolution, error corrections, and training as needed. Cayenta Statement of Work for 23 of 112 Cityof Yakima Dated 19 May 2015 CITY OF aTrt Muwima r a CINTNAI. WAIMINOTen 4 Implementation Scope and Services 4.1 Solution Overview The scope of the project in this SOW will include implementation of Cayenta CIS. The standard functionality for this Solution will be implemented as well as any functionality defined within this SOW and Appendices. If a new major version of the software becomes available before Functional Testing, based on the timing and features, the CITY may move to that version as part of this implementation and at no additional charge to the CITY (other than the labor to thoroughly test the new version). The proposed Solution focuses on configuration rather than customization. As the CITY's business needs change and its organization expands, the inherent flexibility of the Solution supports these changes. Most configuration changes can be made by the CITY staff, eliminating the need for HARRIS consultants and expensive customizations. If modifications are required, HARRIS's well-documented approach using industry standard technologies simplifies this process. All Solution modifications created for the CITY are written into the core product. This approach simplifies upgrades as the CITY's specific product enhancements are carried forward into the core product. In addition, the scope of the project in this SOW will include the upgrade of the Cayenta WMS and FMS modules from the current live version 7.6.1 to Cayenta Version 7.8. The upgrade comprises 4 months of WMS and FMS functional testing and issue resolution; training and implementation of new functionality; and development and implementation of the Work Inquiry & Workflow enhancement for Water Dept. and the GIS Integration. HARRIS will upgrade or implement the following HARRIS applications and 3rd party applications for the CITY as the key elements of the Solution. (Note: In case of a disagreement between this list and the list of licenses purchased in the License and Services Agreement, the parties will defer to the License and Services Agreement.) Cayenta Solution: Cayenta Financials 7.8 - Upgrade • General Ledger • Budget Control • Purchasing • Accounts Payable • Time Entry: ERP 7.8 supports: o Direct charge Equipment to Work Orders from Time Entry without running Payroll o Crew Time Entry • Core Reporting • Miscellaneous AR — New Implementation Cayenta Work Management 7.8 - Upgrade • Inventory & Receiving • Fixed Assets Cayenta Statement of Work for 24 of 112 City of Yakima Dated 19 May 2015 CITY OF a ima THC HCANT 01 CCHTitAL WAlHIHGroH e.ipleVer • Asset Management • Work Orders • Job Costing (Project Management) • Core Reporting • Mobile Work Management (MWM) — New Implementation Cayenta's Mobile Work Management (MWM) solution was designed exclusively for utilities to allow workers to complete both service and work orders in the field using a variety of smartphones and tablets utilizing wireless or cellular networks. Field workers can remotely receive and close orders including attachments back to the Cayenta application in real time. Our design includes the ability for field workers to map the routes for their daily orders and even complete orders when they are out of network coverage areas. Our off-line functionality has the ability to send completed order data once a remote worker is back on-line. This solution provides field workers with instant access to location, asset details, alerts, notifications and histories to allow them to make informed decisions with respect to the orders they are responsible for. Cayenta's MWM provides dispatchers and supervisors the ability to assign, re -assign or cancel orders when needed and re -direct resources in real time to ensure efficient operations of their field staff and increased customer service. MWM is driven by the vast API library available in the Cayenta application and this also allows and easy and cost effective option of interfacing our MWM solution with other back -end systems when required. Cayenta Utilities 7.8 — New Implementation • Cayenta Customer Information System (CIS) o Account Management o Location Management o Rates & Billing o Bill Print/XML o Service Orders o Collections o Pay Arrangements o Accounts Receivable and Payment Processing o Miscellaneous Billing for Cayenta CIS o Service Orders & Mobile Service Orders (MWM) o Budget Billing o Metering o APIs • Core Reporting Core Web Products Customer Self Service — New Implementation HARRIS has designed and developed generic Customer Self Service (CSS) web pages through the use of Java Server technology that provides web -enabled customer self-service. The following functions are available within the base web pages: Cayenta Statement of Work for 25 of 112 Cityof Yakima Dated 19 May 2015 CITY OF aima Th( H(AI T Or C[Hrwwl WA%.orw1ON • Customer Login • Billing History Inquiry • Linking to view a Standard Bill • Consumption Inquiry • Payment Entry Link • Account Validation (when password is forgotten) • Broadcast Messaging • Update account (phone, email, mailing address, reset PIN) • Handle the following issues o Contact us o Web account access (request a PIN to be set) o Service connect request o Service disconnect request o Budget Billing request/termination o ACH request (requires PDF form)/termination HARRIS will provide the base web pages, configured by HARRIS for the CITY that provides navigation and execution of the above functions. Customizations to the CSS beyond what is listed will be managed through the Development Bucket and/or a Change Order. 28 hours are allocated to change the 'look and feel' of the website products and to provide the CITY with the training necessary for an experienced the CITY web developer to manage the following tasks, as part of post go live changes to the web -site: • How to change the templates • How to access `gif files stored in the database (representing services) • Linking of a Standard Bill to Billing History Inquiry and Consumption Inquiry The Payment Entry web page supplied by HARRIS provides a mechanism to allow authorized payments to be sent to the Solution. If chosen, subscription and implementation of a Harris Gateway Partnered third party authorization service is required through HARRIS. The payment authorization component will interface with the Cayenta API service via https connections to the Customer Self Service module. Subscription and implementation of non -Partnered third party authorization services will be the responsibility of the CITY. All website -related training and assistance will be handled remotely. The training and support will be conducted through WebEx (or a similar service), remote connections and conference calls by HARRIS technical personnel. 4.2 Solution Environment The CITY will be responsible for the acquisition, installation, acceptance and ongoing operation of the Solution's hardware, database, communications and local/wide area network infrastructure. HARRIS will install Cayenta Software and related Third Party Software, as defined in this agreement and/or the License Agreement, required to support Cayenta's ERP applications, on the CITY's environment. HARRIS is responsible for training the CITY IT staff in pushing the desktop shortcut out to the City PC's to allow workstation access to the application. The CITY is responsible for completion of this across all necessary desktop machines. Network Cayenta Statement of Work for 26 of 112 City of Yakima Dated 19 May 2015 CITY of i.ma , TME HEART OF CENTRAL WASHINGTON Gayer' Network contention, i.e., users competing for network resources measured as Ethernet or IP packet collisions, is assumed to be at such a level as to not be a contributing factor to the system performance. Therefore, it is the CITY's responsibility to supply and maintain a high performing and scalable network infrastructure between the servers in the data center, as well as the CITY's end -user's access to the data center. It will also be the CITY's responsibility to monitor its network traffic, collisions, errors, latency, and load, and provide network statistics to verify that the network performs within the following tolerance and is not the cause of poor system performance, impacting the guarantee stated herein: The CITY's Required Network Minimums: • Maximum network contention (server to server packet collision rate) = 15% over a 1 hour period • Maximum network contention (the City to server packet collision rate) = 25% over a 1 hour period • Average network latency (server to server) < 15ms over a 1 hour period • Average network latency (the City to server) < 60ms over a 1 hour period Cayenta Statement of Work for 27 of 112 Cit of Yakima Y Dated 19 May 2015 CITY or im a a TN[ H[AIeT OF CCMIeAL WA4NIHGTOH Servers eye* HARRIS represents that the server configuration described in this Statement of Work will accommodate service levels to meet the CITY's needs: P R 0 .1 E C P R 0 U C 0 N City of Yakima Cayenta CIS Users Cly of Yai ^ia 10l00Mbps Network .r l..nmt CostoWAe a Cern Lgpeen Car eyn Comdatai Cart ', Ceit[eWro cortne cas City of Yakima On -Line Customers ..y; ••IAprJ EpM nocaw • V !41k r mlAtryd Aw [n•.wN c Dona. cry Cl rna 'r!er^e'. A, •Tear DMZ CH Database platforms supported: • Oracle 11 gR2 • SQL Server 2012R2 Cayenta Database Server requirements: Database server hardware for either Oracle or SQL Server solutions: Cayenta Statement of Work for City of Yakima 28 of 112 Dated 19 May 2015 'Yakimaoma [ Optimal Minimum 10Gb network adapter 1Gb Network adapter 32GB memory 16GB memory 2multi-core CPUs 2multi-core CPUs 1TB disk 500GB disk Cayenta File Server requirements: Optimal Minimum MS Windows Server 2012R2 MS Windows Server 2008R2 10Gb network adapter 1Gb Network adapter 8GB memory 4multi-core CPUs 500GB disk 4GB memory 2multi-core CPUs 200GB disk Cayenta Reports Server requirements: Supported OS for Cognos 10.2 MS Windows Server 2008R2 Windows Server 2012 Datacenter Edition Windows Server 2012 Essentials Edition Windows Server 2012 Standard Edition Optimal Minimum 1GB network adapter 16GB memory 4multi-core CPUs 250GB disk 100Mb Network adapter 8GB memory 2multi-core CPUs 100GB disk Cayenta On -Line Server requirements: Optimal Minimum MS Windows Server 2012R2 MS Windows Server 2008R2 1GB network adapter 100Mb Network adapter 8GB memory 4GB memory 2multi-core CPUs 1 multi -core CPUs 300GB disk 100GB disk Installation and training to administer these servers should be coordinated with the CITY's hardware and operating system vendor/reseller of choice. Application and Database Instances Cayenta Statement of Work for 29 of 112 City of Yakima Dated 19 May 2015 Y'akima THE HEART OF CENTRAL WASHINGTON eytoter HARRIS will provide work with the CITY to setup the following application and database Instances for each product in the ERP Solution. HARRIS will also train the CITY on how to administer and update the instances via the patches and monthly releases. Once setup and training is complete environment/instance management will be the responsibility of the CITY. Configuration Instance — (CAYGOLD78) • Dedicated software configuration instance used to keep all configuration pristine throughout the project. • All configuration changes must be stored here so that they are available for the creation of new instances and for data conversion activities. • This will be the repository for configuration related to CIS only. • Production configuration changes for the live FMS and WMS systems should be managed by the CITY in the live support environments and CAYPROD Test Instance — (CAYTEST78) • Dedicated software test instance used throughout the project for unit testing of functionality, modifications, interfaces and reports. • This will remain a CIS only instance for use early in the project up to the completion of Functional Test • Post Functional Test the system is available to refresh from the scheduled conversion process or may remain a CIS only instance Release and Patch Upgrade Instance — (CAYUPDATE78) • Dedicated software instance to place CIS releases/patches. • Regression testing for new releases/patches must be performed here before upgrading CAYGOLD78 and CAYTEST78. ERP Consolidation and Data Conversion Instance — (ERPCONV) • Dedicated software test instance used for legacy data conversion. • ERPCONV will be created as a copy of the upgraded live production FMS and WMS environments to ERP 7.8.x. The upgraded environment will reside in ERPINT. • CAYGOLD78 configuration will be migrated to the ERPCONV system by HARRIS. • Data from the City Legacy systems will be populated into the ERPCONV environment by HARRIS. • Software versioning for ERPCONV will be consistent across the ERP suite including CIS. Monthly updates will be applied to all installed products in this environment, Cayenta Statement of Work for 30 of 112 Cit of Yakima Y Dated 19 May 2015 CITY OF a na M[Mimatr a Ccr.rn,u WA1 . N Y0*. eye* • Following the conversion process completion ERPCONV will be copied to the ERPINT system in its entirety. • Subsequent environments requiring refresh will follow in the same process. At a minimum this refresh will be required to ERPUPGRADE to support the software regression testing process. Integrated Test Instance — (ERPINT) • It will be used to perform initial ERP 7.8 regression testing, miscellaneous receiving testing and workflow management discovery, setup and testing. • Once Integrated Testing starts, this instance will be the dedicated software test instance used for integrated testing. • Dedicated software test instance used for upgrade testing. Production Instance — (ERPPROD) • Dedicated software production instance used for UAT • Once UAT is completed instance will be used for the CITY to Go -live. • The Go Live migration will follow the same process as that of previous conversions Responsibilities: Environment Name Responsibility Comments CAYGOLD78 HARRIS CAYGOLD78 will contain all configuration data associated with the CIS Implementation. CAYTEST78 HARRIS & CITY CAYTEST78 will be created by HARRIS as part of the environment training. This environment creation will be used to do the first training for the CITY IT personnel. CAYTEST78 will be the primary functional test environment and be performed as a standalone CIS product for the purposes of verifying the CIS core product and configuration. Cayenta Statement of Work for City of Yakima 31 of 112 Dated 19 May 2015 CITY OF TN[ HA a ima RT O� C.tMOLL W►WINGTOM eyeo* Environment Name Responsibility Comments CAYUPDATE78 HARRIS & CITY HARRIS and the CITY will create this environment. This environment will be primarily used to test monthly update releases for CIS prior to the start of Integrated Test. Following integrated test execution this environment will be refreshed from ERPCONV. ERPCONV HARRIS & CITY HARRIS and the CITY will create this environment. Software versioning for ERPCONV will be consistent across the ERP suite including CIS. Monthly updates will be applied to all installed products in this environment. ERPINT HARRIS & CITY ERPINT will be created by the CITY as part of the second environment training. HARRIS will oversee the entire process. ERPPROD HARRIS & CITY HARRIS and the CITY will create this environment for UAT and the Go -live It may be desireable/necessary to set up additional Instances during the life of the project to isolate certain testing activities. It will be the responsibility of the CITY to create these Instances as requested by the project managers. The only relationship between the CITY's current production environment and the SOW infrastructure is to obtain the FMS and WMS data to be upgraded as part of the scope of this project. The CITY's current production environment will be decommissioned once this project has gone live. Cayenta Statement of Work for City of Yakima 32 of 112 Dated 19 May 2015 r 6.0 Deployment L - Go -live j Cm of • a ima TNa t r o. t:oneai. WAelapSTOM 4.3 Implementation Approach HARRIS will provide project management services, and professional services to assist the CITY as defined by the effort outlined in the MS Project Schedule and in this SOW. The scope of this project is based on HARRIS' understanding of the CITY's requirements as outlined in this document. The activities and budget as detailed in this SOW are fixed for the defined scope of work and effort as defined in the Project Schedule and will not be modified without prior approval of a mutually agreed upon change in the scope or duration of work. Sign -off of a Change Order must be made before the change in scope of work or duration can begin. HARRIS shall use its implementation methodology to deliver the Solution. The methodology encompasses: • Project Execution, Monitoring and Control • Phase 0 — Preparation & Kick-off • Phase 1 — Discovery, Analysis and Configuration • Phase 2 — Custom Development • Phase 3 — Data Conversion • Phase 4 — Test Planning and Execution • Phase 5 — Training Planning and Delivery • Phase 6 — Deployment — Go -live • Phase 7 — Transition / Post Implementation Support Cdyent Implementation Methodology Project Integration Management Project Initiation and I Planning Project Execution, Monitoring & Control I Project Close 0.0 Preparation Finalize W85/Schee. 1.0 Discovery and Configuration Utilities System Setup Financials Project Kickoff HR & Payroll System Training Work Mgmt f 4.0 Test Planning and Execution Test Planning Data Cony. Mods & Intrf Functional Testing Integrated Testing 2.0 Custom Development Design Daily Operations Testing 5.0 Training Planning & Delivery Planning Configuration Development QA & Release Development Delivery 7.0 Tnnsklon Handoff Lessons Learned ( Follow-up 3.0 Data Conversion Development Validation Conversions Mock & Final These items define the scope of project activities that will be provided by HARRIS. These activities are further described below. Cayenta Statement of Work for City of Yakima 33 of 112 Dated 19 May 2015 CITY of TH[ H[A a ima T a C[NTAAL WwwINGTGN 4.4 Project Execution, Monitoring and Control The HARRIS and the CITY Project Managers shall be responsible for the planning and execution of the project. The Project Managers overall management objective will be to quickly establish an effective project structure leveraging established HARRIS methods, templates and tools while working within the PMI PMBOK project management framework to provide an effective and efficient management structure. The Project Management Team will be made up of the CITY Project Sponsor, the CITY's Project Manager and the HARRIS Project Manager and Project Director. The CITY Project Sponsor will provide guidance and support to the team and will be the liaison between the Project Team and the CITY Executive Management. The CITY Project Manager will report to the CITY Project Sponsor and will provide day-to-day leadership and management of the project. The HARRIS project manager will report to the HARRIS Project Director, and will report into the CITY through the CITY Project Manager. The HARRIS and the CITY project managers will work jointly together to plan and execute the project. An Executive Steering Committee (ESC) will be formed and will include the CITY's Project Sponsor, the CITY key executives, HARRIS's Project Director, Harris Project Manager, and the CITY Project Manager. The ESC will meet monthly and the HARRIS Project Director will participate in the Steering Committee meeting in person, or otherwise by phone and or teleconference. The purpose of the ESC is to provide overall project oversight, executive management involvement and to assist with strategic project decisions/issues. Weekly and monthly reporting will be performed to track progress, identify concerns and communicate upcoming activities. Entry Criteria: Both/either party must meet the following criteria before this phase begins: • Signed contractual documentation, including but not limited to the Agreements, this SOW and the Project Schedule. Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been executed as agreed to by the PMs, which is to say this phase is not complete until Transition (Post Implementation Support) ends. Deliverables: HARRIS will deliver the following as part of this phase: • Weekly status reports, including metrics incidents, testing, development work and schedule status; • Leadership of the weekly PM meetings; • Participation in the weekly Core Team Status Meetings; • Updated Project Schedule from the weekly PM meeting (based on progress updates from the Team); • Updated Risk Register from the weekly PM meeting (jointly developed); Cayenta Statement of Work for 34 of 112 City of Yakima Dated 19 May 2015 CITY OF Y TN[ H[A, a oma RT O CGNTNAL WA$NINGTON aye* • Monthly project status report (with input from the CITY PM); • Monthly ESC participation and presentation of the monthly status report (with the CITY PM); • Bi -weekly discussions between the HARRIS Project Director and the CITY Project Sponsor; • Project Director participation in the ESC meetings. The CITY will deliver the following as part of this phase: • Utilization of CayStone and other tools as required to manage the work and allow for metrics to be generated; • Participation in weekly PM meetings; • Leadership of the weekly Core Team meetings to discuss status, address questions and provide direction on remaining activities; • Monthly project status report (input provided to HARRIS PM); • Organization and leadership of the monthly ESC meeting. • Monthly ESC meeting and presentation of the monthly status report (with the HARRIS PM); • Bi -weekly discussions between the HARRIS Project Director and the CITY Project Sponsor 4.5 Phase 0 — Preparation Purpose The Preparation phase of the Project is the initial period when the project organization begins to meet and gather information to allow for the updating and base lining of the Project Schedule that clearly defines the timeline of the project. During the initial project preparation, the CITY and HARRIS teams are finalized and the resources scheduled to ensure that there are no resource conflicts. The project schedule will be updated to accommodate holidays, known vacations and other events that remove resources from the project for short durations. Preparation tasks are to include the basic technical infrastructure of the project, including ordering, delivery and installation of necessary hardware and operating system software by the CITY, establishing remote access for HARRIS to the CITY's network for the purposes of the implementation, and preparing project team workspace. Initial drafts of the project planning documents, as described below under Deliverables, will be prepared and delivered to the CITY Project Manager for review and approval. The HARRIS PM and the CITY PM will work together to finalize the documents. The Project Schedule will be built and maintained in Microsoft Project by the Harris Project Manager. The project schedule delivered as part of this contract will be reviewed and refined to reflect the actual start date, holidays, and other known events. This schedule will be approved by both parties and baselined, forming the starting point for the Project. Both parties will staff and provide resources to meet the schedule. This schedule will outline all tasks to complete the overall project and have resources from HARRIS and the CITY assigned and properly allocated based on the resources availability. Future deliverables, such as BRDs, FDDs, code development, system test and training execution will be represented in the schedule but will be further detailed as the Project progresses since information needed is not completely available at the start of the project. Work activities planned for the next ninety days will be detailed as accurately as possible. This schedule will reflect the work to be performed and resource allocation from a weekly view. Available working hours in the schedule will be based on actual working hours for the individuals involved (based on an 8 hour workday). The CITY holidays and individual team members' vacations will be identified in Cayenta Statement of Work for 35 of 112 City of Yakima Dated 19 May 2015 yy.c Oak Yakima THE HEART OF CENTRAL WASHINGTON eiyeVeti the schedule. Weekly maintenance of the project schedule is identified as part of the recurring Project Management deliverables. An official project "Kick-off' session will be conducted by the CITY to signify the start of the project to the CITY organization. Topics covered in the kick-off meeting may include: organization of the Joint Project Team, reporting structure, timeline, plan overview, resources, roles & responsibilities and key milestones. System Overview training will be conducted for the CITY Core Team members and SMEs following the kick-off, to familiarize them with the Solution's functionality as a basis for the Discovery efforts that will take place in the next phase. Discovery seeks to uncover the current business processes and practices against the background of how the new Solution functions and what features can be capitalized on to improve operations. Additionally, the purpose of Phase 0 is to create a testing environment by performing technical tasks required for the installation of the Solution software. This environment will be used throughout the Project for configuration and testing. The CITY will be responsible for managing the environment with HARRIS providing technical support. The final step in this phase is to set up CayStone: the project tracking tool, implementation database, test tracking database and the incidents database. CayStone is a web -based tool that is critical to managing the Projects and serves as the hub for tracking and communication throughout the project. Entry Criteria: Both/either party must meet the following criteria before this phase begins: • Signed contractual documentation, including but not limited to the Agreements, this SOW and the Project Schedule. Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved. Deliverables: HARRIS will deliver the following as part of this phase: • Updated, baselined and approved Project Schedule. • Jointly refined Risk Management process. • Jointly refined Scope Management and Change Control process. • Jointly refined Go/No-go readiness document. • Installed software applications and database on a Windows server (several instances will be created of each), installation checklist provided and environment, training delivered. • Install, and configure the CayStone Project Tracking and web testing tool set. The CITY will deliver the following as part of this phase: • With input from HARRIS, the CITY will refine the Project Charter (if used), defining the project mission, scope, major deliverables, and high-level project schedule for the entire project/program, which may exceed the scope of this SOW and include other sub -projects. Some of the deliverables listed above under HARRIS may be incorporated into the Charter as desired. The CITY may not require a Project Charter or may have it already in place. Cayenta Statement of Work for 36 of 112 City of Yakima Dated 19 May 2015 CITY OF a oma n.t MCA T o► CtNT A . WAwn.cror1 • Communication/Organizational Change Management Plan that defines how the organization will be informed and readied for the Solution and possible business process changes. HARRIS will also provide input to this plan. • Finalization of the Core Team and identification of SMEs and other resources assisting with the project. The CITY will need to assure that these resources are available without competing responsibilities to participate as per the Project Schedule. • Establishment of the Executive Steering Committee, a quorum number and monthly meetings. • Procurement and setup of all computing infrastructure to allow for Solution installation; • Assistance to HARRIS with test environment database and application software install (including 3rd party applications) to facilitate knowledge transfer; • Setup of a project room with all necessary equipment and network access required by the team; • A process for managing business process changes that is efficient in delivering timely decisions with the necessary buy in; • Kick-off planning, setup and delivery. Constraints and Assumptions • The basis for all the HARRIS deliverables during this phase will be from the jointly combined HARRIS and the CITY project methodologies. • All project resources will be in place by the end of this phase and will be dedicated for the duration of the project as defined by the Project Schedule. • Hardware and software installation will be completed in time to support the System Overview training following the Kick-off session. • From phase start to Kick-off is scheduled to occur within 2 weeks. 4.6 Phase 1 — Discovery and Configuration Purpose The purpose of this phase is to match the CITY's business requirements defined in this SOW and the capabilities of the solution and to gather specific information needed to complete the initial configuration of the Solution that will be ready for testing. The Discovery sessions will span multiple weeks and will involve Core Team members as well as Subject Matter Experts (SMEs). Discovery A HARRIS application consultant (AppCon) will lead the Discovery discussions involving appropriate CITY business process experts (Core Team and SMEs) in order to complete the necessary documents, matrices and setup forms. These efforts and resulting documentation will be used to provide an initial configuration of the Solution. Throughout the Discovery effort HARRIS and the CITY will jointly identify the business process changes required or desired to best take advantage of the HARRIS Solution. The CITY will document these changes and analyze them for impacts to current processes and stakeholders. The CITY will get approval for the changes, and will communicate and implement the business process changes in the Solution. HARRIS and the CITY will also confirm the necessary modifications required. This will include any additional modifications not identified in this Agreement, and modifications that have significantly changed in scope. These modifications will be scrutinized for need and technical feasibility and, if agreed to, will be processed through the Cayenta Statement of Work for 37 of 112 City of Yakima Dated 19 May 2015 CITY OF a ima THt Mt41fr OI CtN1 AL WA5MIMGTON aye* Change Control process. Modifications are not preferred, and both parties will first explore what can be accomplished through configuration before agreeing to change the software. The Discovery discussions will likely result in 'homework' being assigned to the appropriate the CITY resources for completion outside the meeting times in preparation for further Discovery discussions and/or configuration of the Solution. HARRIS and the CITY will use HARRIS's incident tracking tool (CayStone) starting in Discovery and throughout the implementation in order to track and report on: • Business process changes, as well as: • Implementation Incidents (issues such as: Testing Problems; Database Conversion Issues; Reporting Issues; Environment Issues, Interface Issues and more); • Testing Progress; • Cut -over Tasks and Assignments; • End User Training Items. At the start of the Discovery phase of the project, the PMs will establish a way to track the number of hours required for changes coming out of Discovery. During the Discovery efforts, the hours required for any new custom development (modifications, reports, interface, portals etc.) will be tracked. If the CITY determines that an item in the that was captured in the final pricing as requiring custom development is no longer needed, those hours will be reallocated to the 'Development Bucket' and reallocated to other new work via Change Orders. If additional hours are required that are not available in the Development Bucket, then HARRIS and the CITY will execute a monetary Change Order for the additional effort and cost based upon the rates specified in this SOW. Configuration HARRIS will lead and manage the configuration activities, with participation and support by the CITY's functional and technical teams. The initial configuration of the Solution will be developed in conjunction with the CITY to facilitate knowledge transfer for those areas of the Solution that the CITY will want to be able to maintain. Responsibility for maintenance of the configuration is transitioned to the CITY, with support from HARRIS, after Integrated Testing. The configuration settings will be confirmed by use of the Solution through testing. It is anticipated that the configuration will be adjusted as the team becomes more familiar with the Solution and testing reveals unexpected results. In this manner configuration at this stage is considered 'initial' with it not being finalized until the Solution is ready to Go -live. Entry Criteria: Both/either party must meet the following criteria before this phase begins: • Computing infrastructure established and functioning correctly. • Solution installation completed and functioning correctly (in its un -configured state). • Demo system available for System Overview training. • Project Schedule refined, baselined, and agreed to. Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved. Cayenta Statement of Work for 38 of 112 Cit of Yakima Y Dated 19 May 2015 CITY OF Yakima THE HEART OF CENTRAL WASHtNGTOH Deliverables aye* HARRIS will deliver the following as part of this phase: • Two days of CIS System Overview Training provided to the Core Team and SMEs. • Structured Discovery discussions for Core functionality as specified in the project schedule. • Initial configuration of the Solution to meet the CITY's needs; • Change Orders generated as required to meet newly identified requirements. The CITY will deliver the following as part of this phase: • Preparation prior to the start of Discovery to gather business process documents, samples of reports and other documentation as requested, that demonstrate the manner in which the CITY performs daily operations. • Core Team members and SMEs to take part in the Discovery discussions as scheduled and document recommended changes to the business processes reviewed; • Discovery participants that are receptive to making business process improvements by taking advantage of the Solution's functionality and features. The goal is not to simply recreate the legacy system, but to find advantages to improve operations. • Delivery of documentation and homework that describes the existing business operations and setup; • Business process changes captured, reviewed for impact, and decisions made as to how to proceed in a timely fashion to permit configuration of these processes to occur during this phase; • All necessary Change Orders approved. Constraints and Assumptions • The following items will not be part of Core Discovery and will have separate sessions after the core discovery is completed: BI (Reporting, Portals, Letters, Bills and Forms), Modifications, Interfaces and Customer Self Service functions. These items will not be part of the exit criteria for Phase 1: Discovery and Configuration, but are part of Custom Development. • The CITY core team members and SMEs will be available to take part in the Discovery sessions as defined in the Project Schedule and will be empowered to implement agreed to business process changes. • The CITY core team members and SMEs will be available to complete Discovery actions, outside of the discussions and during HARRIS off-site weeks, in order to keep the project on schedule. • Decisions on business process changes will be timely and will not impede progress or disrupt the project schedule; • All current CITY rates and fees (electric, water, wastewater and sanitation) defined as of 1st March 2015 will be configured and billed in CIS; • No rate structure changes will occur during the implementation unless mutually agreed by the parties as approved in a change order; • No new rate types will be introduced during the implementation unless mutually agreed by the parties as approved in a change order; • Only the core queries (account, location, person, meter) with Generic Inquiry will be implemented; • Only core CIS Billing Workflows Issues to be implemented (pre -bill and billing errors get mapped to workflow issues which can be routed to users and groups to be worked); Cayenta Statement of Work for 39 of 112 Cit of Yakima Y Dated 19 May 2015 CITY of mE HG•r Yakima aCCNT�wi. Wwseuuciou eye* • HARRIS will configure the System in a mixture of on-site and off-site sessions. 4.7 Phase 2 — Custom Development Purpose This phase is for the development of custom interfaces, modifications, custom reports, portals, web pages, letters and forms as contracted, and defined in the final approved Discovery documents. It will begin following Phase 1 — Discovery and Configuration and will be completed after testing begins in Phase 4 — Testing Planning and Execution (these will be delivered and ready for the start of Integrated Testing or as mutually agreed to and represented in the Project Schedule). Modifications and Interfaces A HARRIS resource will follow the following five (5) step process to gather the necessary information to properly develop all essential customizations for the Solution: • Step 1 - Conduct a workshop session(s) in order to validate the requirements related to modifications and interfaces defined in this SOW and to develop Business Requirements Documents (BRDs) • Step 2 - Prepare Functional Design Document (FDD or Technical Specification document) and obtain City sign -off; • Step 3 - Schedule Development in coordination with the Project Schedule; • Step 4 - Develop Modifications and Interfaces; • Step 5 - Conduct initial Quality Assurance Testing prior to delivery. A complete listing of modifications and interfaces that are covered can be found at the end of this SOW. The Business Requirements Document (BRD) will define how the CITY will use the customization while the Functional Design Document (FDD) and or the Technical Specification Document will define how the functionality will be developed to fulfill the proposed solution. A similar process will be followed for all customization, under the following topics: Custom Report Development During this phase a Reporting Plan will be created based on the results of the report workshop. This document will prioritize the reports identified in the workshop and outline a plan for report development. The CIS Report Development plan will be provided to the CITY for comments and approval. 250 hours has been allocated for HARRIS to conduct the required analysis, design, development and testing effort to define and develop custom CIS Cognos reports and portals customization. The exact number of reports that will be developed will be identified in the CIS Reports Development plan based on the complexity of the reporting requirements. This Report Development Bucket includes reports, letters, forms, and portal statistics. The activities in section 1.2 "CIS Reports, Letters Development" are all part of the 250 hours allocated. HARRIS will provide the reports and deliverables agreed to in the Reporting Plan based on the allotted hours. The CITY will be responsible for any reports and portals that are not the responsibility of HARRIS. Reports will be prioritized in the Reporting Plan as high/medium/low and will be sequenced into the Cayenta Statement of Work for 40 of 112 City of Yakima Dated 19 May 2015 Yc r OF i a rma THE HEART 01 CENTRAL WASHINGTON Portals Gaye' Integrated Testing schedule as determined jointly by the Project Managers. Harris will provide the CITY with all core Cayenta/Cognos report templates for use and development by the CITY. HARRIS will deliver and install the Cayenta CIS Core Portal Statistics. Portal statistics are an alternative to printed reports and provide real-time, online statistics that can be selected to display the records that produce the statistics and allows for further drilldown investigation of the records. In addition, HARRIS will train the CITY on how to configure and manage portals so that they may develop additional portals and make updates on the statistics that are being provided as part of the Reporting Plan. The effort for Portal development and training is included in the hours noted in the Custom Report Development bucket above. Bill Print Development Based on experience the following assumptions have been made for the Bill Print: • Supports one location per account; • One graph (Cognos pre -defined format) per bill; • If duplex printing is required then bills will be a maximum of 2 pages with fixed lengths sections on both the front and back of the bill; • The bill print sorts by bill sort code and then ZIP+4+2 • Pre-printed stock will NOT be used; • Only charges calculated within CIS are displayed; • Group billing is NOT included; • Additional (e.g. guardian copies) are included as defined in the account relationship; • Vertical text is NOT included; • 220 hours have been included for analysis, design, development and testing of the bill print. Miscellaneous AR Statement and Invoice Print HARRIS will work with The CITY to customize the Misc AR Statement / Invoice print. A maximum of 120 hours of report development effort is allocated for this activity. Receipt Print The HARRIS core receipt print will be used (no modifications have be priced). Service Order Development Maximum of twenty (20) Service Orders to be configured (e.g. Move -in, Move -out. Meter Set, Meter Pull, Cut-off Non -pay, Meter Exchange, Customer shutoff, Reconnect, Investigation, Reconnect non -pay, Meter read); The project schedule assumes 144 hours of Cayenta Report Developer effort to customize the core Cayenta Service Order print; No other reports, forms or statements, etc. have been scoped or included in the project. No reporting with the upgrade of FMS and WMS has been specified or included. Should the CITY wish to have HARRIS develop more reporting items than specified here, a change order can be processed to add hours to the reporting development effort. Cayenta Statement of Work for 41 of 112 City of Yakima Dated 19 May 2015 CITY OF oa EntTHE NEANT0/ CENTRALWA5NINGTON Entry Criteria: eye* Both/either party must meet the following criteria before this phase begins: • Discovery completed. • Change Orders for custom work not already part of this Agreement approved. Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved Deliverables HARRIS will deliver the following as part of this phase (as required): • Discovery workshops to define requirements for the custom development items. • Business Requirements Documents (BRDs) will be developed by HARRIS with the CITY's assistance to describe the intended functionality and requirements of the custom work and approved by the CITY • Functional Design Documents (FDDs or Technical Specification Documents which may be combined with BRDs) will be developed by Cayenta Development describing the manner in which the requirements described in the BRD will be met and approved by the CITY; • Custom modifications, interfaces, reports, portals and letters that meet the FDD or design spec; • QA testing by Cayenta Development and HARRIS consultants prior to the CITY testing commencing; The CITY will deliver the following as part of this phase: • Core Team members and SMEs to take part in the Custom Development workshop sessions as scheduled and to document the CITY's requirements for inclusion in the BRDs; • Prompt review and approval of plans, BRDs and FDDs to enable the development process to begin as defined in the Project Schedule (following the process described in this agreement); • Providing/arranging test systems to allow unimpeded testing of all interfaces (core and custom); • Configuration/development of the non -HARRIS side of the interfaces; this included working with 3rd parties to build/modify the interface or find alternatives if the existing protocol is unwieldy, non-standard, or will result in additional effort and expense to make work. • Reporting Catalog listing all the existing legacy reports that are believed to be needed with the new Solution, as well as examples and explanations of the fields/columns, and formulas/queries used to generate the data. The catalog should list the report name, the primary user, the frequency of use, a high/medium/low priority of need, and the data source at a minimum. • The CITY assigned report, letter and portal design, development and QA as agreed to in the Reporting Pian. Cayenta Statement of Work for 42 of 112 Cityof Yakima Dated 19 May 2015 CITY OF Yakima O/ CtNT*A.WA TH[ H4RT SHINGTON Constraints and Assumptions • CITY team members will be made available to take part in the workshops and review sessions and will be empowered to agree to the designs; • CITY staff involved in the Cognos and Query Portal training will be experienced in SQL; • CITY staff involved in the Cognos Administration Training will take Cognos Report Development training from IBM or an IBM partner prior to the Cognos Administration Training session; • An experienced CITY web developer will be assigned to work with the HARRIS resources on the installation and configuration of the self-service modules (CSS) • If additional customization, not included in this SOW, but deemed necessary during the project, it will follow the same development process outlined here. Any impact on the Project Schedule will be presented and approved through the Change Order Process. • HARRIS will deliver custom work identified in this SOW within the fixed priced agreement. Change orders will be required for all additional customization (beyond what is listed in this SOW or exceeds the Development Buckets). Cayenta Development schedules the development of FDDs in the same manner it schedules the actual custom development work, by allocating time in a future month to meet a deadline. Delays in creating, reviewing and approving BRDs and FDDs could jeopardize the delivery of the custom work and have negative consequences on the overall timeline, resulting in a change order. • HARRIS and the CITY will work collaboratively to ensure that custom development work is delivered in accordance with the Project Schedule, it being understood that custom development work being delivered by HARRIS is subject to input and approval by the CITY during the development process. The Deliverable Acceptance Process defined in this SOW will be followed by both HARRIS and the CITY to ensure timely completion of scheduled activities. the CITY may also be responsible for its own development activities and will do so with the same level of formality and adherence to deadlines. 4.8 Phase 3 — Data Conversion Purpose The HARRIS data Conversion methodology is a proven process designed to successfully facilitate the conversion of data from any legacy database into the HARRIS Solution. HARRIS as part of this SOW will be performing the loading of converted data to the new Solution database. The CITY will be responsible for the data extraction from the legacy system(s) and providing it in the format requested by HARRIS. HARRIS's Conversion Analyst will lead the CITY's Conversion Analyst/Team through the Discovery requirements and mapping session, presenting the methodology, toolsets, and scripts that will be used during the conversion, as well as completing a detailed data mapping. The CITY's Conversion Team is responsible for extracting data and making the data available to HARRIS in pre -defined Staging tables/files. For every scheduled conversion run, the data tables will be populated from the pre -defined Staging tables/files. HARRIS's responsibility includes taking data from the Staging tables/files to the Solution tables. The Database conversion steps are: 1. Discovery/ Data Mapping / Conversion Plan; 2. Conversion routine development (CITY and HARRIS); 3. Validation testing of the first conversion(s) (the CITY); 4. Refinement and repetition of data conversion as required (CITY and HARRIS); 5. Mock conversion to hone cut -over timing; Cayenta Statement of Work for 43 of 112 City of Yakima Dated 19 May 2015 Cm of i a [ HURT ima THW C[M?Ru W*$.HNGTOM eyeoh- 6. Cut -over conversion; 7. Post cut -over clean up (as required). The Data Conversion Plan includes tasks for data mapping, conversion planning, conversion development, testing, mock cutover, and Go -Live. A quality data conversion is critical to a successful implementation. In order to ensure the integrity of the conversion, HARRIS's methodology provides for a multilayered series of audits and verifications. The methodology provides the following checks: • Validation of legacy output data in the staging tables to determine if the data is valid for the Solution. • Rigorous financial reconciliation of the conversion. The conversion audit report will identify key financial components and identify how they have been allocated in the Cayenta solution. The CITY will need to provide comparable reports from the time of extract from the legacy system for comparison. The CITY and HARRIS will jointly investigate any differences. • Rigorous variance analysis between source data provided and target data — with emphasis on explainable variance. The conversion audit report will identify counts for accounts, locations, meters and services. The CITY will need to provide comparable reports from the time of the extract for comparison. The CITY and HARRIS will jointly investigate any differences. • The core team runs a set of critical scenarios after each conversion to confirm that the Solution functions correctly. • Utilizing the HARRIS testing and incident management tool to capture issues and ensuring they are addressed prior to the next conversion through weekly meetings. The following are considerations when developing the Data Conversion Plan: • What data will be converted programmatically; • What data will be converted manually; • How much and what type of historical data will be converted; • How will data that is not converted be stored and accessed; • How conversion related issues will be tracked and resolved once they have been identified (via CayStone) The Data Conversion Plan defines detailed processes and tools that will govem the conversion process for data mapping, data cleansing, technical design, development and testing. The document will: • Contain a mapping of data from current repositories included in the conversion process. • Define timing for when data cleansing will be complete. • Define the specific tasks that will be conducted by the HARRIS and the CITY conversion analysts as well as the data quality parameters. • Define the process the CITY will utilize to cleanse the legacy data, including the tools that will be used in the process and the areas of the organization that need to be involved in the process. • Define procedures that will be used to validate the conversion success and to identify data conversion problems. These verification and control procedures will describe how the data will be validated with data record counts as well as financial balancing of all key financial components. Conversion Validation Criteria Before the first conversion(s), the parties will mutually agree to a conversion audit and control procedure, as well as methods for balancing data conversions. These procedures and methods will be documented in the Conversion Plan. Cayenta Statement of Work for 44 of 112 City of Yakima Dated 19 May 2015 CITY of rw[ HtA a oma W o• C NT AL W,uHINGTOw For the first full data conversion, the success criteria is the data conversion of all data elements from the Legacy System to the target HARRIS Solution. And the successful completion of the conversion audit and control procedure and identification of any errors or balancing issues that will be logged in CayStone under type "Conversion" and assigned for resolution. For the second full data conversion the success criteria is the data conversion of all data elements from the Legacy System to the target HARRIS Solution and successful completion of the conversion verification and control procedures. Any issues will be logged in CayStone under type "Conversion" and assigned for resolution. FMS and WMS Migration Scope The data included within the scope of the Upgrade data migration will allow for all data currently in the Cayenta 7.6.1 FMS and WMS products to be transported over to the new versions of the applications. CIS Data Conversion Scope At a minimum for CIS Conversion Scope includes items listed below: The data included within the scope of the data conversion is limited to the minimum required to enable the CITY to use the software to fulfill its business functions addressed in this SOW as follows: For Customers the following information will be converted: • All customer addresses and billing addresses; • All phone numbers for each customer; • Any additional bill mailing addresses; • Any additional customer data contained in the current billing system and supporting systems, as agreed to during the conversion workshop. For accounts the following information will be converted: • All Active accounts and Final, Collection and Write-off accounts with a balance in the legacy system (no write-off accounts older than 7 years), unless it is mutually agreed that a specific group will be excluded; • Active deposits - this information needs to be broken down by service for each account if service based deposits are configured; • Any applicable Account Tax exemptions; • Budget billing account data - this information needs to be broken down by service for each account; • Any applicable account data contained in the current billing system and supporting systems such as alternate contacts and co -occupant information; • Account relationships (e.g. Consolidated Billing, Owner/Manager); • Pending Service Changes (e.g. future dated move-ins/outs); this will be a manual conversion task during cut -over. Locations: • Mandatory location information, including jurisdiction; • Location extended attribute information as defined in the configuration; Cayenta Statement of Work for 45 of 112 City of Yakima Dated 19 May 2015 CITY OF a t NtAwi O CtNT11Al WAima TNlHINGTON eyeA- • Installed assets (Serialized Assets); • Billable holdings (Non -serialized Assets) such as street lights or garbage cans. Installed Services: • Service, bill and tax codes for active services. Meters: • Mandatory meter information required for the Solution to operate correctly • Mandatory register information required for the Solution to operate correctly • Thirteen (13) months of installed meter history, including sets and pulls. • Thirteen (13) months of meter read history. • Installed meter bill codes. • Meter device information required for the Solution to operate correctly Financial: • Outstanding account balances, by summary code (e.g., service charge type, tax, and fee) and by financial aging buckets, at the time of conversion (both debit and credit); • Any pending miscellaneous charges, payments and adjustments that have not been billed in the legacy system; • Account item groups and account summaries based on the outstanding balances; • Program enrollment history (e.g. budget billing); • Thirteen (13) months of Bill header and Service level detail information for each account (for Budget Billing); • Payment account information (ACH/EFT, etc.). Collections: • Collection events will be created based on the last bill date and the appropriate Cayenta Utilities collection stream for each account • A single credit event will be created for each customer to support the credit rating applied at the time of Conversion • Active payment arrangements Miscellaneous: • Thirteen (13) months of contact history; • Memos and notes for customers, accounts and locations (as identified in Conversion Workshop); • Customer, account and location communication history Alerts for customer, accounts and locations (as identified in Conversion Workshop). Cayenta Statement of Work for 46 of 112 City of Yakima Dated 19 May 2015 CITY OF . ma Ent TN[ MART OI CtP4TR* . WAIM,N6TOM Entry Criteria: Gye Both/either party must meet the following criteria before this phase begins: • Discovery completed • Change Orders for custom work approved (may affect data conversion) Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved Deliverables HARRIS will deliver the following as part of this phase (as required): • Discovery/ data mapping sessions with appropriate the CITY personnel; • Data Conversion Plan • Develop Data Mapping Specifications document • Definition of the Staging Tables to be used to convert the data • Converted data as per the Data Conversion Plan and delivered as per the Project Schedule; • Data conversion exception and audit reports; • Revised conversion routine if it does not meet the plan or validation as identified and captured in the HARRIS testing and incident management tool. The CITY will deliver the following as part of this phase: • Data cleansing in preparation for the first conversion. • Core Team members and SMEs to take part in the conversion workshop and assist in the planning, who are knowledgeable in the legacy system database table structures and legacy system presentation of the data; • Development of data extract routines as required to get the legacy data into the HARRIS -defined staging tables and eventually the HARRIS Solution; • Delivery of the extracted data as per the Data Conversion Plan and the Project Schedule; • Thorough validation testing of the converted data (as part of Phase 4 — Test Planning and Execution). Confirmation that financial balances from data conversion have been validated and balance with the legacy system conversion point; • Revised extract routines and additional data cleansing if the extract data does not meet the plan or validation, as identified and captured in the HARRIS testing and incident management tool CayStone. • Development of manual or semi -automated data conversion activities that are determined to be too difficult or time-consuming to automate. Constraints and Assumptions • Data clean-up can begin at the time of signing this document (or sooner) as the CITY is probably aware of date entry issues. It should be complete by the time of the first conversion for Integrated Testing. Cayenta Statement of Work for 47 of 112 City of Yakima Dated 19 May 2015 CITY OF a kienl TN[ HCART OF CENt AL WAWIMGTOM eye* • The CITY has the technical expertise and access (or can obtain it) to extract the data from the legacy system and format it as necessary to be loaded into the Staging Tables for HARRIS to convert it and import it into the HARRIS Solution. • The data conversion process will begin soon after completing the Data Conversion workshop and the Data Conversion Plan is written and approved, This is necessary to meet the start of the Integrated Testing phase and not have negative consequences on the overall Project timeline • Source data will be converted into a pre -defined set of staging tables/files. HARRIS will define the format of these staging tables/files. The structure and location of these tables/files will be agreed upon during the Data Conversion Discovery session. • Conversion of historical information outlined above is predicated on the CITY's ability to deliver the source details at the level of granularity required by the Cayenta Solution conversion analyst. • No data outside of that defined in the source data files of the Data Conversion Plan will be converted unless agreed to through the Change Control Process. • The number of conversions to be conducted will be as specified in the Project Schedule. If it is desired or becomes necessary to perform more data conversions, then a Change Order will be processed.Some data may not warrant the investment in developing conversion routines due to low volumes or the complex nature of converting it, in these cases pre or post conversion scripts may suffice, or manual recreation following conversion may be necessary. 4.9 Phase 4 — Test Planning and Execution Purpose The purpose of Phase 5 is to test the Solution to ensure that it meets the business requirements of the CITY. Also during this phase any new functionality (modifications, interfaces, reports, portals, bills, letters, forms) will be implemented as specifically outlined in this SOW. Fundamental to the testing methodology is a jointly developed Testing Plan. Although the Project Schedule provides an outline of the testing for the purposes of resource allocation and scheduling, test plans are developed at the beginning of each major phase (Functional, Integrated and User Acceptance Testing) and must be approved before testing commences. These plans provide a week -by -week outline of the major tasks and the team members responsible for them, and thus constitute the testing roadmap. The test plans include: • Testing approach/strategy; • Key testing activities; • Functionality to be covered in each week or key activity of testing; • Timeline for the key activities; • Source of data to be used in testing; • Roles and Responsibilities of all participants; • Material and technical environment requirements for testing; • Test scenarios and folder structure within CayStone; • Test Incident tracking methodology, including triage, escalation and metrics; • Completion Criteria. HARRIS's testing methodology is based on: Cayenta Statement of Work for 48 of 112 City of Yakima Dated 19 May 2015 Crry of as H[Aima THRr OI C[HTNu. WASHINGTON eye* • Knowledge of the HARRIS Solution and prior implementation experience; • Understanding how the CITY's requirements match up to the Solutions configuration. Testing is repeated within the time allotted for each testing cycle/pass until all tests are completed or blocked (pending running in a future cycle). Results will be reviewed at the end of each cycle along with the status of any failed or cautioned tests to evaluate priorities for resolution and determine when re -testing will occur. During the testing activity, HARRIS and the CITY staff shall refine testing scenarios and data to address testing problems and issues. Testing results are recorded in CayStone and a final report is produced that contains HARRIS and the CITY's project team approval to proceed to the next major phase (following Functional, Integrated Testing). Functional Testing The main purpose of the Functional Test phase is to confirm that decisions made during the configuration phase of the project are in line with the CITY's business requirements and that the initial configuration operates as expected. Functional testing will take place on clean, controlled data (not converted data) that is created specifically for the purpose of testing a business function by the CITY. This allows the project team to isolate and test the configuration prior to moving toward Integrated Testing where converted data will be introduced (along with possible conversion problems). Functional Testing is delivered in two stages. The first stage utilizes scripted scenarios that are common to most HARRIS Utility clients. Data (accounts, persons, locations, etc.) are entered into the Solution and verified at the start of testing. This ensures that the initial testing of the configuration decisions is on "clean data", to ensure that initial data conversion issues do not cause confusion and to allow the testing to start promptly. In addition, entering this data is an excellent way for the core team to become more familiar with the Cayenta Solution. HARRIS has developed a number of core functional testing scenarios that will be the basis for the CITY's testing scenarios. The scenarios are divided into two categories, Primary and Secondary, with Primary scenarios being the most common functions and cover the breadth of the Solution's functionality. Secondary tests are the less often used or back-office functions that while necessary, do not characterize the general operability of the Solution. Primary tests are often used as 'regression' tests, used to validate the Solution after every software update and data conversion. The second stage involves Functional Testing of each customized modification, interface, report, portal, form, web page or letter. Integrated Testing The objective of Integrated Testing is to confirm that the delivered HARRIS Solution performs according to documentation. This includes, but is not limited to all Cayenta products including subsystems, configured functionality, modifications, interfaces, self-service portals, portals, and reports. Most importantly, this testing is conducted on converted data. In addition, Integrated Testing will also serve to solidify the CITY's business processes. All features and functions must work together in the same environment with converted data. HARRIS's methodology recommends the following three fundamental principles in order to optimize both time and resources throughout Integrated Testing: • Recreate a realistic "production -like" environment. Using converted data, choose a sub -set of data and scenarios to represent the production system. This will typically consist of running operational cycles that provide the appropriate sampling of transactions. In creating the 'pseudo -production' environment, we ensure all components of the production system have been identified and incorporated into the Integrated Test Plan. In addition to the Solution itself, this includes the procedures and processes that need to be in place for the Solution to run properly, the production reports that supplement the Solution, the documentation, and training of the operations personnel, and all interfaces to other internal and/or external systems. • Manage the focus and momentum of Integrated Testing. Ensure all team members are clear on their activities, when they are supposed to be doing them, and whether or not they have completed their Cayenta Statement of Work for 49 of 112 City of Yakima Dated 19 May 2015 CITY of ima TH[ N[ART O► CCHTwu WASHI,.GTOH task(s) successfully. This is key and is the responsibility of the CITY PM or testing lead, working in concert with the HARRIS consultants and in adherence to the Project Schedule. • Ensure all activities move the team toward the final goal — a successful Go -Live. The activities of all team members and the project issues must be managed closely. Key timely metrics for testing progress and issue resolution must be established and monitored closely. Deviations from the plan will be identified by reviewing testing metrics frequently and adjusting the plan and tactics accordingly. HARRIS uses a structured Integrated Testing approach to ensure the previously described principles are followed. This approach involves having multiple database instances and multiple groups of test team members performing key integrated testing activities in these five main areas: • Integrated testing scenarios inclusive of primary and secondary scenarios (from Functional Testing); • Testing interfaces and modifications; • Testing reports, letters, portals, service orders and bill prints (as appropriate for the Project); • Core integrated testing that tests major batch processes; • Financial scenarios that focus on validating financial transactions. Each cycle of testing takes the Solution one step closer to production. Additionally, data conversion and system performance are tested in this phase. From Integrated Testing, metrics are derived from CayStone to substantiate the Solution is production ready. Daily Operations A key part of the Integrated Testing process is Daily Operations (sometimes referred to as User Acceptance Testing or UAT), during which the activities of a typical business day are followed utilizing the Solution to simulate the tasks and expected results. Daily Operations occupies several weeks following the end of Integrated Testing, once all the sub -components of the Solution have been thoroughly exercised and are producing repeatable and expected outcomes. HARRIS and the CITY will develop a formal UAT Plan. The CITY will be responsible for developing end-to-end test scenarios that will cross multiple operational areas. The testing scenarios should include, base functionality, batch processing, reporting, modifications and interfaces. Multiple monthly processes should be performed as part of the testing process. HARRIS will lead a walkthrough of the daily and monthly procedures and financial balancing process with the CITY's accounting department and Core Team. Daily Operations will be executed in the production environment and may be coordinated with the Performance Testing that will also be executed in that environment to take advantage of the simulated production activity taking place. Mock Cut -over Within Integrated Testing, mock cut -over ensures that the detailed schedule of the cut -over weekend is tested and fine-tuned. The cut -over period requires a large amount of coordination between team members, technical resources and end users. Developing a schedule and then testing it prior to Go -Live is essential. Mock cut -overs are the conversion of full data sets in a simulated Go -Live conversion situation. Mock cut -over is performed to confirm the accuracy of the conversion process and to eliminate data loading errors as well as to provide performance metrics that will be used in the planning of the actual go -live cut -over. HARRIS will execute a minimum of one (1) mock conversion to prepare for each Go -live cut -over, or as mutually agreed -to, based upon the results of initial data conversions. It is HARRIS's responsibility to load the data into the Solution. It is the CITY's responsibility to provide the data extracts in time for the full conversion loads to be performed. This process must be run end-to-end (or possibly with some overlap) to properly simulate the Go -live conversion process. Cayenta Statement of Work for 50 of 112 City of Yakima Dated 19 May 2015 CITY OF a oma TM[ MURr Or CCNI IIAL W*S HGTON After the mock cut -over conversions are finished, the environment used for the cut -over test will be made available to the project team for the following purposes: • Validation of data — This task consists of validating accuracy of converted data by physically verifying randomly selected items from the total population. This validation task is the responsibility of the CITY and is intended to provide a level of comfort on the data conversion accuracy of the data loaded to the Solution instance. Issues identified during validation testing will be logged as incidents in CayStone for resolution by the conversion analysts and others involved in the data conversion process. • To continue testing a cycle/pass as defined in the Integrated Test Plan. Application Security Setting up all the end-users in the Solution can be a lengthy activity and one usually that evolves over time. The preferred approach to help simplify this task, both initially and once in production, is to set up user groups and assign privileges at the group level. HARRIS will provide a list of all the entity privileges available within the Solution and will guide the CITY is determining what groups to establish and the privileges to grant each group. The outcome will be a document that will first identify the initial security settings by group and perhaps individual, and second, the configuration of these settings in the Solution. HARRIS will provide the necessary instruction on the security functionality and will assist the CITY in configuring user privileges. This will facilitate knowledge transfer so that the CITY will be able to maintain this critical piece of functionality as users come and go or change roles within the company. As stated earlier, security is difficult to get right the first time, so it will be best to err on the side of too few privileges and let users ask for more, than to provide them with too many and access to functionality they shouldn't have. Keeping security at a group level and not at the individual level will greatly enhance maintainability. Security will be set up prior to the start of Integrated Testing and it will be valuable to have testers login using the security groups when testing so that they discover security restrictions and permissions to help hone this configuration. Performance Testing This activity tests the performance of the Solution including the proposed production environment (operating system, network, database and disk array distribution). HARRIS and the CITY will develop a Performance Test Plan. The plan will detail the elements to be tested and the methodology for execution to meet the Performance Criteria defined in this SOW. The plan contains: • A strategy for performance testing, as well as roles and responsibilities; • Test scenarios and expected results; • Hardware, database, network and application parameters for the performance test environment. Hardware and software will be tuned prior to the start of performance testing by the CITY to the best of its ability and if necessary with 3rd party assistance. HARRIS will contribute any relevant knowledge it has of the typical areas that require tuning; based on their experience with similar project environments. Any batches and online modules used in the performance testing will be functionally tested and passed by the Core Team before the execution of the first performance test. HARRIS and the CITY will jointly execute the performance testing. Some elements of testing may require large numbers of testers performing transactions to stress the Solution within the normal parameters of daily operations for the CITY. A document will be developed that will include the results of each test (batch program and online functions), with an analysis of those results and recommendations to improve performance, if required. Cayenta Statement of Work for 51 of 112 City of Yakima Dated 19 May 2015 CITY OF Yakima Tw[H[1n or C[wnAL w.wiwcror. Entry Criteria: aye* Both/either party must meet the following criteria before Functional Testing begins: • Core Discovery completed and approved prior to the start of Functional Testing. • Initial configuration completed prior to the start of Functional Testing. • Approved Functional Test Plan. • Business process changes identified and approved prior to the start of Functional Testing. Both/either party must meet the following criteria before Integrated Testing begins: • Approved Integrated Test Plan. • All revised configuration completed and approved (following Functional Testing) • All security items set up and approved • To -Be Business Process approved by the CITY • High Priority Custom development items (modifications, interfaces, reporting) complete and unit tested prior to the start of the first iteration of Integrated Testing (or as per the Project Schedule, or otherwise agreed by the parties); • Medium Priority Custom development items (modifications, interfaces, reporting) complete and unit tested prior to the start of the second iteration of Integrated Testing (or as per the Project Schedule, or otherwise agreed by the parties); Both/either party must meet the following criteria before User Acceptance Testing begins: • Approval of the Daily Operations (UAT) Test Plan. • Approval of a Performance Test Plan. • Completion of Integrated Testing Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved; • Satisfactory closure of software deficiencies: • All P1 & P2 Defect Jiras will be resolved, tested and closed. HARRIS defines Jira priorities in the following manner: (a) P1 — System is effectively unworkable. No workaround. Generally reserved for live clients, but can on rare occasions be used during project implementations if problem affects critical implementation path. Cayenta Statement of Work for 52 of 112 Cityof Yakima Dated 19 May 2015 CITY „a Yakima TN[ XiA T O► CENTRAL WASHINGTON GyeV4-- (b) P2 — Major issue with key functionality that does not have an effective workaround. Will be fixed with a patch rather than as part of regular release process. (c) P3 — Issue has a viable workaround, and will be addressed during additional implementation testing or in a future release as agreed to by CITY. (d) P4 - Minor issues not affecting daily operations. Will be addressed during additional implementation testing in a future release as agreed to by CITY. • Completion of Test scenarios: • All Primary scenarios tested • All Critical and High priority secondary scenarios tested, 90% of medium severity secondary scenarios tested • All interfaces tested (for integrated test) • All modifications tested • All reports tested Deliverables Both/either party must meet the following criteria before this phase is complete: • Test plans (Performance and User Acceptance) and test scenario templates; HARRIS will deliver the following as part of this phase: • Test plans (Functional, Integrated) and test scenario templates; • Core test scripts/scenarios; • "Train the Tester" training: o CayStone training for test scenario creation/modification prior to the start of Functional Testing; o CayStone training for test execution and incident management prior to the start of Functional Testing; • Assistance with execution of all functional testing scripts, integrated testing scripts and problems as testing progresses; • Managing testing incidents within CayStone and working them towards resolution; • Testing status/results reporting; • Batch processes configured with the CITY assistance prior to the start of UAT; The CITY will deliver the following as part of this phase: • Customized testing scenarios based on HARRIS test scenario templates; • Leadership and execution of all the test scenarios and related activities as per the Project Schedule and the test plan; • Testing results and incidents recorded in CayStone to ensure a controlled testing process; Cayenta Statement of Work for 53 of 112 City of Yakima Dated 19 May 2015 Cm of a ima TH[ HURT Gr C[NTRA{. WAWINGTGN • Setup of user security with HARRIS' assistance; • Design and Execution of Daily Operations Testing (also called UAT) to achieve the desired goal of the CITY being satisfied the Solution functions as intended and is ready for production. Constraints and Assumptions • Testing preparations will begin during the Discovery phase by the PMs with the goal of being ready to begin testing once the Solution is initially configured. • Sufficient CITY team members will be available to take part in the testing such that the testing can be completed per the agreed Project Schedule and test plan. • The CITY has selected capable/qualified team members to perform the testing who will be efficient and capable to perform testing processes as established in the Project Schedule. • The CITY has the facilities appropriate for the testing team to work together in one space to accomplish the testing; • Where multiple testers are assigned the same test scenario, the scenario will be deemed complete once at least one tester has successfully completed it; • HARRIS support of Functional and Integrated Testing will involve a mixture of on-site and off-site Application Consultant support. • Completion of Functional Test scenarios: • All Primary scenarios tested • All Critical and High priority secondary scenarios tested, 90% of medium severity secondary scenarios tested • All systems that will be integrated with CIS will have test instances available to test the interfaces during Integrated Testing; • Utilization of CayStone to capture issues/ideas related to data, business processes, training, cut -over and many other categories; • HARRIS will provide core scenario templates to testing (The CITY will customize as required); • HARRIS will triage new incidents resulting from testing to facilitate prioritized and timely resolution with the understanding that except for Priority Low issues that the CITY may agree to resolve post -production, all business requirements and functionality set forth in the SOW are to be executing properly prior to Go - Live; • HARRIS will provide resources for product fixes resulting from defects identified during system testing processes in a timely manner, not impacting the project timeline. • The CITY will utilize core test scenarios provided by HARRIS and will customize or build new scenarios to meet the requirements of business processes and the resulting configuration of the Solution. • The CITY will organize, communicate and lead the testers through the testing process, following the test plans and schedule; HARRIS will assist. • The CITY is responsible for planning and conducting the User Acceptance Testing (UAT) that follows Integrated Testing to ensure the Solution meets the operational requirements of the CITY and is ready to be put into production; HARRIS will assist. • The CITY will conduct volume testing with guidance from HARRIS to ensure batch and on-line performance is acceptable. • HARRIS and the CITY will work together through all testing phases to execute and troubleshoot non- Cayenta Statement of Work for 54 of 112 Cityof Yakima Dated 19 May 2015 CrrY Of TML N[Ai a ma Rr W CLMTMAL WAIMINGTON conforming tests. 4.10 Phase 5 — Training Planning and Delivery Purpose Training is provided under the terms of this Agreement and falls into two basic categories: project team training and end-user training. The first is described below under Solution and Technical Training, while the second is explained under End-user Training further down. Solution and Technical Training During the initial hardware and software installation, HARRIS will provide training on the Cayenta Utilities application as it relates to SQL Server and to the Application File Server. On-site and webinar training is given to the appropriate technical staff. This training is critical to ensure Cayenta Utilities is maintained correctly once in production. The CITY technical staff will be required to take these courses in order to provide the necessary support needed to maintain the Solution and hardware throughout implementation and into production. Learning for the CITY team members will take place throughout the entire implementation project from the Configuration Workshops, and throughout the Testing Phases. Training is in the form of workshops, small group reviews, and individual coaching sessions, depending on need. The following table describes the courses that HARRIS will conduct on-site or over the web with the project team: Course Trainer Course Outline & Functional Responsibilities System Overview HARRIS Application Consultants To provide Core Team members and SMEs with a refresher of the basic Solution functionality prior to the start of discovery. Overview training is done in preparation for the Discovery sessions to allow for better recall of HARRIS Solution functionality as participants discuss how current business processes will be accomplished in the HARRIS Solution. Environment HARRIS Technical Consultants To provide a strong working knowledge of the environments and platform for the Cayenta Solution, HARRIS deploys system and technical training to the CITY technical support team. Topics covered include upgrades, maintenance, and administration. Cayenta Technical Services team will conduct this training in a mentoring fashion during the installation of the Solution where the CITY's IT team will perform the tasks necessary under the instruction and guidance of the HARRIS Technical consultants. Train the Tester HARRIS Application Consultants To equip the CITY's core team members with the foundational skills to plan and execute tests, and diagnose issues during the Functional Testing component of the implementation, HARRIS will conduct time -sensitive training on Cayenta product fundamentals, just prior to your team commencing the Functional Test Phase. This training is centered on the use of the CayStone testing and incident management tool. Cayenta Statement of Work for City of Yakima 55 of 112 Dated 19 May 2015 CITY OF TNt HCAW a ima a CtN F AL WA5HIHOTOM Operations HARRIS Application Consultants Once the CITY's team has completed Functional Testing, HARRIS will provide additive training to bring them to the next level of system sophistication where the CITY's team is capable of performing all the processes and functions required to run the application in production. Using System Training as a stepping -stone, Operations Training empowers the CITY's core team so they can perform Integrated Testing. In addition to covering the required processes and procedures, this training covers post -production configuration changes, job template submission and maintenance, and basic diagnostic skills. System Administration HARRIS Application Consultants During the implementation, System Administrator training is conducted for key IT staff. This training focuses on the setup, security, and maintenance of the Cayenta Solution. It delves into the creation of User Groups, installation of the Solution, setup of the Cognos reports, and configuration of various elements of the Solution. Self Service HARRIS Application Consultants HARRIS provides a review of the Self Service templates in order to provide the CITY's Web Developer a basic understanding. Portal HARRIS Report Analyst HARRIS provides a review of the Portal capabilities and the tool provided in order to provide the CITY's Project Team a basic understanding of use. Cognos Advanced Administration Training HARRIS Report Analyst HARRIS provides Cognos Advanced Administration training, geared to linking Cognos reports with the Cayenta Solution and its data tables. Train the Trainer HARRIS Application consultants To prepare the CITY Trainers for End-user Training, HARRIS application Consultants will review the End-user Training courses. The above training is basically for the core team and technical personnel. The attendees, timing and duration of these courses will be defined during preparation and kick-off phase of each project. End-user Training A fundamental factor in the success of this implementation is the CITY's ability to manage the organizational change process — transitioning from the legacy system to the HARRIS Solution. The primary mechanism in this transition is end-user training. The goal is to make the transition smooth with widespread adoption across all user levels. The Training Plan provides a blueprint for the scope and timeline of the training, based on the CITY's assessment of the learning requirements of the user groups at the CITY. The CITY core team members will develop and conduct the end-user training with HARRIS assisting. The training plan will be oriented towards the logistics involved in training the end-users and will include elements such as: names of trainees, their roles and work groups, as well as the course offerings and training modules, a schedule of classes with trainers and trainees assigned to each course, and the training materials required. Additionally, facility requirements will be called out to ensure these needs are considered and reserved/procured to meet the training schedule. Finally, training metrics should be specified and the mechanisms that will be used to gauge knowledge transfer. The benefits for the CITY having the training responsibility are: Cayenta Statement of Work for City of Yakima 56 of 112 Dated 19 May 2015 Ciro of a M OI C[NT•AL WArma TH[ H[A$HIHOTON • Credibility — the CITY team members will have greater credibility since their business process knowledge and experiences will be much greater. • On-going — Training is an on-going need and responsibility, and therefore to have the CITY staff trained is both expedient and cost effective. As business changes and functionality is added, there will be a need to continually develop in-house training expertise. A Train -the -Trainer approach to End-user Training has been agreed to as part of this SOW and in this context HARRIS will work with the CITY to deliver comprehensive End-user Training; with HARRIS Application Consultants providing the Solution expertise coupled with the CITY's business process experts. Experience has shown that training is most effective when delivered with relevant context and `hands on'. The End User Training courses outlined are instructor led on converted data so the trainees can interact with the Solution. Each course provides appropriate hands-on interaction, thereby providing the framework for both maximum knowledge acquisition and skills assessment. Training materials will be developed by the CITY from HARRIS -supplied templates and with HARRIS assistance. The templates provided will be from recent implementations and will thus incorporate the latest functionality within the Solution; however they will need to be modified to match the CITY's specific configuration of the Solution as well as the unique modifications and interfaces built for the CITY. The other aspect to modifying the templates will be to build them in such a way as to incorporate the right functional elements of the Solution, as is necessary to match the Training Plan. For each training session, the project will have a Primary Instructor and a Roving Instructor, made up of one the (or more) the CITY'S team members and one HARRIS team member. The assignment of the primary instructor and the roving instructor will be decided based on the expertise, experience, and availability of the team members. A specific training schedule for all users will be developed. In general, occasional users of the Solution will receive at minimum 4 hours of training. Sophisticated users may receive up to 40 hours. The training plan will determine the formal curriculum and the required hours. HARRIS recommends a maximum of 8 people in each training class for optimal training. Business process training may be incorporated into the end-user training or may be handled separately as the CITY determines best. Entry Criteria: Both/either party must meet the following criteria before this phase begins: • Functional Testing completed (to begin end-user training planning). • Business Process changes identified and approved (to complete training material development). • Custom development work FDDs/specs approved (to understand how the functionality will be delivered). • End-user training not to begin more than 2 months prior to Go -live to prevent knowledge loss Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved. Cayenta Statement of Work for 57 of 112 City of Yakima Dated 19 May 2015 Crry of TN[ M[Ai a ma IIT OI C[MTRAL W4fHINOTON Deliverables HARRIS will deliver the following as part of this phase: • Solution and Technical training as described previously; • Assistance with end-user training planning, including sample documents/templates; • Template training materials (that can be modified by the CITY to meet their specific needs); • Assistance in delivering the end-user training. The CITY will deliver the following as part of this phase: • Team member(s) to be trainers; • Updated the CITY business process documentation; • End-user Training Plan, jointly developed with HARRIS; • Development of training materials and data with assistance from HARRIS; • Delivery of end-user training, including any new/revised business process training. Constraints and Assumptions • The CITY has the facilities and equipment necessary to effectively deliver end-user training. • The CITY trainer(s) will be included as members of the Core Team so that they can learn the Solution through Discovery, Custom Development and Testing to be well acquainted with the Solution prior to delivering the training to end users. • The CITY is responsible for prerequisite education and training such as basic PC skills, MS Windows training, and/or fundamental business process knowledge of the business processes for trainees. • The CITY has the facilities and will provide the necessary logistics support for all training sessions, including: class schedules, meeting rooms, training rooms, material reproduction, overhead projectors, training workstations, and any other necessary training supplies. • The CITY will ensure end-user attendance at training. 4.11 Phase 6 — Deployment and Go -live Purpose The Deployment phase is the point at which the CITY and HARRIS decide whether all critical pieces are in place in order to turn the Solution over to production. This phase includes cut -over planning, a production readiness evaluation and the Go -live. HARRIS and the CITY will jointly develop a Cut -over Plan prior to the proposed Go -live date. HARRIS and the CITY will stage all aspects of the Solution in preparation for production cutover, including any manual conversion or data entry activities that are required. The Cut -over Plan defines the detail steps (automated and manual) to achieve Go -live to production: strategy, activities, timing, metrics, record balancing, financial balancing, the fall back plan, personnel, roles and responsibilities (both cut -over and post Go -live), customer communications approach, and an end-user support approach. Cayenta Statement of Work for 58 of 112 City of Yakima Dated 19 May 2015 CITY OF THE HURTima OF C[NTRAi W�$HINOTON eye* The Production Readiness phase focuses on four critical areas: 1. System Readiness. Is the Solution tested and ready for production? 2. Data Readiness. Is the data ready for production operations? Have all data issues been resolved or planned for during the cutover period? 3. Process Readiness. Have the business processes and their changes been trained on? Have all business process re-engineering tasks been completed and made ready for production operations? 4. Resource Readiness. Are all the end-users trained? Is the CITY's staff trained to deal with problem solving during the business cycle? A checklist of issues relating to the cutover readiness will be developed by HARRIS and the CITY for each Project. This checklist is based on the experiences gathered from other HARRIS production cut -overs and specific issues that arose during the configuration and testing of the software for the CITY (captured in CayStone for reference). It will contain all activities, whether business or technical, which will be performed during the Mock and the final cut- over. An assessment of this checklist and evaluation of the business model provides enough information to determine "production readiness". If so, a Go/No-go decision (based on criteria set forth at the beginning of the project) is made and the cut -over to production takes place on the mutually agreed date. At a high level, the checklist will, at minimum, address the following: • Project management readiness; • Solution testing readiness; • Business readiness; • Training readiness; • IT infrastructure readiness; • Organization/people readiness; • Fall back readiness (requirements and procedures for rolling back to the legacy production environment in the event the go -live is unsuccessful); • Help Desk readiness (Procedures, tools, escalation process and post implementation support procedures); • Cut -over staffing and areas of responsibilities • Issue Management Process following Go -live; A meeting will be held for cut -over and post Go -live support where the PMs will present the cut -over plan to prepare the project team and other support staff. Entry Criteria: Both/either party must meet the following criteria before this phase begins: • Functional and Integrated Testing complete, including resolution of all execution errors identified in the testing process except incidents that the CITY has agreed can be resolved post -production. • Daily Operations (UAT) complete prior to the Go/No-go decision. • End-user Training complete prior to the Go/No-go decision. • Critical High and Medium priority incidents in CayStone resolved prior to the Readiness Checklist sign -off. • Completion of Mock cut overs as specified above. Cayenta Statement of Work for 59 of 112 City of Yakima Dated 19 May 2015 Crrr OF Yakima THE HARTO►CENTRALWA$$1NGTON Exit Criteria: eiyeottr Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved. Deliverables HARRIS will deliver the following as part of this phase: • Jointly developed Cut -over Plan and Readiness Checklist; • Cut -over meeting to present the plan, done jointly with the CITY; • Setup of the new production instance; • Participation in the Go -live readiness review and decision to proceed; • Completion of HARRIS cut -over tasks as established in the Cut -over Plan; • On-site support over the Go -live weekend; • Close-out plan that defines the criteria for closing the project. The CITY will deliver the following as part of this phase: • Jointly developed Cut -over Plan and Readiness Checklist; • Cut -over meeting to present the plan, done jointly with HARRIS; • Notify customers (internal and external) of cut -over to new system and any operational interruptions; • Lead the Go -live readiness review and decision to proceed; • Completion of the CITY cut -over tasks as established in the Cut -over Plan; • Technical IT staff available for Go -live weekend; • Core Team and end users, for Go -live weekend, to carry out testing on the newly established production Solution as a confirmation of production readiness; • Core Team and end-users over the Go -live weekend to catch up on work that was stopped or manually processed when the legacy system was taken out of production. • Approval of the Close-out Plan. Constraints and Assumptions • Go -live will occur over a weekend and typically requires 72 hours to be determined by the CITY to complete, thus the CITY may need to stop operational activities related to customers for a business day, or at least not perform any activities in the legacy system once the data conversion process begins. • Before the new system, including converted data, base software, and customizations can move to the production environment and be implemented in day-to-day production processing the following criteria must be met: • Successful completion of all functional tests, all integrated tests, and sign -off on all user acceptance tests. • Successful mock go -live completed. • All end users have been trained and assessed to be ready. Cayenta Statement of Work for 60 of 112 City of Yakima Dated 19 May 2015 YCITY OF Yakima THE HEAVY OF CENTRAL WASHINGTON • The data conversion has been balanced / adequately explained to the CITY's satisfaction. • No open Critical, High or Medium priority defects unless otherwise agreed by the parties • Post -implementation support plan in place with a staffing plan. 4.12 Phase 7 — Transition (Post Implementation Support) Purpose The final phase is designed to provide a smooth transition into production and then to HARRIS Support. Once the Solution is in production, a HARRIS application consultant stays engaged to assist the CITY production staff to verify the Solution is functioning properly and to assist the CITY in the identification and resolution of all functional and technical issues, concerns and errors (jointly referred to issues or defects) related to the operation of the HARRIS Solution. The application consultant will have been part of the implementation team and will be on-site 50%. HARRIS will provide remote support for the days when the consultant is not on-site or traveling. HARRIS will provide extended hours of support during the Transition period as may be required to address problems. A team of Vancouver -based personnel (developers, analysts, report writers, and technical specialists) will provide remote support to the application consultant as required including on-call availability during the CITY business hours (Pacific Time) for Critical Issue escalation and assistance. The Transition phase for the Project will encompass 4 months. The purpose of the Transition Phase is to ensure complete and successful transfer to the HARRIS Solution as described in this SOW and to provide the CITY with direct access to an application consultant before transitioning to standard remote Support as per the Support and Maintenance Agreement. The CITY will establish and staff a help desk for support during the Transition Phase to take calls and log issues reported by end-users, using CayStone. The CITY will provide the first line of support to end-users and attempt to resolve issues using the training materials, Solution documentation, and the design documents. Unresolved issues related to the Solution will be escalated to HARRIS with CayStone. The ongoing operation for the Solution will be the responsibility of the CITY following the Go -live date with the support of HARRIS. HARRIS will correct or offer a plan or solution for all Critical and High priority defects associated with configuration, modifications, interfaces, reports, portals, web pages, letters, etc. as reported by the CITY during the Transition period. The CITY is responsible for defects associated with configuration, modifications, interfaces, and reporting that have been changed by the CITY or other Consultants (not contracted by HARRIS) without HARRIS written approval. Prior to the start of this phase, HARRIS and the CITY will develop and agree to a Close-out Plan. The purpose of this plan is to define the criteria necessary to close the implementation efforts and officially transfer the Solution to the HARRIS Support organization. At the end of this phase, the HARRIS Project Manager (or designated consultant) will prepare an Operations Audit and a `hand-off' to HARRIS Support. The audit report outlines all outstanding issues, operational risks, and relevant action items to ensure the stability of the CITY operations. HARRIS and the CITY will review and sign -off on the audit report before it is submitted. HARRIS PM will also work with the CITY PM to close out the project in an orderly fashion, as per the Close-out Plan, including a review of this SOW and change orders to ensure all deliverables have been met. Lessons learned will be jointly developed and shared, and final approval and invoicing will occur at the end of this phase. Cayenta Statement of Work for 61 of 112 City of Yakima Dated 19 May 2015 Crnr Of a iOma TN[ HtART ► CCN1 L.L W/fti$NGTOw Entry Criteria: Both/either party must meet the following criteria before this phase begins: • Go -live. Exit Criteria: Both/either party must meet the following criteria before this phase is complete: • All the deliverables below have been achieved. Deliverables HARRIS will deliver the following as part of this phase: • Four months of time from one Application Consultant to assist with functionality issues that may arise during this period; o Month 1: First two weeks on-site support, second two weeks remote o Month 2: Two weeks on-site, two weeks half time remote o Month 3: 1 week on-site, three weeks half time remote o Month 4: 1 week on-site, three weeks quarter time remote • Two bi-monthly billing cycles will be supported over four month period; • Assist in resolving user created errors and the resolution of any latent configuration issues or coordinating resolution of latent defects; • Support month-end activities; • Achievement of the Close-out Plan; • Structured hand-off to the standard Harris Support; • Operations Audit Report; • Lessons learned (jointly developed and agreed to). The CITY will deliver the following as part of this phase: • Provide a Support Team made up of Core Team members and IT staff to respond to user issues and log incidents in CayStone as required for resolution; • Provide re-training (formal or ad hoc) to users when required; • Data corrections necessitated from user error or missed data conversion items; • Participate in Support hand-off meeting; • Final deliverables sign -off; • Approval for project close. Constraints and Assumptions • Deferred features and functionality that may have been agreed during the implementation to be delivered during the transition period have been provided, tested, implemented and accepted by the CITY. • HARRIS will provide a combination of on-site and remote support to the CITY during the first two Cayenta Statement of Work for 62 of 112 City of Yakima Dated 19 May 2015 CITY OF YakimamE HEARTOrCINT.ALWAININOTON complete month-end cycles. • HARRIS will assist the CITY to transition from implementation (consultant) support to standard remote Support as agreed to in the Support and Maintenance Agreement, during the Transition period. • A CITY support group will be assembled prior to cut -over to stabilize the implementation and provide production support services, including refresher training, coaching and user authorizations and security support for the duration of the post go -live transition period. • The CITY will switch to HARRIS Support after completion of the Transition period as outlined in the Support and Maintenance Agreement. • The completion of Transition constitutes the completion of Implementation and the end of the 'Project'. Functionality not implemented prior to the end of Transition, by mutual agreement and a Change Order, will be considered a mini project and the appropriate funds set aside to be invoiced when the work is completed and accepted. Cayenta Statement of Work for 63 of 112 City of Yakima Dated 19 May 2015 CITY OF a ima THE HCA•T Or C[HTRLL WASHINGTON 5 Project Management Methodology HARRIS uses a structured and layered project management methodology that relies on detailed and complete project plans to determine who is working on what tasks and when throughout the life of the project. Central to HARRIS's philosophy is maintaining strong communication throughout the teams, setting expectations early, facilitating and coaching as required and monitoring progress. We view the relationship with the CITY as a partnership in this endeavor. HARRIS's methodology is the foundation of the implementation; however it is understood that `one size does not fit all'. HARRIS takes a consultative and pragmatic approach to ensure that the methodology fits the CITY's organization. Utilizing the fundamentals, techniques and industry experience, HARRIS will work closely with the CITY in refining the methodology to best suit the goals of the Project. HARRIS will provide a single, dedicated Project Manager throughout the life of the project who will work directly with the CITY's Project Manager and the joint team to ensure that all project responsibilities are met and milestones achieved. The HARRIS Project Manager will not conduct business meetings with the CITY's management without the prior knowledge of the CITY Project Manager. HARRIS will provide project management services through all phases of this project. HARRIS will administer and maintain the MS Project Schedule. HARRIS does not assume the CITY's responsibility for management of its resources, or the management of other vendors and suppliers retained by the CITY. Harris is responsible for the entry into the project schedule and management of all tasks, resource assignments, allocations, resource leveling, actual work entry and all other MS Project Schedule maintenance for HARRIS and the CITY. Key milestones for other subcontractors working as part of this project for HARRIS or the CITY may also be tracked in the MS Project schedule by mutual agreement of the project managers. 5.1 Project Governance Team Meetings Weekly, the PMs will conduct group and/or individual meetings with team members weekly to review their assigned project tasks. The purpose of these meetings is to gather information regarding the overall project status, to identify obstacles to successful completion of tasks, and to provide needed assistance and coaching. Assignments will be distributed to ensure the team members are using the same task list as the project management team. Assigned tasks, risks, issues and any other project issues will be reviewed during these meetings. Project Manager Meetings The project management team, along with other lead project team members, if needed, will meet weekly. The purpose of these meetings will be to discuss the project work items and the current status, using the Project Schedule data as a driving tool of the meeting. Examples of topics to be covered in this meeting are listed below, but not limited to: • Provide status of major project activities; • Review prior week's accomplishments and update the project schedule; • Analyze project metrics (deliverable status, percent complete, etc.); • Review of open project Issues; • Review and advance change requests; • Update the risk register; • Review the project calendar for scheduling purposes (resource availability, on-site weeks, etc.); • Discuss project concerns; • Action items from this meeting. Cayenta Statement of Work for 64 of 112 City of Yakima Dated 19 May 2015 Yakima THE HEART OF CENTRAL WASHINGTON The PMs may define other meeting needs beyond this weekly meeting, however meetings must be well facilitated with agendas, time keeping and action items so that they are efficient and effective. Failure to do so will be a direct reflection on the ability of the PMs to manage the entire project and the likelihood of achieving an on-time and in -scope project. Executive Steering Committee Meetings On a monthly basis the Executive Steering Committee (ESC) will hold a status review meeting. The PMs will develop a presentation that communicates the current project status and a forecast. This presentation will communicate the project metrics and a brief status of each major phase and component of the project as appropriate. The PMs will have responsibility to develop the presentation for the meeting with each taking responsibility for different portions and then reviewing together to finalize the message. The PMs will distribute the presentation and any supporting detailed reports 24 hours in advance of the meeting to permit the ESC members an opportunity to review the materials and come prepared to the meeting with a level of understanding and questions. 5.2 Conflict Resolution With a project of this size and complexity, conflict will arise. It is expected that most conflicts will be addressed at the Project Manager level or below. If the individual team members are unable to resolve the conflict the team members will elevate the issue to their respective Project Manager. The PM will then work to resolve the issue with their counterpart. In addressing conflict, it should be remembered that the goal is a partnership between the organizations that is collaborative and positive. The relationship between HARRIS and the CITY will extend long after the project is finished and the Solution is in production, a relationship that will last for decades. Resolution Escalation Process HARRIS recommends three levels for conflict escalation: • Project Managers (names) to; • Sponsors/Director (names) to; • Executive (VP, EVP, GM) (names). One representative from HARRIS and representatives from the CITY are designated at each level. All issues must be in written form — providing details, impacts and alternative resolutions. Decisions are based on project documents, such as the contract, and SOW including appendices. Basic points: • Issues must be raised by project members through the respective Project Managers; • An issue must be entered into CayStone; it is not considered 'logged' unless this is done. The Conflict Resolution Escalation Process shall consist of a three-step approach to resolve disputes related to this agreement. Once a dispute has been formally escalated from the Project Managers the formal process begins, starting with Step 1 below: Step 1 — The initiating party's assigned Project Manager will inform the other party's Project Manager that a dispute exists that cannot be settled by project team members. The two Project Managers will work together to resolve the issue. If after five (5) business days, or a mutually agreeable timeframe, the matter has not been resolved, the issue will be escalated to the Step 2 process. Step 2 — The Project Managers will inform their respective Project Sponsor/Director that a dispute exists. The party that initiated the dispute will clearly document their concern in writing to the other party and outline what Cayenta Statement of Work for 65 of 112 City of Yakima Dated 19 May 2015 CITY OFYakima THS HART O' C[NTRAL WASHINGTON their desired outcomes are related to the outstanding issue. The parties will work to resolve the problem within five (5) business days, or other mutually agreeable timeframe. If the matter has not been resolved after this phase, the issue will be escalated to Step 3. Step 3 — During this step, the information documented from Step 2 and any other clarifications from Step 2 will be provided in writing to the Executive/General Managers of both parties by the PM of the party that initiated the dispute. The party that has initiated the Dispute Resolution Process will allow the other party five (5) business days, or mutually agreeable timeframe, to resolve the matter. If at the end of this phase the matter is not resolved this issue will be considered a legal matter. 5.3 Project Schedule The project schedule will cover the whole project with HARRIS (as defined in this SOW) always maintaining a 'planning horizon' of 12 weeks with greater granularity. This allows everyone to have greater clarity of the project tasks and events in the near-term. Should a milestone or deliverable 'slip', there must be a mitigation strategy performed that will bring the plan back on schedule. Different ways of bringing the plan back on schedule are to look for ways to move or shorten future tasks, add resources, utilize slack or, if necessary, extend the project schedule, which would require a change control. HARRIS and the CITY will monitor the adjustments in order to determine when we are actually back on schedule. The level of action is dependent on the event and the impact on other activities. The underlying approach is pro- active planning, coupled with rigorous monitoring and timely corrective actions. HARRIS strongly stresses that all planning must be jointly performed and communicated by the project managers of both teams. In summary, the Project Management function is critical in ensuring the project is completed on time. There are a number of policies listed below that HARRIS enforces to ensure this is achieved: • Project Schedule must include clear objective milestones consistent with identified deliverables and payment schedule, to determine that project progress accurate. These milestones are identified and agreed upon between the CITY and HARRIS. The milestones represent the project points that must be reached for the overall project objectives to be achieved. • Project Schedules must have baselines approved and new baselines set when there is an approved Change Control. This ensures all changes to the baseline are tracked and justified. • Project progress/changes must be approved and reflected in the project schedule weekly. The schedule must always reflect the latest and most accurate projection of completion time and remaining effort. • Project Schedules must contain: resource staffing for both the CITY and HARRIS including estimated effort and percent complete, so it is clear if project tasks are going beyond plan. HARRIS uses MS Project to manage the Project Schedule. The actual work will be applied as part of the schedule update process to ensure the schedule can be used to predict the remaining work, therefore the estimated completion date. • Project Status Reports must accurately reflect the achievement of the project with respect to the project schedule. Project slippage is identified early when there are still opportunities to make adjustments. • During the initial schedule development in the first month HARRIS will develop the schedule, conduct a detailed review, and update the schedule with the CITY project management team. Once the CITY approves the initial schedule, it will be saved as a baseline schedule. • All Project work and assignments will be reflected in the schedule. There will not be a separate document listing additional work not reflected in the project schedule, unless the parties agree to track those specific items in a separate tool, such as defects, for example. Cayenta Statement of Work for 66 of 112 City of Yakima Dated 19 May 2015 CITU oak THC HGRrOI CENTRALWASHINGTON ayeVer • The schedule will have tasks defined in enough detail so that an individual user can clearly understand his or her assignments by week. The task names will be written out in enough detail so the team member can understand what to do. In general, a task should reflect what one person could do in a week. The tasks in the schedule will accurately reflect the work that will actually be completed. Task dependencies will be based on the logical order of work — not resource dependencies. • Task durations will reflect the best estimates available for the time required to complete the task. Each task will be estimated independently. That is, task durations will not be determined by calculating the duration of the project and dividing by the number of tasks, or any similar calculation. • The project schedule will contain a master resource list of all team members that are contributing significant work to the Project. The resource list will be recorded with last names and then first names to facilitate easier searches. The "Group" column will designate the HARRIS staff members and the CITY staff members for reporting purposes. • Generic resources will not be used except in those portions of the schedule yet to be elaborated. All parties recognize that the specific resources that may perform a work activity may change later in the Project as required as details are developed. • Resource calendars will accurately reflect resource availability. • Parties will meet during the planning phase and agree to assignment and resource leveling techniques to be used by HARRIS in the MS Project Schedule. The schedule will be updated by HARRIS weekly during the weekly Project Managers' meeting. The weekly team meetings and work assignments review will be a major input to the updates required for the project schedule. 5.4 Project Scope Successful implementation of the software requires a coordinated and collaborative effort by HARRIS and the CITY. Each party contributes an essential piece of the project: HARRIS will provide the product knowledge, the methodology, knowledgeable and experienced resources and the implementation expertise; the CITY will provide the business knowledge/requirements, Core Team members, IT support and timely business decisions. By carefully managing all aspects of this project, HARRIS, with the support of the CITY will be able to implement the Solution on time, within scope and on budget. To achieve this, the CITY will provide a Project Manager responsible for the direction of the CITY team members assigned to this project as well as all administrative matters associated with managing the project. HARRIS will provide a Project Manager responsible for planning and coordinating delivery of all HARRIS deliverables and associated the CITY tasks described within this SOW. A key to the success of this implementation approach is executive and management commitment on the part of the CITY and HARRIS. All management teams must work together to manage the scope of the project and to quickly address project risks and resolve issues brought to them by the CITY and HARRIS Project Managers. The CITY Project Manager will coordinate all scope changes and present scope changes to management for approval as deemed necessary by the CITY management. The CITY Project Sponsor will approve scope Changes or Change Orders. 5.5 Change Control The SOW, Project Schedule and Contract define the responsibilities and deliverables of HARRIS and the CITY throughout the Project. Communication and trust is critical between the project managers and project teams in balancing between limiting scope for the success of the project without sacrificing quality. The management of scope is most effective when there is active executive management involvement. Cayenta Statement of Work for 67 of 112 City of Yakima Dated 19 May 2015 CITY OF i a ma TM[ N[A T OI CENTRAL WAIWIMGTOM eyeot) HARRIS requires that throughout the project a standard Change Control approach be utilized to document changes to the project. Change Orders may be monetary in nature — either positive or negative, essentially establishing trade-offs. In addition, Change Orders may be non -monetary to document a change or clarification in scope or schedule that does not affect cost. HARRIS acknowledges that throughout the project some modifications or custom interfaces may not be required and thus the hours that were allocated to that deliverable will be held in reserve to be used at a later date for new requirements or services needed to complete the project. The Change Control process will be employed to document the hours to be banked, using a non -monetary Change Order. A second Change Order will be processed at the time a new requirement is agreed to, to deduct hours from the banked pool. Change Orders for new requirements (e.g., reports, modifications, products, additional services) will be monetary in nature once the pool of banked hours is exhausted. Banked hours will expire eight months after the Transition and are not refundable. HARRIS always recommends more rigorous scope control early in the project as team members become familiar with the product and processes. HARRIS's experience is that there is an early influx of scope changes — which gradually change as team members better understand the product and inherent processes. HARRIS's base philosophy is to maintain simplicity as much as possible as the team learns and grows, with the allowance of adding complexity later once the Solution is understood and it is still deemed necessary. HARRIS and the CITY agree to work collaboratively and constructively towards completing this project on time, however, throughout the duration of the project many situations will arise to challenge this commitment. The best approach to addressing these challenges is thorough documentation of the many small issues that can lead to missed deadlines. The HARRIS and the CITY PMs must be diligent in this documentation and be frank with one another in accepting the ownership for any delays. Working from this position is always easier in the long run and serves to remove the ambiguity and finger pointing, allowing both parties to move forward in unity. Events beyond either party's control, such as natural disasters, will be recognized as such and the responsibility for getting back on track will be shared equally. Notwithstanding the general principals stated in this paragraph, each party will remain responsible for completing its obligations and deliverables during each stage of the Project whether or not the other party has documented a potential delay by the other party. No change in scope or additional fee for any work by HARRIS shall be permitted unless such change is evidenced by a Change Order. Notwithstanding the foregoing, in the event that the CITY requests a change in scope in writing or fails to fulfill its obligations in a timely manner resulting in a necessary change in the Project Schedule, then Harris will be entitled to request a Change Order reflecting appropriate changes in scope, price and schedule. At the start of the Project Planning and Management phase, the HARRIS and the CITY Project Managers will agree on the Change Control template forms. Changes to the Statement of Work will be addressed as formal Change Order requests in writing. Either the CITY or HARRIS can make a Change Control request; however, all Change Control requests shall be subject to the CITY's written approval. At a minimum, a Change Control request will identify the business reasons for the change and define the impacts if the change is or is not made. Change Control requests that affect the terms of this Statement of Work must be approved in writing and amend the agreements. If a Change Control request has been determined to be necessary, then the HARRIS Project Manager will prepare a Change Order to be signed by authorized representatives from both companies that will become an addendum to this SOW. Approval of a Change Order must be made prior to commencement of the work being requested. Cayenta Statement of Work for 68 of 112 City of Yakima Dated 19 May 2015 CITY OF TN[ Hi1 a oma RT O► C[NTOLL WAfNINOTOM aye* 5.6 Risk Management Key to the successful management of the implementation is a clear and well -understood risk management strategy. Risk is inherent in any implementation effort and represents the 'unknowns' of the project that have not already been accounted for and addressed in the planning of the project. Risk cannot always be eliminated, so it must be identified, described, categorized, prioritized, prepared for and monitored. Only by undergoing these steps can we develop and assign a risk mitigation strategy for each issue. A risk management register is established early — incorporating protocols and escalation processes. HARRIS believes this register must be jointly developed and managed by the PMs. The most challenging part of a project is determining the priority or importance of a project risk and determining appropriate actions. A risk response strategy can include a number of actions, including preventive action, corrective action, mitigation action or no action at all — with risks that should be acknowledged but cannot be affected. Risks are regularly reviewed and tracked by the respective Project Managers. While the Project Managers are responsible for managing the risks, the entire team is responsible for identifying them and participating in risk mitigation. There are several techniques that are used to determine project risks — brainstorming, Delphi technique, team member interviews, and SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis. Any or all of these can be applied to develop the initial risk register at the start of the project, which will then be updated with changes, additions and closures throughout the project. Once the risks have been identified, the risk strategy is prepared and the triggers that will initiate the risk strategy are agreed upon by the PMs. A Risk Management Process will be agreed to during the Project Preparation Phase by the PMs. HARRIS will lead the Risk Management Process to identify, manage and reduce project risk. The failure of the Project Managers to identify or avoid a risk shall not alter the obligations of the parties under this SOW. 5.7 Incident Management Central to managing the project towards a successful conclusion is the management of all project issues. HARRIS provides the CITY with CayStone, a web -based incident management tool. The CITY team members will have access to CayStone, to be used as part of the implementation process and it will remain available to the CITY following the project. There are a number of existing reports available in CayStone and through SQL Server Reporting Services via a link in CayStone that the PMs will use to monitor progress with incident resolution. The CITY team members will utilize CayStone to record every issue they encounter while testing. The team member will enter a description of the problem and provide an initial priority to characterize the importance of resolving the issue. An Application Consultant will be regularly monitoring CayStone and when an 'Open' incident is encountered the issue is triaged; the source of the problem must be determined — whether it is configuration, software, procedural or data related. The consultant will validate the problem with the team member and verify the priority of the issue. The consultant may change the priority based on their understanding of the problem and knowledge of the criticality of the functionality affected, within the context of the entire Solution. A change in priority will be communicated back to the team member. The incident may have resulted from an incorrect configuration setting, a misunderstanding of the CITY's business process, a problem with the test scenario or a possible Solution defect. If the consultant can resolve the issue, the necessary configuration changes are made or an explanation is provided, and the incident is changed to 'Validate' in CayStone. All configuration changes and explanations are entered into CayStone. The CITY team member it is assigned to will then review the incident and if satisfied, will change the incident status to 'Closed'. If the incident cannot be resolved by the consultant due to a software defect, a Jira (development issue) is raised to the HARRIS Development Team. Jira is our internal development issue tracking system. The Jira will be Cayenta Statement of Work for 69 of 112 City of Yakima Dated 19 May 2015 CITY or TH Yakima EARraC[Ht*1.WA [ HSHIH6rOH prioritized on a severity scale of Critical, High, Medium and Low (which correspond to the numbering system used in CayStone). The Jira number is entered into CayStone, and the incident status is changed to 'Jira'. HARRIS's Development Team will work the issues based on priority and the manner they are scheduled each month. HARRIS's Development team schedules Jiras based on the severity utilizing a 'Development Contract' Methodology. The defect Jira is scheduled, assigned to a Developer, corrected and released. The severity, priority, project phase and interaction with other trackers, will dictate the release method for the fix (patch or next release). Once the Jira fix is available, the consulting team is notified. Application Consultants will coordinate with THE CITY to apply the patch or release. Following quality assurance (QA) testing by the consultant, the incident will be updated in to change the status from a status of 'Jira' to 'Validate' in CayStone and assigned back to a the CITY team member. The CITY team member will test the incident, and if successful, will change the incident status to 'Closed'. How to use CayStone will be reviewed with the core project team at the start of the Testing phase. 5.8 Communications HARRIS will work with the CITY in developing a Communication Plan. HARRIS is not a specialist in this area however HARRIS has worked with the CITY's on effective communication plans to stakeholders. The CITY personnel, using existing communication structures, will execute the plan. HARRIS finds this approach to be the most effective and a key element of organizational change management — preparing the organization for the Solution and possible revised business processes. Within the project, HARRIS and the CITY will share responsibility for communications to team members and the ESC. Much of the project communication is informal, between team members as required, however there are formal communication mechanisms that HARRIS will employ: • Weekly Status Reports; • Monthly Project Status Report and ESC presentation; • CayStone reports; • Project SharePoint site; • Project Schedule and related reporting; • Weekly PM Meeting; • Weekly Team Meeting; • Weekly Data Conversion Meeting: • Weekly Testing Progress and Incident Review. 5.9 Organizational Change Management HARRIS will support the CITY with an Organizational Change Management program through the following activities: • Communications (as described in 5.8) • Training (as described in 4.11) In addition, HARRIS will participate in staff meetings and/or roadshows as requested by the CITY to demonstrate the Solution. Cayenta Statement of Work for 70 of 112 City of Yakima Dated 19 May 2015 Cm OF a oma TN[ N[ART OI CCNTRAI WAfMINGTON 6 Project Teams 6.1 Project Managers (PM) The HARRIS project manager will be responsible for the overall management of the delivery of the services contained within this SOW. the project manager works with the HARRIS project team and the CITY PM in the development of a single detailed project schedule that contains tasks for both the HARRIS team and THE CITY team. Once the parties have created the project schedule, the HARRIS and the CITY project managers will review the schedule with the project team and make adjustments as necessary. The progress of each task will be monitored, assessed, and reported upon at weekly intervals throughout the project. The HARRIS project manager will have responsibility and authority to act on behalf of HARRIS for all matters pertaining to the management of the HARRIS effort required for support of the project. The HARRIS PM will work jointly with the CITY Project Manager throughout the project implementation. The HARRIS Project Manager shall attend and contribute to monthly project review meetings on-site and will conduct weekly project status meetings on-site or by telephone conference call if off-site, and provide a weekly written status report. The following table identifies the PM roles and responsibilities. Person Role & Responsibilities HARRIS PM To function as the project lead for the vendor in the delivery of the services contained within this SOW and the point of contact for the CITY. This person's responsibilities include: • Manage the delivery of services described in this SOW to keep the project on time and within budget; • Jointly monitor progress, resource utilization and milestones; • Maintain the MS Project Schedule as described in this SOW with timely weekly input from the CITY PM and Project team; • Jointly identify and manage project risk; • Ensure appropriate HARRIS staffing for the project and manage same; • Timely coordination of HARRIS personnel and HARRIS sub -contractors performance and accomplishments, ensure they are functioning within the CITY's business policies and procedures while on-site; • Lead the project manager meetings; • Initiate change orders as required and agreed to; • Facilitate transition to production and coordinate the resolution of any issues; • Participate as part of the project team to share information and be involved in project decision making; • Provide weekly status information and monthly reports to the CITY; • Assist with the development and delivery of the Monthly Executive Steering Committee Presentations; • Manage and ensure that vendor invoicing is accurate and timely; • Provide ad hoc project status updates to project sponsor and senior management; Cayenta Statement of Work for City of Yakima 71 of 112 Dated 19 May 2015 CITY OF Yakima TN[ N[ARTOIC[MTAALWA�NINGTON Person Role & Responsibilities CITY PM To function as the project lead for the CITY and the point of contact and accountability for the CITY activities (this role to be split between the CITY Project Manager as determined by the CITY). The responsibilities of the CITY Project Manager include: • Provide day-to-day project leadership for the CITY team/resources • Communicate the CITY resource assignments to assist in the maintenance of the project schedule; • Coordinate project changes; • Timely coordination of the CITY and sub -contractor resources needed by the project; • Coordinate procurement of hardware and other resources that are not the responsibility of HARRIS; • Ensure that HARRIS is informed of the CITY's policies and procedures and verify they are working within them; • Facilitate the project steering committee meetings; • Prepare and participate in the project manager meetings; • Facilitate and participate in a timely decision-making process; • Oversee the communication plan for the project to ensure project information is flowing to the right people at the right time; • Oversee the CITY organizational change management process to ensure that the CITY's workforce is engaged with the project, that ownership is developing with the appropriate personnel so that the new business processes will be accepted; • Oversee the CITY requirements throughout the life of the project, updating the list by removing requirements that are no longer needed, and adding new ones as agreed to with HARRIS, initiating Change Orders as necessary to document the agreement; • Act as a conduit for all project information to the CITY project team, steering/governance committee and stakeholders; • Monitor project status and apply corrective actions with HARRIS; • Provide ad hoc project status updates to project sponsor and senior management; • Provide timely coordination of deliverable acceptance process as outlined in this SOW; • Process invoices for approval and payment as deliverables are accepted; • Coordinate the activities of all the CITY'S support personnel (internal and external). 6.2 The CITY's Project Team HARRIS requires that the CITY provide qualified resources that shall be jointly responsible with HARRIS for meeting the mutually agreed upon project schedule and milestones for implementation of the Solution. Cayenta Statement of Work for City of Yakima 72 of 112 Dated 19 May 2015 Yakima THE HEART Of CENTRAL WASHINGTON Gyeo* Project Sponsor The CITY Project Sponsor will have primary ownership of the project and will provide guidance to the CITY PM. The Project Sponsor will interact with the HARRIS Project Director on a regular basis to ensure a strong relationship exists at that level. Additionally, the Project Sponsor will be the liaison to the CITY executive team, ensuring that information is disseminated at that level. The Project Sponsor will chair the Executive Steering Committee (ESC) and will be the primary approver for change control actions. Project Manager See description in 6.1. Core Team Core team members are the CITY employees with experience and authority to fully participate in the design of business rules and the configuration of the Solution. Core team members are chosen from each of the business areas covered by the new system. One or more will also become key to providing end-user training. This team should be comprised of subject matter experts in the areas covered by the Solution. They should be fully conversant in their subject areas, empowered to make business process decisions. These core team members will participate in Discovery, as well as being involved in all the testing phases and preparation of processes, controls and reports for the production operations. Subject Matter Experts (As Required) Subject Matter Experts are the CITY employees with experience and authority to fully participate in the design of business rules and the configuration of the Solution. They are chosen from each of the business areas covered by the new system. Ideally, these individuals would be team members, but other operational obligations prevent full-time participation in the project. SMEs will be involved heavily at the beginning of the project as the Discovery process occurs to configure the Solution to match the CITY's future business processes. Report Developer / Report Analyst With support from the HARRIS Report Analyst, a CITY Report Writer/Analyst is responsible for working with the core team to develop report specifications and write additional custom reports (as per the reporting plan). The resources identified in the plan may not be representative of the level of resourcing required, as this is dependent on the quantity and type of reports required by the CITY. The level of resourcing required is identified through the analysis of the Report Plan, with some reports being developed by HARRIS, while others the CITY takes on. Historically, we have seen a variation of between 1 to 3 Report Writers/Analysts assigned to the report writing project task on a full-time basis for the duration of the project. Alternately, if report writing is not a core competency of the CITY, then the development of additional reports can be passed to HARRIS through the change control process. IT Staff The CITY should provide IT support for different aspects of the project. Depending on the skill sets available, this support may be provided by one or several people. This person(s) will be key in regards to providing the following assistance to the project team: • Environmental setup support (e.g. network, workstations, servers). • Hardware issue resolution (printer problems). • Instance management of HARRIS's applications. • System administration. • Database management. • System security. Cayenta Statement of Work for City of Yakima 73 of 112 Dated 19 May 2015 Crrr of TH[ HEAW 0, C[MtRAt W1 • a oma [WM[TOM eye* Data Conversion Analyst / Developer The Conversion resource should be very familiar with the CITY's legacy systems and the business processes supported by the systems. This person should be available as needed for the relevant project phases. Project Manager • Expected to be 100% during the development and testing of the extract programs Application Consultant • Will assist in analyzing all conversion related technical issues and strategies with relation to the legacy system. BI Application Consultant • Will be in constant contact with HARRIS's Conversion Resource in order to resolve technical issues and revise strategies as they impact the conversion tasks. BI Report Developer • Will perform monthly (approx.) data conversions during the Integrated Testing phase of the project. The effort will last for about a week each time. Interface The Interface developer should be very familiar with the CITY's existing interfaces to the Analyst / legacy systems in order to facilitate HARRIS's integration. This person should be Developer available as needed for the relevant project phase with the following responsibilities: • For HARRIS's outbound interface, will assist in coordinating and testing the development delivered by the HARRIS developer. • For HARRIS's inbound interface (IVR for example), the CITY interface developer will design and build the modifications to the interface in accordance with technical specifications defined jointly by HARRIS and the CITY; 6.3 6.4 HARRIS Project Team HARRIS is required to provide qualified resources that shall meet the project schedule and milestones for implementation of Cayenta Utilities. Refer to the Staffing Matrix and Project Schedule for the number of FTEs required by product implementation. Project Director The HARRIS Project Director is engaged with the project on a weekly basis to provide guidance to the HARRIS Project Manager and maintains regular contact with the CITY Project Sponsor to ensure that a business relationship exists at the executive level to facilitate communication and resolve issues. Project Manager See description in 6.1. Application Consultant The Application Consultant (AppCon) is the on-site application specialist who supports the configuration workshops, configures the Solution, provides acceptance testing, training and go -live support, and supports post -live transition. BI Application Consultant The Business Intelligence (BI) Application Consultant is a member of the HARRIS BI team that will be on-site for workshops to facilitate the gathering of requirements for the various reporting needs (bill, S/O, reports, portals, letters). This individual will also be responsible for delivering the planning documents that will be followed for each of these deliverables. BI Report Developer The BI Report Developer works remotely to develop the reports, portals and letters as agreed in the planning documents. Cayenta Statement of Work for City of Yakima 74 of 112 Dated 19 May 2015 CITY OF TM[ HE* a ima T OI CrKMrI1LL W*tMIMCTOM eye* BI Bill Developer The Bill Developer will deliver the bill documents as per the plan. BI Service/Work Order Developer The Service/Work Order Developer is responsible for the S/O and WO in all its variations as agreed to in the plan. BI Conversion Analyst The Data Conversion Analyst is responsible for running the data conversion workshop and preparing and executing the data conversion plan. • Does the analysis, design, development, unit testing and integrated testing of all Target conversion applications and modules; • Will perform audits on converted data and communicate results; • Will support the CITY conversion analyst who performs the data extract from the legacy system; • Perform conversions (at a frequency and quantity as defined and agreed upon in the project schedule) throughout testing to refine the conversion process and hone results. • Leads the development of the conversion metrics to satisfy the CITY auditors. BI Integration Consultant The Integration Consultant is responsible for the design and development of custom interfaces utilizing the Cayenta Connect portal technology. Technical Consultant (As Required) The Technical Consultant will perform the initial software installation and provide on-going review and quality assurance of the Solution instances, through the life of the project. • This individual will also provide training to the CITY technical staff on creating additional instances (application and RDBMS) and managing the environments. • During the project the Technical Consultant will perform upgrades and apply software patches as required. The CITY IT staff will be trained on these procedures as well. Software Developers (As Required) As specific system modifications are required, Software Developers supporting different modules and products will be used to design and code the modifications. These individuals work remotely from Vancouver. Self Service Analyst/Developers (As Required) The xSS Analyst/Developer is responsible for: • Custom functionality beyond what is delivered as Core. Cayenta Statement of Work for City of Yakima 75 of 112 Dated 19 May 2015 Crry of a ima TMt MtART OI CCMTII*. WAIM,NGTGN 6.5 Staffing Replacements G.(plehf • Any HARRIS resource replacements must be approved by the CITY. • If HARRIS resources are removed from the project, there will be a two-week overlap with the replacement resource for a transition period to facilitate knowledge transfer to the new HARRIS consultant unless the parties mutually agree that an overlap period would not be beneficial to the project. There will be no additional cost to The City for this transition period, other than travel expenses for both resources. • It is understood that if a HARRIS employee leaves employment with HARRIS or is otherwise incapacitated; such change will be outside the control of HARRIS. In such case, HARRIS will within ten (10) business days, replace the key resource. If the permanent suitable candidate cannot be immediately assigned, HARRIS may assign a temporary replacement, but will commit to have the permanent replacement approved by the CITY and in place within a mutually agreed upon timeframe. • Either party has the right to request replacement of a resources if in such party's reasonable opinion the resource is (i) engaging in behavior that is detrimental to the success of the project, (ii) consistently does not complete tasks or undertake responsibilities in a timely manner; or (iii) the resource engages in behavior or activities which are in violation of federal, state or local laws, including harassment, or (iv) which would constitute misconduct under normal employment standards. The party requesting removal must document in writing the specific reasons why it believes the resource should be replaced. The party who provides the resource must respond to the request, indicating whether the replacement will be made, a supplemental resource will be added or no action will be taken. Neither party will unreasonably withhold the request to replace resources and recognizes that ineffective team members may result in schedule delays. HARRIS and the CITY recognize that the changing of resources can place a strain on the project and neither party will make such requests without careful considerations. 6.6 Business Hours and Time Away from The Project The CITY's regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. HARRIS consultants will deliver a minimum of 28 hours per week on-site, with the remaining time utilized for travel. While they are on-site they will make themselves accessible to the CITY's project team during the regular business hours so that their availability will not be the cause of project delays. Typically, HARRIS's personnel will be on site Tuesday morning thru Friday morning with Monday and Friday afternoon being allotted to travel. When not on-site, HARRIS personnel will be working regular business hours from their home office location, which may be in a different time zone that the CITY. By individual agreement, HARRIS personnel may work alternate hours to better coordinate activities with the CITY personnel. HARRIS on-site consultants may be a mix of both American and Canadian residents and as such are entitled to different holidays recognized by HARRIS. As these holidays may also differ from what the CITY recognizes, HARRIS will endeavor to adjust the on-site consultants' schedules to match the CITY's holiday calendar as much as possible. The HARRIS and the CITY PMs will come to agreement on what works best in this regard dependent on the phase of the project. As the majority of HARRIS personnel are located in Vancouver, BC, travel throughout North America can be lengthy and subject to travel delays. Consultants will notify the HARRIS PM as soon as practical when delays occur, who will in turn notify the CITY PM. Cayenta Statement of Work for 76 of 112 City of Yakima Dated 19 May 2015 Yakima THE HEART Or CENTRAL WASHINGTON eye* It is expected that the CITY project personnel are working on the project Monday through Friday and will be able to make progress on the days when HARRIS is not on-site under the leadership of the CITY PM. The CITY PM will be aware of staff absences from the project and will communicate with the HARRIS PM when this occurs so that activities can be adjusted as necessary. 6.7 Project Organizational Chart HARRIS Project Director HARRIS Project Manager HARRIS CIS Team Application Consultant Application Consultant HARRIS BI Team HARRIS Technical, Team Report Analyst Technical Consultant Conversion Analyst Interface Developer Cayenta Statement of Work for HARRIS Development Mod Developer Web Developer CITY Executive Steering Committee CITY Project Manage CITY Core Team Team Member 1 Team Member 2 Team Member 3 Team Member 4 Team Member 5 Team Member 6 CITY Subject Matter Experts SME 1 SME 2 SME 3 SME 4 CITY BI Team CITY Technical Team Interface System Developer Administrator Report Developer Conversion Analyst 77 of 112 City of Yakima Dated 19 May 2015 Network Analyst IT Tech Support CCTV OF a ima TN[ HCART OF CtHT*AL W ..IMGTOM 7 Project Facilities and Resources eye* 7.1 Office Space & Supplies The CITY will provide desk space for each HARRIS consultant that is on-site at the CITY. Space will also be made available for HARRIS consultants that are on-site less frequently; however, these consultants may be required to share space with another HARRIS consultant. HARRIS will require desk space for a minimum of two Consultants and one PM. The CITY will provide the HARRIS consultants with all basic office supplies required to work efficiently and effectively while on-site. Basic office supplies include items such as paper, pens, whiteboard, staplers, file folders and tape. 7.2 Computers The CITY will provide access for the consultant's inside the CITY's firewall. This should include the access to several printers within the facility, all network drives required for the shared project resources, project servers, all instances of the Solution and full external internet access, including unimpeded access to HARRIS' VPN. 7.3 Communication Each consultant will also be provided a telephone at their desk for making internal, local and long distance calls for business reasons related to the project or other HARRIS business. The CITY will provide an Internet connection to allow HARRIS consultants to access the web and their own e-mail accounts outside of the CITY's firewall, consistent with the CITY's security policies. 7.4 Project/Conference Rooms The CITY will also have one conference/project room available full time for the project. Other meeting spaces will be scheduled / reserved as needed. The conference room will be equipped with a white board and markers, flip chart, projector & screen, conference phone and Internet connection. The CITY will have available a computer for each member of the test / core team in the project room (dual monitors is recommended). The project room is envisioned to be one large work space with tables/desks arranged in 2 rows facing each other or a U -shape to facilitate communication and teamwork. Meeting space should be separate, but conveniently located to the project work space. 7.5 Training Facilities The CITY shall establish a training room that will provide space, computers (with necessary software) and access to the Solution for up to eight users. The training room will be equipped with a white board and markers, flip chart, projector & screen, conference phone and Internet connections. Cayenta Statement of Work for 78 of 112 City of Yakima Dated 19 May 2015 Cm of TN[ HA Yakima RT OF C[MTRAIWASMIHGT 8 Project Deliverables HARRIS Project Manager shall be responsible for the completion of the project deliverables and will work with the CITY Project Manager to complete those deliverables listed in this Statement of Work. HARRIS and the CITY Project Manager shall use the HARRIS methodology and apply project management best practices throughout the course of Project. 8.1 Table of Deliverables The deliverables for each project are detailed with their corresponding payment milestones in section 10.9 of this document. The party responsible for leading the effort or providing significant decisions is identified under the "Lead" column. The parties required to assist in the deliverable are identified under the "Assist" column. The CITY deliverables are also listed as they are critical to the overall success of the project and acknowledge the partnership required to get the Solution into production. The CITY deliverables are not associated with payment milestones. Payment Milestones are contingent upon the CITY acceptance of each Deliverable as outlined in section 8.2 of this document. 8.2 Acceptance of Project Deliverables Acceptance of deliverables by either party is critical to keeping the project on schedule; therefore there must always be a sense of urgency around the review and approval of every deliverable. Thus both parties will adhere to the following steps for deliverable review and acceptance: • HARRIS completes the deliverable and delivers it, in the specified format, to the CITY Project Manager as per the Project Schedule. • A walkthrough of the deliverable (as appropriate) will occur within 2 business days of it being received, with HARRIS providing an orientation of the deliverable and responding to questions. • The CITY will review each deliverable in detail, and determine whether it conforms to the deliverable specifications. The time period for the CITY review of each deliverable will be as mutually agreed between HARRIS and the CITY in the detail set forth in the Project Schedule. In the event that the review period is not specified in the Project Schedule, then the length of time necessary or appropriate for such review may vary in accordance with the size and scope of the deliverable, however, the CITY will conduct each review promptly and in good faith. HARRIS may request a review period at the time of delivery and the CITY will reasonably accommodate the request, but is not bound by it if additional time is necessary for a proper review. In the event HARRIS believes that the CITY is not conducting its review promptly and in good faith, it may request a meeting of the PMs to resolve the cause of the delay. • In the event that the deliverable is incomplete, unclear or deficient, the CITY will provide a detailed list in writing of the deficiencies and questions regarding the deliverable within the time period set forth above. • HARRIS will provide a response resolving the deficiencies and/ or concerns within five (5) the CITY business days from receipt of the list of questions/deficiencies. If the deficiency cannot reasonably be resolved in such time frame, then HARRIS will provide a written summary of the steps being taken for resolution and an estimate of when the resolution will be complete. A review meeting may be scheduled as appropriate to expedite the approval process. • The CITY and HARRIS may initiate a Change Order to extend the Project Schedule as appropriate and taking into account responsibility for the delay or to provide for the conditional acceptance of the deliverable subject to a written plan of resolution. • Deliverables will be delivered to the CITY as they are developed. Cayenta Statement of Work for 79 of 112 City of Yakima Dated 19 May 2015 CITY OF i a ima TM[HtA T a C[MAAI WAWIMGTGM • The CITY shall not unreasonably encumber the review and approval process as to slow down the process without accepting responsibility for the potential schedule impact that may result. • The CITY is also considered to have deliverables, and scheduled activities as defined in the Project Schedule and the CITY will be responsible for delays resulting from the CITY's failure to provide such deliverables on schedule. • Mods and Interfaces are considered deliverables and will conform to these same procedures. • Bill, S/O, reports, letters and portals are considered deliverables and will conform to these same procedures. • Deliverable and Milestone sign -offs are considered deliverables and will conform to these same procedures. • Change Orders are considered deliverables and will conform to these same procedures. • Deliverables that have passed their dates as defined above and in the Project Schedule and have aged 5 business days will be escalated to the executive above each PM for further action. • Deliverables that are delayed at any step of the delivery and acceptance process will be re -forecast within the Project Schedule to determine the impact of the delayed approval. The PMs will perform this "what -if" analysis to determine the impact to the overall project schedule and to determine if time can be recovered at some future point to keep the project on track for its scheduled go -live. Depending on the party that is responsible for the delay, a change order will be processed to make such a change 'official' and to assess the monetary impact. A deliverable will be accepted by the CITY if: Depending upon the nature of the Project Deliverable, acceptance by CITY may occur by one of the methods indicated below. • It satisfies the scope of the work described in this document and if it contains the content described in the Deliverables section; or • Achievement of the specified test result for each test specified in the Test Plan; or • The System or Additional Products is put into production mode by CITY or the System forms the basis for additional on-going work (outside the scope of this SOW) either by CITY or another party. In many cases, the acceptance method and associated criteria are described within this document. In the event the method and criteria have not been previously defined, CITY and HARRIS will jointly identify the appropriate mechanism and criteria for acceptance for that Project Deliverable. This identification must occur no later than, and preferably prior to, the time of delivery. Cayenta Statement of Work for 80 of 112 Cityof Yakima Dated 19 May 2015 CITY GF TN[ HIAi a ma T O/ G[MTwu WAWIMGTOM 9 Compensation and Payment Schedule aye* 9.1 Fixed Price Invoice and payments in the amounts identified below, shall be payable when the CITY accepts in writing the respective Deliverable or the completed milestone. The Final Payment shall not be paid until the CITY indicates final acceptance in writing of the entire project. The total cost to the CITY for the performance of the tasks contained in this SOW and attached Project Schedule shall not exceed the amount shown (excluding estimated travel costs), except in the case that executed Change Orders by the CITY have been approved and executed. The payment milestones (License and Services Agreement) are constructed in a manner to incent HARRIS to perform, but also to provide fair compensation for the effort invested up to that point in time. Below is the table of costs as agreed to (included for reference only, the License and Services Agreement is the definitive source for all pricing. Cayenta Licenses Amount Annual Maintenance Cayenta CIS v7.8 ($10 per account - for 25,000 accounts) $ 250,000 $ 55,000 Customer Self -Service (web) included $ - Miscellaneous billing and AR included $ - APIs for Beacon AMI and Solid Waste mobile app included $ - Mobile Work Management $ 25,000 $ 5,500 New item: GIS connector (new item) $ 15,000 $ 3,300 New item: User Conference registration for 6 employees $ - $ 5,250 License Sub -Total $ 290,000 $ 69,050 3rd Party Licenses Amount Annual Maintenance Uniface system software $ 34,800 $ 7,656 Planet Press (PDF bill formatting) $ 10,000 $ 2,200 3rd Party License Sub -Total $ 44,800 $ 9,856 Implementation Services Amount Annual Maintenance CIS implementation (all core module) $ 900,000 $ - New item: GIS integration $ 35,000 $ - Cayenta Financials and Work Management upgrade Environment Management and Technical consulting $ 25,000 $ - Environment Management (technical work covered by CIS project) $ (25,000) $ - Upgrade general testing support (4 Months @ $5,000) $ 20,000 $ - New item: Work Inquiry & Workflow enhancement for Water Dept. $ 25,000 $ - New item: Miscellaneous AR - Includes Core Cayenta Invoice and statement $ 30,000 $ - Implementation Services Sub -Total (excludes T&M travel costs) $ 1,010,000 $ - Project Total 1 $ 1,344,800 1 $ 78,908 Cayenta Statement of Work for City of Yakima 81 of 112 Dated 19 May 2015 CITY OF a oma T.t HEA or CcKT A . W ..n.GTa. eye* 9.2 Structure of Payments This is a Fixed Price deliverable -based agreement for services and actual expenses as incurred. 9.3 License Fees License fees and associated milestones are detailed in the Software License Agreement. 9.4 Travel and Expense Policies General Travel Governance The travel estimate was calculated based on a 15 month implementation (including post go -live support periods). The incidence of recoverable business expenses should be governed by what is reasonable and/or appropriate. HARRIS personnel shall seek value through the least expensive, yet most reasonable and/or appropriate alternatives, and are expected to use preferred suppliers (i.e., airline, hotel, car rental, etc.) where negotiated rates (HARRIS or the CITY) have been established. All travel related expenses will be supported by receipts, other than per diem expenses. All billing for travel related expenses would be on a separate invoice from all service invoices from HARRIS. The HARRIS Project Manager will maintain a database or spreadsheet of all travel expenses that corresponds to the HARRIS invoices for travel. Consultant Time On -Site Out of Town Travel HARRIS personnel will follow mutually established travel guidelines by the CITY and HARRIS. All ordinary and reasonable travel expenses incurred by HARRIS personnel related to this project shall be recoverable and reimbursable as follows: • Air Travel o All air travel shall be "coach class" or the class that offers the lowest overall fare for the given itinerary. o All travel shall be booked as far in advance as possible to take advantage of the air carrier's best rate. o Alternate travel can be approved by the HARRIS and the CITY Project Managers if the price of the airline ticket is the same cost or less than the price of flying to the employee's home airport. This could include weekend stays that do not require a flight. o If an employee elects to change a flight for their own convenience after the ticket has been approved and booked, the employee will be responsible for paying any charges incurred to change the airline ticket. Cayenta Statement of Work for 82 of 112 City of Yakima Dated 19 May 2015 CITY of Tw[ HIA•r a ima OI CtN *AL WASH.MGTOw NOTE:_If the CITY or a HARRIS Managers' request makes it necessary to change a flight after it has been approved and booked, the employee will not be responsible for the charges incurred to change the airline ticket, provided they receive prior approval from the HARRIS and the CITY Project Managers to change the ticket. • Parking o Parking fees, tolls, and other road tariffs encountered while traveling to/from airports, at hotels, other necessary locations or the CITY offices are recoverable and reimbursable. • Hotels o When overnight stay is appropriate, the associated hotel expense shall be recoverable and reimbursable. o Taxes and other tariffs associated with hotel stays are recoverable and reimbursable. o Corporate or special rates with established local hotels will be pursued. o Travel delays resulting in extra hotel nights are recoverable and reimbursable. • Rental Cars o Rental cars will be used for local travel at the destination city and the associated expenses (including fuel) shall be recoverable and reimbursable. o Should two (2) to three (3) HARRIS personnel travel to the destination city, a rental car shall be shared whenever travel and work schedules permit. Should four (4) to seven (7) employees travel to the destination city, two rental cars shall be shared, and reimbursable. Over seven (7) personnel travelling to the destination city will be rare, and the number of rental cars will be considered on a case by case basis. o HARRIS will rent cars with unlimited mileage, and will work to minimize weekly rental car costs. • Per Diem o For each full day of travel/work, the employee will receive a per diem of $55 for working days and $110 for weekends and holidays when travel/stay is required. Per Diem charges will be invoiced without the requirement to submit expense receipts. o Per Diems are subject to periodic review and change, which could occur during the life of the project. Invoicing Travel Expense reports will be submitted within sixty (60) days of the close of the month the expenses were incurred in. Travel Expenses HARRIS has prepared a budget for reimbursable travel costs based upon the assumptions set forth in this SOW and the travel policies stated in this Section 9.4: Cayenta Statement of Work for 83 of 112 City of Yakima Dated 19 May 2015 CrrvoR M a ima TH[ H[AW OF C[NTRAL WA[HINOTON et) Travel Budget Cost Trips Total Airfare $600 140 $84,000 Hotel $450 140 $63,000 Rental Car $150 140 $21,000 Meals (per diem) $275 140 $38,500 Taxi/Parking $100 140 $14,000 Total $220,500 This includes travel estimates related to Implementation, optional products and the Transition period. HARRIS will use good faith efforts in accordance with the standards for reimbursement set forth above to keep the actual cost within the foregoing budget. HARRIS will endeavor to book travel well in advance and negotiate rates with a hotel to achieve the best cost. HARRIS will track and report monthly against the travel budget. However, it is recommended that a 20% contingency be provided for travel as costs continue to increase and this is beyond the control of HARRIS. 9.5 Payment Terms Invoices will not be issued by HARRIS until deliverable signoff occurs or as otherwise agreed to by the parties. Once invoices are issued they are due Net 30. Any travel expenses incurred in Canadian dollars will be converted to US dollars at the prevailing exchange rate at the time the invoice is generated. Monetary change orders will be executed with the return of the signed change order and an initial payment of 25% of the total change amount for development change orders, 50% due when delivered by HARRIS for testing, and 25% on acceptance by CITY. Cayenta Statement of Work for 84 of 112 Cityof Yakima Dated 19 May 2015 CITY OF aTHC HAima RT OI C[NTALL WASMIHGTOH 10 Appendices 10.1 Project Schedule Below is an image of the initial draft of the Project Schedule that will be refined by the PMs at the start of the Preparation phase to meet the requirements of both parties. This schedule represents an overall duration of 15 months starting at contract signing, performed in 2 phases (CIS Implementation and FMS/WMS Upgrade) as illustrated below. The table below is to demonstrate the phases of the project, and month 1 of the project will not be May 2015, but will be the month in which the contract is executed by the parties. Cayenta Project Timeline The Project Schedule is an integral part of this agreement and forms the basis for the project pricing. Extension of the project from start to finish will require analysis as to the reasons and may result in additional effort and cost. Cayenta Statement of Work for 85 of 112 City of Yakima Dated 19 May 2015 2015 2016 Cayenta Modules Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec CIS/Billing Implementation Implementation Support Financials Upgrade Upgrade Work Management Upgrade Upgrade The Project Schedule is an integral part of this agreement and forms the basis for the project pricing. Extension of the project from start to finish will require analysis as to the reasons and may result in additional effort and cost. Cayenta Statement of Work for 85 of 112 City of Yakima Dated 19 May 2015 CITY Oak THt HURT Of CtMTR�i. WAS oNGT0H eye* 10.2 Change Order Document HARRIS and the CITY will jointly define the format for the Change Order document that will be used for the duration of the project. �I ert Logo] HARRIS [Client Namel - [Project Name] Change Order [###] Title [Title] Background and Justification The purpose of this Change Order is to amend the [Rem being amended] to change the [descnotion of change] This Change Order and Amendment to Software License ('Change Order"'rs made by and between Cayenta. a Division of N. Hams Computer Corporation and [client name] and relates to that certain Software License. Implementation and Support and Maintenance Agreement "License Agreement i made effective as of [contract signed date] and the Statement of Work thereunder Contact & General Infomtation :•nta.r (Client Name] Cayenta [Client executive responsible for sign off] [Cayenta PM] Email [their email address] [Cayenta PM email address] Date [date change wniten] Product [Cayenta product name is(] Description of Change Request [Overview of change request: [Itemeed list of changes with hours if applicable. may be referenced to the SOW or project schedule] Ref Description Hours Cayenta. a Division of Hams Computer Systems 1 of 3 [date change written] Cayenta Statement of Work for City of Yakima 86 of 112 Dated 19 May 2015 Yakima THE N[ANT O/ CENTNAL WASHINGTON 10.3 Change Order Document (cont'd) eleo14- _iertL:gr.) -Al •��`HARRIS � urtt irrfs Ref Description Hous T -•t31 Hours Project Impact [Complete the following table voth a description of the impact to each area add and remove areas as needed] Budget Resources Payment Milestones Schedule Risk Attachments. ❑ Approval Chargeable Hours Rate Amount Non -Chargeable Hours Total Hours Client Signature Date Client Name Cayenta Signature Date Cayenta Name Cayenta. a ()Nolan of Hams Computer 2 of 3 [date change written] Systems Cayenta Statement of Work for City of Yakima 87 of 112 Dated 19 May 2015 Cm OF TN[ HAi a mRT O,CEHTR4 WA$aMUMOTON 10.4 Supplemental Services Additional services will be made available at HARRIS's then -current standard rates if THE CITY's requirements change or the scope of the project is altered. HARRIS will hold these rates effective for the duration of this SOW. The CITY can request supplemental services through the project Change Control process. Up to the end of the Transition period (4 months post Go -live) for Phase 2, HARRIS will provide supplemental services at a rate of $170.00/hr USD. After the Transition period, HARRIS agrees to provide additional services for the period of one year at the rate of $185 per hour. Services after that period will be at the prevailing rate of HARRIS or as per the Software Agreement. Continuance The above fees include project management, technical services and implementation services as described within this SOW and Project Schedule. In the event that the CITY extends the project beyond these dates or requests work beyond the scope as specified in this SOW, the CITY agrees that additional fees for Project Management and other required implementation assistance along with reimbursement for related travel and living expenses incurred will apply. These proposed fees would be mutually considered and agreed between HARRIS and the CITY via the Change Control Process. Cayenta Statement of Work for 88 of 112 Cityof Yakima Dated 19 May 2015 CITr OF TH[ HIA r r a ma or C[imeAL WAIHI,.GTOH 10.5 Interfaces and Modifications The following tables list the interfaces requested during the contracting processes. These are the only interfaces that have been accounted for as either being core to the product (included) or a custom interface to be delivered by HARRIS Development or via configuration utilizing CayentaConnect. Changes to these lists will be managed through the Change Control process. HARRIS will provide the total number of hours for interfaces that are set forth herein, provided, however, that the CITY will have the option to re -allocate such hours between the various items based on the CITY priorities. System Interfaces — CIS Number Requirement Description CIS - Interface Description Corel Custom Comments F1 GIS Connector GIS Integration requires custom development and is priced at $35,000 plus $15,000 for licensing GIS (Utility Flex, X Y Coordinates)— two way: send location to Utility Flex and then update location with coordinates as needed New Core New interface F2 Storm water Import file to calculate bill, export a billing file to send to County Treasurer and then import a file to update accounts to determine delinquent accounts Custom New 2 way Cayenta Connect interface F3 Eleavon (Virtual Merchant) This is the same set up that Columbia River has. — over the counter payments Core F4 US Bank On line payments Core This interface is considered as an existing interface based on the Following assumption: Your financial institution adheres to NACHA standard for the financial files. Cayenta Statement of Work for City of Yakima 89 of 112 Dated 19 May 2015 CITY „a ®Yakima THE HEART OF CENTRAL WASHINGTON eye* Number Requirement Description CIS - Interface Description Corel Custom Comments F5 Refuse Mobile electronic route book Custom New Cayenta Connect interface F6 Beacon AMI meter reading system Core F7 E -checks Process checks and post to FMS Core This interface is considered as an existing interface based on the Following assumption: Your financial institution adheres to NACHA standard for the financial files. F8 Passport Parking Citations Over the counter payments Core This interface is considered as an existing interface based on the Following assumption: Your financial institution adheres to NACHA standard for the financial Files. F9 SmartGov Trigger two way communication via tasks, email, service orders Custom New 2 way Cayenta Connect interface Interface Scope Clarifications • none The following tables list the modifications requested during the contracting processes. These are the only modifications that have been accounted for, that will be delivered by HARRIS Development. Changes to these lists will be managed through the Change Control process. All other modifications are not included in the project. Cayenta Statement of Work for City of Yakima 90 of 112 Dated 19 May 2015 Yakima THE HEART Of CCNTNAL WASHINGTON eye* Product Modifications — WMS Number Title Description Hours M1 Water Dept Workflow Enhancement Work Inquiry & Workflow enhancement for Water Dept. $25,000 147 Cayenta Statement of Work for 91 of 112 City of Yakima Dated CITY OF Ya ima THE HEART Of, CENTRAL WASHINGTON 10.6 Optional Items The following options were not selected as part of this Statement of Work: Gaye Prices on these modules will be held for one year after contract signing. Cayenta Statement of Work for 92 of 112 City of Yakima Dated 19 May 2015 License Fee Implementation Total Costs Business License mdoiule 5 20,000 5 50,000 5 70,000 Permitting module 5 25,000 $ 75,000 $ 100,000 Prices on these modules will be held for one year after contract signing. Cayenta Statement of Work for 92 of 112 City of Yakima Dated 19 May 2015 Yakima THE HEART OF CENTRAL WASHINGTON 10.7 Milestone Payments 4p/to* Estimated Period MP# Milestone Description Services Billed 2015-05 Monthly 01 Project Management $ 20,000 2015-05 Total $ 20,000 2015-06 Monthly 02 Project Management $ 20,000 2015-06 MP101 Project Planning Complete $ 20,000 2015-06 Total $ 40,000 2015-07 Monthly 03 Project Management $ 20,000 2015-07 MP102 CIS Discovery Complete $ 20,000 2015-07 MP103 CIS Initial Configuration Complete $ 20,000 2015-07 MP109 CISS Data Conversion Workshop and Plan $ 20,000 2015-07 MP110 CIS Functional Test Plan Delivered with Schedule $ 13,500 2015-07 Total $ 93,500 2015-08 Monthly 04 Project Management $ 20,000 2015-08 MP104 CIS Modification/Interface Workshops Held and Specs Delivered $ 5,000 2015-08 MP105 GIS Connector Specs Delivered $ 17,500 2015-08 MP106 CIS Bill and S/O Workshop Held and Specs Delivered $ 20,000 2015-08 MP107 CIS Reporting Workshop and Plan Delivered $ 20,000 2015-08 MP108 Miscellaneous AR Configured $ 15,000 2015-08 Total $ 97,500 2015-09 Monthly 05 Project Management $ 20,000 2015-09 MP111 CIS Functional Test Plan Execution and Reporting— Primary $ 40,000 2015-09 Total $ 60,000 2015-10 Monthly 06 Project Management $ 20,000 2015-10 MP118 Miscellaneous AR Configured to meet the CITY's documented requirements — Ready for Test $ 15,000 2015-10 Total $ 35,000 2015-11 Monthly 07 Project Management $ 20,000 2015-11 MP112 CIS Functional Test Plan Execution and Reporting - Secondary $ 40,000 2015-11 Total $ 60,000 2015-12 Monthly 08 Project Management $ 20,000 2015-12 MP114 CIS Integrated Test Plan Delivered with Schedule $ 15,000 2015-12 Total $ 35,000 Cayenta Statement of Work for City of Yakima 93 of 112 Dated 19 May 2015 CITY OF a ima TH[ HfAwt O► C[NTI�AL WA7..INGTON 2016-01 Monthly 09 Project Management $ 20,000 2016-01 Total $ 20,000 2016-02 Monthly 10 Project Management $ 20,000 2016-02 MP113 CIS Core and Cayenta Connect Interface Test Execution - Pass 1 $ 15,000 2016-02 MP115 CIS Integrated Test Execution - Pass 1 $ 35,000 2016-02 MP116 Develop CIS End-user Training Plan $ 5,000 2016-02 MP117 GIS Connector - Delivered and ready for Testing $ 17,500 2016-02 Total $ 92,500 2016-03 Monthly 11 Project Management $ 20,000 2016-03 MP119 Integrated Test Execution - Pass 2 $ 35,000 2016-03 MP201 FMS/WMS Upgrade Month 1 Testing Support $ 5,000 2016-03 MP202 Water Dept. Work Inquiry & Workflow Enhancement - On Start $ 12,500 2016-03 Total $ 72,500 2016-04 Monthly 12 Project Management $ 20,000 2016-04 MP120 Integrated Test Execution - Pass 3 $ 35,000 2016-04 MP203 FMS/WMS Upgrade Month 2 Testing Support $ 5,000 2016-04 MP204 Water Dept. Work Inquiry & Workflow Enhancement - On Delivery for Testing $ 12,500 2016-04 Total $ 72,500 2016-05 Monthly 13 Project Management $ 20,000 2016-05 MP121 Integrated Test Execution - Pass 4 $ 35,000 2016-05 MP205 FMS/WMS Upgrade Month 3 Testing Support $ 5,000 2016-05 Total $ 60,000 2016-06 Monthly 14 Project Management $ 20,000 2016-06 MP122 Execute CIS Acceptance Test Execution - UAT $ 35,000 2016-06 MP123 CIS End-user Training $ 5,000 2016-06 MP124 CIS Production Readiness Checklist Drafted $ 5,000 2016-06 MP125 CIS Conversion Cut -over Plan Drafted $ 5,000 2016-06 MP206 FMS/WMS Upgrade Month 4 Testing Support $ 5,000 2016-06 Total $ 75,000 2016-07 Monthly 15 Project Management $ 20,000 2016-07 MP126 CIS Close-out Plan $ 5,000 2016-07 MP127 CIS Go -live $ 50,500 2016-07 Total $ 75,500 2016-08 Monthly 16 Project Management $ 20,000 2016-08 MP128 CIS Post Go Live Support Month 1 $ 5,250 2016-08 Total $ 25,250 Cayenta Statement of Work for City of Yakima 94 of 112 Dated 19 May 2015 CITY OF joy Oye TM[ H[&RTGI G[MT11LL WUMINGTON Oyeoh- 2016-09 Monthly 17 Project Management $ 20,000 2016-09 MP129 CIS Post Go Live Support Month 2 $ 5,250 2016-09 Total Contract $ 25,250 2016-10 Monthly 18 Project Management $ 20,000 2016-10 MP130 CIS Post Go Live Support Month 3 $ 5,250 2016-10 Total CY $ 25,250 2016-11 Monthly 19 Project Management $ 20,000 2016-11 MP131 CIS Post Go Live Support Month 4 $ 1,750 2016-11 MP132 CIS Operations Audit Report and HARRIS Support Meeting $ 1,750 2016-11 MP133 CIS Project Complete - Sign -off $ 1,750 2016-11 Total $ 25,250 Grand Total $ 1,010,000 10.8 Table of Deliverables Del Deliverable Phase Mile- stoneDeliverable Description/Definition Lead Assist 1 Contract Signing Contract Formal approval for project initiation HARRIS and CY 2 Weekly PM Meetings PM Monthly The HARRIS and CY PMs will meet weekly to review the schedule and risk register to update progress, identify concerns and plan out next 3 months of activities in greater detail. HARRIS CY 3 Weekly Core Team Meetings PM N/A The CY PM will conduct weekly meetings with the CY Core Team and consultants to communicate progress, collect concerns and inform them of upcoming activities so that everyone is working together with common objectives in sight. CY HARRIS 4 Weekly Project Schedule Updates PM Monthly Project Schedule updates are performed and published weekly. The schedule is updated weekly for refinements to tasks, percent complete and milestone completions inclusive of resource updates and timeframe updates. Both parties will HARRIS CY Cayenta Statement of Work for City of Yakima 95 of 112 Dated 19 May 2015 Yakima THE HEART OP CENTRAL WASHINGTON Del No. Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist commit to staffing and resources to meet a detailed rolling 12 -week window. 5 Updated Risk Register PM Monthly As per the Risk Management Plan, the PMs will jointly update the risk register as part of their weekly meeting process. Risk represents the uncertain future event that could impact the success of the project. HARRIS CY 6 Monthly Project status report (with input from the CITY PM) PM Monthly HARRIS CY 7 Updated Issues Log PM Monthly The PMs and team will update the issue log as part of their weekly meeting process. An issue is any decision, action, or question that must be resolved to keep the project moving forward. Issues will be identified and documented, and plans to resolve, along with updates and the final resolution will be documented in the issue log. HARRIS CY 8 Weekly Project Status Report PM Monthly HARRIS and CY PMs will facilitate the development of a weekly status report to include accomplishments and upcoming activities, key decisions, staff schedules (onsite, offsite, vacations), key risks and issues, and pertinent metrics. HARRIS CY 9 Organization and leadership of the monthly ESC meeting PM Monthly CY HARRIS Cayenta Statement of Work for City of Yakima 96 of 112 Dated 19 May 2015 Yakima TUC NEART or CENTRAL WASHINGTON Del No.HARRIS Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist 10 Monthly ESC Presentation and Meeting PM Monthly and CY PMs will prepare the ESC presentation and lead the ESC meeting. The ESC presentation will summarize the project health and progress against the schedule, scope, and budget, and will highlight accomplishments and upcoming activities. It will include metrics for deliverable status, risks, issues, and defects. Risks, issues, and change requests that need executive attention will be included, along with any other information deemed necessary for the executives to understand the project status and to provide any needed decisions or support. HARRIS Project Director will participate in the ESC meetings. HARRIS CY 11 System Infrastructure Plan 0 MP101 Defines the hardware, network and other ancillary software required for the Project. Detailed Network diagrams will be provided in Visio. City will provide relevant network information as needed. HARRIS CY 12 Project Charter 0 N/A The CITY will refine the Project Charter (if used), defining the project mission, scope, major deliverables, and high-level project schedule for the entire project/program, which may exceed the scope of this SOW and include other sub -projects. Some of the deliverables listed above under HARRIS may be incorporated into the Charter as desired. The CITY may not require a Project Charter or may have it already in place CY HARRIS 13 Review, update, baseline and approve Project Schedule 0 MP101 Defines the Project Schedule revision, update, baseline and approved CY AND HARRIS Cayenta Statement of Work for City of Yakima 97 of 112 Dated 19 May 2015 Yakima Tut HART Or CENTNAL WASHINGTON Del No. 14 Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist Communication / Organizational Change Plan 0 N/A Defines the Communication/ Organizational Change Management Plan that defines how the organization will be informed and readied for the Solution and possible business process changes. HARRIS will also provide input to this plan CY HARRIS 15 Quality Assurance Plan 0 MP101 Defines the Project Strategy for how quality will be managed during the project. CY AND HARRIS 16 Change Control Process 0 MP101 Defines project scope management and change control process HARRIS CY 17 Risk Management Plan 0 MP101 Defines the Project Strategy for identifying, analyzing and managing risks during the project. CY AND HARRIS 18 Go / No Go Readiness Document 0 MP101 Defines the criteria to go -live with the new software system CY AND HARRIS 19 Business Process Change Management Plan/Strategy 0 N/A Defines how the CITY will implement business process changes, and a change management program. CY 20 Install, and configure the CayStonell,an 0 MP101 Install, and configure the CayStone Project Tracking and web testing tool set HARRIS CY 21 Finalize the Core Team and identification of SMEs and other project resources 0 N/A Finalization of the Core Team and identification of SMEs and other resources assisting with the project. The CITY will need to assure that these resources are available CY HARRIS Cayenta Statement of Work for City of Yakima 98 of 112 Dated 19 May 2015 Cary of TH ma HEART OF CENTRAL WASHINGTON Del No.without Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist competing responsibilities to participate as per the Project Schedule 22 Establish the Executive Steering Committee 0 N/A Establishment of the Executive Steering Committee, a quorum number and monthly meetings CY HARRIS 23 Procure and setup of all computing infrastructure 0 N/A Procurement and setup of all computing infrastructure to allow for Solution installation CY HARRIS 24 Software Installation 0 MP101 Install software applications and database on a Windows server (several instances will be created of each), installation checklist provided and environment, training delivered. HARRIS CY 25 Assist HARRIS with test environment database and application software install 0 N/A Assistance to HARRIS with test environment database and application software install (including 3rd party applications) to facilitate knowledge transfer CY HARRIS 26 Project Kick-off 0 MP101 Materials will have been created and the kick-off meeting held with the project team. CY HARRIS 27 CIS System Overview Training 1 MP101 Two days of CIS System Overview Training provided to the Core Team and SMEs. HARRIS CY 28 Gather business process documents, samples of reports and other documentation as requested 1 N/A Preparation prior to the start of Discovery to gather business process documents, samples of reports and other documentation as requested, that demonstrate the manner in which the CITY performs daily operations. CY HARRIS Cayenta Statement of Work for City of Yakima 99 of 112 Dated 19 May 2015 CITY OF ima TMt H*Att a C.HTWAI. WAW/MQTC No. Deliverable Phase Mile - stoneDeliverable Description/Definition Lead Assist 29 Document existing business operations and setup 1 N/A Delivery of documentation and homework that describes the existing business operations and setup. This constitutes the "As -Is" processes CY HARRIS 30 Schedule Core Team members and SMEs to take part in the Discovery discussions 1 N/A Core Team members and SMEs to take part in the Discovery discussions as scheduled and document recommended changes to the business processes reviewed. CY HARRIS 31 CIS Core Discovery Sessions 1 MP102 Structured Discovery discussions for Core functionality. These discussions are designed to aid HARRIS in learning how CY does business in a condensed timeframe as well as educating CY about the features and limits of the Solution. HARRIS will lead the discussions with CY business experts (Core Team and SMEs) contributing. During these discussions, CY will be asked to supply documents and make decisions regarding business process functions. HARRIS CY 32 Discovery Documents Delivered 1 MP102 Discovery documentation captures all the learning and understandings gained in the Discovery Sessions and is formatted in such a way as to serve as a template for configuring the System. The CITY will have the opportunity to review and correct the document before approval. HARRIS CY 33 Capture business process changes, impact revisions, and decisions 1 N/A Business process changes captured, reviewed for impact, and decisions CY HARRIS Cayenta Statement of Work for City of Yakima 100 of 112 Dated 19 May 2015 CITY OF Yakima lilt HWtaCnnwu WMHINt7Cil eye* No.i Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist 34 CIS Initial System Configuration 1 MP103 Utilizing what was learned and decided in Discovery, the initial configuration/setup of the Solution will occur. This will be around 80% of the configuration and be sufficient to begin Functional Testing. Throughout testing the remaining configuration will be completed as testing reveals what is necessary. Configuration changes will be documented in Caystone HARRIS CY 35 CIS Functional Test Plan Delivered with Schedule 4 MP110 Defines the objectives, process, timeframe and scope of Functional Testing, inclusive of test environment/instance management. CayStone will contain the testing scripts referenced by the Functional Test Plan and the tests will be arranged in folders within CayStone that correspond to the schedule. HARRIS CY 36 CIS Interfaces Workshops and Specs Delivered 2 MP104 Workshops of 1 to a couple days will be held for any necessary modifications and known interfaces. Specifications for required customizations will be documented in BRDs and delivered for review/approval HARRIS CY 37 Review and approve CIS Interfaces BRDs and/or FDDs 2 N/A Prompt review and approval of the CIS Interfaces BRDs and/or FDDs to enable the development process to begin as defined in the Project Schedule (following the process described in this agreement) CY HARRIS 38 GIS Connector Workshop and Specs Delivered 2 MP105 Workshop will be held to determine Specs for the GIS Connector. The specifications will be documented in a BRD and deliver for review/approval HARRIS CY 39 Review and approve GIS Connector BRD and/or FDD 2 N/A Prompt review and approval of GIS Connector BRD and/or FDD to enable the development process to begin as defined in the Project Schedule (following the process described in this agreement) CY HARRIS Cayenta Statement of Work for City of Yakima 101 of 112 Dated 19 May 2015 CITY OF TNI HE*NOI Yakima CENTRAL WASNINGTON eye* Del No. Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist 40 CIS Bill and S/O Workshop Held and Specs Delivered 2 MP106 Workshop will be held to determine Specs for the CIS Bill and S/O. The specifications will be documented in a BRD and deliver for review/approval HARRIS CY 41 Review and approve CIS Bill and S/O BRDs and/or FDDs 2 N/A Prompt review and approval of plans, BRDs and/or FDDs to enable the development process to begin as defined in the Project Schedule (following the process described in this agreement) CY HARRIS 42 Collect Reporting Catalog from the existing legacy system 2 N/A Reporting Catalog listing all the existing legacy reports that are believed to be needed with the new Solution, as well as examples and explanations of the fields/columns, and formulas/queries used to generate the data. The catalog should list the report name, the primary user, the frequency of use, a high/medium/low priority of need, and the data source at a minimum CY HARRIS 43 CIS Reporting Workshop and Plan Delivered 2 MP107 Documents reports categorization process, development approach and roles and responsibilities. This covers letters, reports, and portals. Report includes lists of all reports required by CY and the plan to address these requirements HARRIS CY 44 Assign report, letter and portal design, development and QA resources 2 N/A The CITY assigned report, letter and portal design, development and QA resources, as agreed to in the Reporting Plan CY HARRIS 45 Review and approve CIS Reporting Plan 2 N/A Prompt review and approval of the CIS Reporting plan to enable the development process to begin as defined in the Project Schedule (following the process described in this agreement) CY HARRIS 46 Miscellaneous AR Workshop and Configuration Delivered 2 MP108 Workshop will be held to configure the Misc. AR Invoice. The configuration will be documented and deliver for review/approval HARRIS CY Cayenta Statement of Work for City of Yakima 102 of 112 Dated 19 May 2015 CITY OF f a ima TM[ M[�RT 01 CCNTRLL WSINOTON Gyet) Del No.Review Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist 47 and approve Miscellaneous AR configuration document 2 N/A Prompt review and approval of the Misc. AR Invoice configuration to enable the testing process CY HARRIS 48 Water Dept. Work Inquiry & Workflow Enhancement Workshop and Specs Delivered 2 MP202 Workshop will be held to determine Specs for the Water Dept. Work Inquiry & Workflow enhancement. The specifications will be documented in a RD and deliver for review/approval HARRIS CY 49 Review and approve Water Dept. Work Inquiry & Workflow Enhancement BRD and/or FDD 2 N/A Prompt review and approval of BRDs and/or FDD to enable the development process to begin as defined in the Project Schedule (following the process described in this agreement) CY HARRIS 50 CIS Data Conversion Workshop Delivered 3 MP109 A workshop held between HARRIS and CY to discuss what data needs to be converted and how much (years). HARRIS CY 51 Data Conversion Plan 3 MP109 The plan on how conversion will be performed and the data will be mapped and brought over will be provided following the workshop. HARRIS CY 52 Clean legacy data 3 N/A Data cleansing in preparation for the first conversion. CY HARRIS 53 CIS Functional Test Plan Execution and Reporting — Primary 4 MP111 The completion of the primary CIS functional scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. Reporting will be managed weekly as part of the weekly team meeting. CY HARRIS Cayenta Statement of Work for City of Yakima 103 of 112 Dated 19 May 2015 Yakima THC N[ART or C[NT1!AI. WASHINGTON Gaye' Del No. Deliverable Phase $ton® Deliverable Description/Definition Lead Assist 54 CIS Functional Test Plan Execution and Reporting — Secondary 4 MP112 The completion of the secondary CIS functional scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. Reporting will be managed weekly as part of the weekly team meeting. CY HARRIS 55 CIS Core and Cayenta Connect Interface test Execution — Pass 1 2 MP113 The completion of interface testing for core and Cayenta Connect interfaces. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. Reporting will be managed weekly as part of the weekly team meeting CY HARRIS 56 CIS Integrated Test Plan Delivered with Schedule 4 MP114 Defines the objectives, process, timeframe and scope of Integrated Testing, inclusive of test environment/instance management. CayStone will contain the testing scripts referenced by the Functional Test Plan and the tests will be arranged in folders within CayStone that correspond to the schedule. HARRIS CY 57 GIS Connector — Delivered and Ready for Testing 2 MP117 The completion of the GIS Connector development and ready for testing by the CITY. CY HARRIS 58 Miscellaneous AR Functional Testing Complete 2 MP118 The completion of configuration and requirements validation is complete and ready for testing by the CITY. CY HARRIS Cayenta Statement of Work for City of Yakima 104 of 112 Dated 19 May 2015 CITY OF kjma o TM[ MART O' C[NTRLL WASHINGTON Gayer Del No. Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist 59 Water Dept. Work Inquiry & Workflow Enhancement — On Delivery for Testing 2 MP204 The completion of the Water Dept. Work Inquiry & Workflow Enhancement development and ready for testing by the CITY. CY HARRIS 60 Provide/arrange test systems to allow unimpeded testing of all interfaces (core and custom) 2 N/A Providing/arranging test systems to allow unimpeded testing of all interfaces (core and custom) CY HARRIS 61 Configuration/development of the non -HARRIS side of the interfaces; this included working with 3rd parties 2 N/A Configuration/development of the non -HARRIS side of the interfaces; this included working with 3rd parties to build/modify the interface or find alternatives if the existing protocol is unwieldy, non-standard, or will result in additional effort and expense to make work CY HARRIS 62 Develop Data Mapping Specifications document 3 MP115 Development of data mapping specifications document HARRIS CY 63 Develop data extract routines as required to get the legacy data into the HARRIS -defined staging tables 3 N/A Development of data extract routines as required to get the legacy data into the HARRIS- defined staging tables and eventually the HARRIS Solution CY HARRIS 64 Define Staging Tables to be used to convert the data 3 MP115 Creation of staging tables used to get the prepare the legacy data for the conversion process HARRIS CY 65 Deliver extracted data from the legacy system 3 N/A Delivery of the extracted data as per the Data Conversion Plan and the Project Schedule; CY HARRIS 66 Convert data as per the Data Conversion Plan — Pass 1 3 MP115 Converted data as per the Data Conversion Plan and delivered as per the Project Schedule HARRIS CY 67 Data conversion exception and audit reports 3 MP115 Defines all data conversion audits and exceptions performed HARRIS CY Cayenta Statement of Work for City of Yakima 105 of 112 Dated 19 May 2015 CITY of MCtNtN.0WwYakima TH[ HCRTswNGTGN De Nol Deliverable Phase Mile- stone Deliverable Description/Definition Lead Assist 68 Validate and test converted data 3 N/A Thorough validation testing of the converted data (as part of Phase 4 — Test Planning and Execution). Confirmation that financial balances from data conversion have been validated and balance with the legacy system conversion point CY HARRIS 69 Data Conversion — Pass 2 3 MP119 The completion of Pass 2 Data Conversion. It includes: extracting data, staging data, running the conversion, and validating and testing converted data CY and HARRIS 70 CIS Integrated Test Execution — Pass 1 4 MP115 The completion of the Pass 1 integrated scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. CY and HARRIS 71 Data Conversion — Pass 3 3 MP120 The completion of Pass 3 Data Conversion. It includes: extracting data, staging data, running the conversion, and validating and testing converted data CY and HARRIS 72 FMS/WMS Upgrade Month 1 Testing Support 4 MP201 The completion of the FMS/WMS Upgrade Month 1 testing scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. HARRIS CY 73 Integrated Test Execution — Pass 2 4 MP119 The completion of the Pass 2 integrated scenarios. CY is to execute the tests and HARRIS supports the testing through CY and HARRIS Cayenta Statement of Work for City of Yakima 106 of 112 Dated 19 May 2015 Yakima THE HE•RT W CENTRAL WASHINGTON No.ayehtf i Deliverable Phase Mile- oe- Deliverable Description/Definition Lead Assist coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. 74 Data Conversion — Pass 4 3 MP121 The completion of Pass 4 Data Conversion. It includes: extracting data, staging data, running the conversion, and validating and testing converted data CY and HARRIS 75 FMS/WMS Upgrade Month 2 Testing Support 4 MP203 The completion of the FMS/WMS Upgrade Month 2 testing scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. HARRIS CY 76— Integrated Test Execution Pass 3 4 MP120 The completion of the Pass 3 integrated scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. CY and HARRIS 77 Data Conversion — Pass 5 3 MP122 The completion of Pass 5 Data Conversion. It includes: extracting data, staging data, running the conversion, and validating and testing converted data CY and HARRIS Cayenta Statement of Work for City of Yakima 107 of 112 Dated 19 May 2015 Crry of a oma TM[ MART OI C[NTwM. WAWIM6tON eymt4" Del Deliverable Phase Mile- oe- Deliverable Description/Definition Lead Assist 78 FMS/WMS Upgrade Month 3 Testing Support 4 MP205 The completion of the FMS/WMS Upgrade Month 3 testing scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. HARRIS CY 79 Integrated Test Execution — Pass 4 4 MP121 The completion of the Pass 4 integrated scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. CY and HARRIS 80 Data Conversion — Pass 6 3 MP127 The completion of Pass 6 Data Conversion. It includes: extracting data, staging data and running the conversion, and validate and testing converted data CY and HARRIS 81 FMS/WMS Upgrade Month 4 Testing Support 4 MP206 The completion of the FMS/WMS Upgrade Month 4 testing scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution via CayStone. Not all incidents will be resolved at the end of testing; this deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. HARRIS CY 82 Execute CIS Acceptance Test Execution — UAT 4 MP122 The completion of UAT scenarios. CY is to execute the tests and HARRIS supports the testing through coaching and incident resolution. Not all incidents will be resolved at the end of testing; this CY HARRIS Cayenta Statement of Work for City of Yakima 108 of 112 Dated 19 May 2015 CrrY of Yakima TH[ H[AT MCCHrnuW�fHIHGTOH Gaye Del No. Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist deliverable marks the completion of testing. A review of remaining incidents will be made and a plan agreed to resolve. 83 Business Process Training Materials 5 N/A Defines the business process and procedures that will facilitate understanding of the business process changes that will occur at cutover. CY 84 Develop CIS End-user Training Plan 5 MP116 Development of the plan for who will be trained, as well as the course materials, locations, facilities and other resources. HARRIS will supply a template for this plan. CY HARRIS 85 Training Materials 5 N/A Development of the end-user training Materials that will be used to facilitate the end-user training execution for each training course identified. This deliverable will conform to the Discovery, Configuration Specification Documentation and Functional CY HARRIS 86 Select team members to be trainers 5 N/A CITY's designation of team members to be trainers CY 87 Train the Trainer 5 MP123 Train -the -Trainer session to review the end-user training modules to be delivered by the Gresham trainers. HARRIS CY 88 Training Room Plan 5 N/A Defines the training room requirements including number of training rooms (do they exist, easily convertible or new construction required), registration, scheduling, reproduction and steps required to prepare and test classrooms for readiness. CY HARRIS 89 End -User Training schedule 5 MP123 Defines the end-user training class schedules and will include the course title and description, times class is offered, location of the training class and end users that will be attending the class. CY AND HARRIS Cayenta Statement of Work for City of Yakima 109 of 112 Dated 19 May 2015 CITY OF a rma rhe HtA T a C[NT�1u WAIH,NQrdi Del No.Execution Deliverable Phase 5 Mile- oe- Deliverable Description/Definition Lead Assist 90 CIS End-user Training MP123 and completion of end - user training per the plan. CY will lead the training session with HARRIS assisting. CY AND HARRIS 91 Transition Plan 6 MP124 Defines the exact duration and level of service to be provided by Cayenta during the Transition Phase. HARRIS CY 92 Develop and Deliver Operations Manual 6 MP124 Defines responsibilities for day to day operations of Cayenta Utilities CY AND HARRIS 93 CIS Production Readiness Checklist 6 MP124 Defines criteria to evaluate project readiness, Solution readiness, business readiness, IT infrastructure readiness and organizational /people readiness. CY will review to ensure this deliverable is consistent with goals and objectives of the project and contains a sufficient level of detail that is mutually agreed upon by HARRIS and CY HARRIS and CY 94 CIS Conversion Cut -over Plan 6 MP125 Defines the metrics, timing and items that need to be in place for conversion cut -over to production to occur. The mock conversion will be a test of this plan. A meeting will be held to review the plan with all Go - live participants. CY and HARRIS 95 CIS Close-out Plan 6 MP126 This is a jointly developed plan that defines the criteria for closing the project and is agreed to both parties prior to the start of Go -live and the Transition period. It is an item on the Readiness Checklist. HARRIS and CY 96 Go / No Go Decision Document approved for Go Live 6 MP127 Defines the outcomes of application readiness based on the defined cutover and readiness plan defined -. the result will be a decision to Go- live or to identify issues that need to be resolve prior to Go -Live and issues that can be resolve post go - live. CY AND HARRIS Cayenta Statement of Work for City of Yakima 110 of 112 Dated 19 May 2015 Carr of a ima THE HEART W CEMNIL WASHINGTON No.l Deliverable Phase Mile - one Deliverable Description/Definition Lead Assist 97 CIS Go -live 6 MP127 Cut -over to Production. The final data conversion will be executed and the cut -over tasks executed as assigned and sequenced. Go -live takes place over a weekend with both CY and HARRIS team members present. CY and HARRIS 98 CIS Post Go Live Support Month 1 7 MP128 Post Go Live Support — Month 1 delivered. Core Team members and a HARRIS consultant will support end-users as they solidify their knowledge of the Solution, and respond to issues, utilizing CayStone to manage incidents. HARRIS and CY 99 CIS Post Go Live Support Month 2 7 MP129 Post Go Live Support — Month 2 Delivered. Core Team members and a HARRIS consultant will support end-users as they solidify their knowledge of the Solution, and respond to issues, utilizing CayStone to manage incidents. HARRIS and CY 100 CIS Post Go Live Support Month 3 7 MP130 Post Go Live Support — Month 2 Delivered. Core Team members and a HARRIS consultant will support end-users as they solidify their knowledge of the Solution, and respond to issues, utilizing CayStone to manage incidents. HARRIS and CY 101 CIS Post Go Live Support Month 4 7 MP131 Post Go Live Support — Month 2 Delivered. Core Team members and a HARRIS consultant will support end-users as they solidify their knowledge of the Solution, and respond to issues, utilizing CayStone to manage incidents. HARRIS and CY 102 CIS Operations Audit Report and HARRIS Support Meeting 7 MP132 This defines the hand-off from the HARRIS consultants to the standard remote support that CY has contracted for. The Operations Audit report that defines status of the system is part of the hand-off and describes the current state of the Solution, the unique aspects in terms of configuration and modifications and the proficiency of HARRIS CY Cayenta Statement of Work for City of Yakima 111 of 112 Dated 19 May 2015 CITY OF Yakima TN1 Ht Rr OI C(NtNA. WAsNINGtON aye* Del No. Deliverable Phase slNtone Deliverable Description/Definition Lead Assist the end-users. The audit report helps CY understand the current state of the Solution as well as preparing HARRIS Support to properly support CY going forward. 103 CIS Project Complete - Sign off 7 MP133 Post Implementation Sign -Off - conclusion of the post Go -Live support. CY HARRIS Cayenta Statement of Work for 112 of 112 City of Yakima Dated 19 May 2015 ITEM TITLE: SUBMITTED BY: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.C. For Meeting of: June 2, 2015 Resolution authorizing amendment to Software License, Implementation, Support and Maintenance Agreement with N. Harris Computer Corporation Cindy Epperson, Director of Finance & Budget James Dean, Utility Services Manager SUMMARY EXPLANATION: On May 5, 2015, the City Council received a report on the Utility Billing Business Process .Analysis and recommended purchase of a new $1.3 million Utility Account Management Software replacement. Presented for your approval is an amendment to the Cayenta contract to implement the Cayenta Customer Information System (CIS) software. (Cayenta is a division of N. Harris Computer Corporation). At the May 5th meeting, Council also approved a contract with Accent Consulting to serve as the project manager for the proposed implementation of the new utility billing software and an appropriation to fund the $108,000 project. Accent Consulting has reviewed the attached contract amendment, and their recommendations have been incorporated. Resolution: X Ordinance: Other (Specify): Contract: X Contract Term: Start Date: End Date: Upon Completion Item Budgeted: Yes Amount: $1.4 Million Funding Sour celFiscalImpact Cumulative Reserve for Capital Improvement --Wastewater and Water contributions Strategic Priority: Publi c Trust and Ac countability Insurance Required? No Mail to: Cayenta, Attn: Barry Dunphy, 4200 North Fraser Way Suite 201, Burnaby, BCV 5J 5K7, Canada Phone: 866-229-3682 APPROVED FOR SUBMITTAL: RECOMMENDATION: Adopt Resolution City Manager ATTACHMENTS: Description Upload Date O Resolution-Cayenta Contract Amendment for CIS 5/21/2015 O Cayenta Contract Amendment 5/27/2015 t1 Cayenta SOW 5/27/2015 Type Resolution Contract Exhibit MANAGED SERVICES AGREEMENT THIS MANAGED SERVICES AGREEMENT made as of the 1st day of July 2017(the "Effective Date"). BETWEEN: CAYENTA, a division of N. HARRIS COMPUTER CORPORATION ("Harris") - and — City of Yakima 129 North 2nd Street Yakima, WA 98901 ("Organization") WHEREAS: (a) The Organization wishes retain Harris to perform certain managed services as set out herein in respect of certain Harris software licensed by Organization pursuant to a Software License, Implementation, and Support and Maintenance Agreement entered into between the parties and (b) Harris has agreed to provide such services on the terms and conditions set out in this Agreement. NOW THEREFORE, in consideration of the mutual covenants set out in this Agreement and for other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged), the parties agree as follows: 1. Term. This Agreement shall commence on the Effective Date and shall continue for a period of one (1) year (the "Initial Term"). Thereafter, this Agreement shall automatically renew for further one year periods (each a "Renewal Term") unless one party gives written notice to the other party 1 not less than sixty (60) days prior to the end of the then current term of its intention not to renew. The Initial Term and the Renewal Terms shall collectively be referred to as the "Term". 2. Services. (a) Harris' Obligations. Harris shall use commercially reasonable efforts to provide the managed services set out in Schedule "A" (the "Services") to Organization. (b) Organization's Obligations. To enable Harris to perform the Services, Organization agrees to provide the following to Ilarris: i. Information relative to Organization's hardware and software on which the required CMS programs must run or with which these programs must interact. Required programs are outlined in Schedule "A"; ii. Organization agrees to enable Harris remote access to Organization's system for the purposes of performing the Services; Personnel and assistance as is reasonably required to enable Harris to perform the Services; iv. Ongoing access to the system via an Internet connection acceptable to Harris, from Organization's remote access server to the Harris datacenter, to enable monitoring; and v. A representative with authority to approve the plans and deliverables described in Schedule "A" if so required. (c) Ownership. Organization agrees that Harris may install, access and run certain scripts and other software tools on Organization's hardware as required by Harris to perform the Services (the "Harris Tools"). Organization acknowledges and agrees that Harris is and shall remain the sole owner of all such I-larris Tools, including all copyright, patents, trademarks, trade secrets and other intellectual property rights therein, and Organization is granted no license to access or use the Harris Tools. Organization may retain a paper or pdf copy of any reports provided by Harris to Organization as part of the Services, however Harris is and shall remain the owner of all copyright, patents, trademarks, trade secrets and other intellectual property rights in and to such reports. 3. Fees. (a) Fees. In consideration of providing the Services, Organization agrees to pay the fees set out in Schedule "A" (the "Fees") to Harris. During the term of this Agreement, Harris shall, from time to time, deliver invoices to Organization. Each invoice delivered to Organization by Harris shall be due and payable upon receipt thereof by Organization. (b) Taxes. The Fees are exclusive of taxes. Organization agrees to pay all foreign, federal, state, provincial, county or local income taxes, value added taxes, use, personal, property, sales 2 and any other taxes, tariff, duty or similar charges that may be levied by a taxing authority (excluding taxes on Harris's net income) ("Taxes") unless it provides Harris with a tax exemption certificate acceptable to the applicable taxing authorities. Harris will reimburse Organization to the extent Taxes paid by Organization are recovered by Harris from the taxing or governmental authority. To the extent that Taxes may only be refunded to Harris, Harris agrees to cooperate reasonably with Organization's obtaining a refund or reimbursement of the Taxes. In the event that Organization is obliged by law to withhold any tax with respect to a payment to Harris, Organization will (a) withhold the appropriate amount from the payment; (b) pay the withheld amount to the applicable authority, as required by law, and (c) furnish to Harris certified copies of tax receipts and any other documentation reasonably requested by Harris as proof of Organization's payment of the withholding tax. (c) Late Payment. In the event Organization fails to pay all or any portion of an invoice on or before ninety (90) days after the date it becomes due, in addition to all other remedies Harris has under this Agreement or otherwise, Harris shall have the option to suspend or terminate all Services under this Agreement. Suspension or termination of any such Services shall not relieve the Organization of its obligation to pay its outstanding invoices, including any applicable late charges. 4. Warranty (a) Warranty. Harris warrants that the Services will be performed in a professional and diligent manner by personnel who are competent in performing their individual tasks. (b) DISCLAIMER. TO THE GREATEST EXTENT PERMITTED BY LAW, EXCEPT FOR THE LIMITED WARRANTY PROVIDED IN SECTION 4(a), THE SERVICES ARE PROVIDED TO THE ORGANIZATION "AS IS" AND THERE ARE NO WARRANTIES, REPRESENTATIONS OR CONDITIONS, EXPRESSED OR IMPLIED, WRITTEN OR ORAL, ARISING BY STATUTE, OPERATION OF LAW, COURSE OF DEALING, USAGE OF TRADE OR OTHERWISE, REGARDING THEM OR ANY OTHER PRODUCT, SERVICE OR MATERIAL PROVIDED HEREUNDER OR IN CONNECTION HEREWITH. HARRIS, ITS LICENSORS AND SUPPLIERS DISCLAIM ANY IMPLIED WARRANTIES OR CONDITIONS REGARDING THE SERVICES AND ANY MATERIALS PROVIDED HEREUNDER OR IN CONNECTION HEREWITH, INCLUDING, BUT NOT LIMITED TO, WARRANTIES OF MERCHANTABLE QUALITY, MERCHANTABILITY, DURABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE OR NON -INFRINGEMENT. HARRIS DOES NOT REPRESENT OR WARRANT THAT THE SERVICES SHALL MEET ANY OR ALL OF THE ORGANIZATION'S PARTICULAR REQUIREMENTS. NO AGREEMENTS VARYING OR EXTENDING ANY EXPRESS WARRANTIES SET FORTH IN THIS AGREEMENT SHALL BE BINDING ON EITHER PARTY UNLESS IN WRITING AND SIGNED BY AN AUTHORIZED SIGNING OFFICER OF HARRIS. 5. Termination 3 (a) Termination. This Agreement may be terminated as follows: i. In addition to any other rights and remedies available to it, either party may immediately terminate this Agreement in the event of material breach by the other party of its obligations hereunder that is not cured within thirty (30) days of receipt of written notice from the other party to that effect; ii. If Organization has failed to pay the Fees or other amounts due then Harris shall have the right to terminate this Agreement effective immediately upon written notice to Organization that effect; iii. Upon sixty (60) days written notice prior to expiration of a Term; and iv. Either party may terminate this Agreement effective immediately upon written notice to the other party if the other party: (i) becomes insolvent; (ii) becomes the subject of any proceeding under any bankruptcy, insolvency or liquidation law, whether domestic or foreign, and whether voluntary or involuntary, which is not resolved favourably to the subject party within ninety (90) days of commencement thereof; or (iii) becomes subject to property seizure under court order, court injunction or other court order which has a material adverse effect on its ability to perform hereunder. (b) Effects of Termination. In the event of termination of this Agreement. i. Organization shall immediately pay all outstanding Fees and other amounts owing to Harris under this Agreement; and ii. Organization agrees that Harris shall have the right to access and delete all Harris Tools installed on Organization's equipment. 6. Limitation of Liability TO THE GREATEST EXTENT PERMITTED BY APPLICABLE LAW, HARRIS, ITS AFFILIATES, AND EACH OF THEIR RESPECTIVE DIRECTORS, OFFICERS, EMPLOYEES AND SHAREHOLDERS' ENTIRE LIABILITY AND ORGANIZATION'S EXCLUSIVE REMEDY WITH RESPECT TO THE SERVICES AND ANY OTHER PRODUCTS, MATERIALS OR SERVICES SUPPLIED BY HARRIS IN CONNECTION WITH THIS AGREEMENT FOR DAMAGES FOR ANY CAUSE AND REGARDLESS OF THE CAUSE OF ACTION, WHETHER IN CONTRACT OR IN TORT, INCLUDING FUNDAMENTAL BREACH, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, SHALL NOT EXCEED IN THE AGGREGATE AN AMOUNT THAT IS EQUAL TO THE FEES PAID TO HARRIS BY THE ORGANIZATION UNDER TIIIS AGREEMENT IN NO EVENT SHALL HARRIS, ITS AFFILIATES AND EACH OF THEIR RESPECTIVE DIRECTORS, OFFICERS, EMPLOYEES AND SHAREHOLDERS, BE LIABLE FOR ANY CONSEQUENTIAL, INCIDENTAL, INDIRECT, EXEMPLARY, PUNITIVE, OR SPECIAL DAMAGES WHATSOEVER, INCLUDING BUT NOT LIMITED TO FOR LOST REVENUE OR LOSS OF PROFITS, LOSS OF BUSINESS, LOSS OF DATA, FAILURE TO REALIZE 4 EXPECTED SAVINGS, OR COST OF SUBSTITUTE GOODS OR SERVICES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, EVEN IF IT HAS BEEN ADVISED OF THE LIKELIHOOD OF THE OCCURRENCE OF SUCH LOSS OR DAMAGE OR SUCH LOSS OR DAMAGE IS FORSEEABLE AND NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. 7. Confidential Information a) Definition. The parties acknowledge that it may receive Confidential Information from the other party or otherwise in connection with this Agreement. "Confidential Information" means all information or material that either party treats as confidential and any information relating to third parties that a party has an obligation to treat as confidential, which is disclosed by or obtained by a party in connection with this Agreement, whether such information is in oral, written, graphic or electronic form, which: is (A) marked "Confidential," "Restricted," or "Proprietary Information" or other similar marking, (B) known by the parties to be considered confidential or proprietary, or (C) which should be known or understood to be confidential or proprietary by an individual exercising reasonable commercial judgment in the circumstances. Confidential Information does not include information to the extent that such information: (i) is or becomes generally known to the public by any means other than a breach of the obligations of a receiving party hereunder; (ii) was previously known to the receiving party as evidenced by its written records; (iii) is rightly received by the receiving party from a third party who is not under an obligation of confidentiality; or (iv) is independently developed by the receiving party without reference to or use of the other party's Confidential Information which such independent development can be established by evidence that would be acceptable to a court of competent jurisdiction. b) Confidentiality Obligations. Each of the parties agree: to maintain the Confidential Information of the other party in confidence and to take all reasonable steps, which shall be no less than those steps it takes to protect its own confidential and proprietary information, to protect the Confidential Information of the other party from unauthorized use, disclosure, copying or publication; ii. not to use the Confidential Information of the other party other than in the course of exercising its rights or performing its obligations under this Agreement; iii. not to disclose or release such Confidential Information except to the extent required by applicable law or during the course of or in connection with any litigation, arbitration or other proceeding based upon or in connection with the subject matter of this Agreement, provided that the receiving party shall first give reasonable notice to the disclosing party prior to such disclosure so that the disclosing party may obtain a protective order or equivalent and provided that the receiving party shall comply with any such protective order or equivalent; iv. not to disclose or release such Confidential Information to any third person without the prior written consent of the disclosing party, except for authorized employees or agents of the receiving party who have a need to know such information for the 5 purpose of performance under this Agreement and exercising its rights under this Agreement, and who are bound by confidentiality obligations at least as protective of the disclosing party's Confidential Information as this Agreement; and v. to take such actions as may be reasonably necessary to enforce its agreements with its employees and agents, including commencing legal proceedings. 8. Insurance (a) Harris shall obtain and maintain during the Term, at its sole expense, the following insurance coverage: Workers' Compensation Insurance, with all limits as required in the jurisdiction in which Harris's personnel are required to be covered by Workers' Compensation Insurance. Commercial general liability of not less than $1,000.000 per occurrence and $2,000,000 general aggregate limit. For automobile liability the limits shall not be less than $1,000,000 each accident/occurrence, $2,000,000 in the aggregate. Professional liability insurance shall not be less than $1,000,000 per occurrence. 9. General (a) Mediation. The parties agree to submit any claim, controversy or dispute arising out of or relating to this Agreement or the relationship created by this Agreement to non-binding mediation before bringing a claim, controversy or dispute in a court or before any other tribunal. The mediation is to be conducted by either an individual mediator or a mediator appointed by mediation services mutually agreeable to the parties. Such mediator shall be knowledgeable in software system agreements. The mediation shall take place at a time and location which is also mutually agreeable; provided; however, u1 no event shall the mediation occur later than ninety (90) days after either party notifies the other of its desire to have a dispute be placed before a mediator. The costs and expenses of mediation, including compensation and expenses of the mediator (and except for the attorney's fees incurred by either party), is to be shared by the parties equally. If the parties are unable to resolve the claim, controversy or dispute within ninety (90) days after the date either party provides the other notice of mediation, then either party may bring and initiate a legal proceedmg to resolve the claim, controversy or dispute unless the time penod is extended by a written agreement of the parties. Nothing in this Section shall inhibit a party's right to seek injunctive relief at any time. (b) Notice Any notice required or permitted to be given to any party to this Agreement shall be given in writing and shall be delivered personally, mailed by prepaid registered post or sent by facsimile to the appropriate address or facsimile number set out below. Any such notice shall be conclusively deemed to have been given and received on the day on which it is delivered or transmitted (or on the next succeeding business day if delivered or received by facsimile after 5:00 6 p.m. local time on the date of delivery or receipt, or if delivered or received by facsimile on a day other than a business day), if personally delivered or sent by facsimile or, if mailed, on the third business day following the date of mailing, and addressed, in the case of Harris, to: N HARRIS COMPUTER CORPORATION 201-4200 North Fraser Way Burnaby BC V5J 5K7 Attention Vice President, Operations Telephone 604-570-4300 and in the case of the Organization, to: City of Yakima 129 North 2nd Street Yakima, WA 98901 Attention: Cliff Morris, City Manager Each party may change its particulars respecting notice, by issuing notice to the other party in the manner described in this Section 7(b). (c) Assignment. Neither party may assign any of its rights or duties under this Agreement without the prior written consent of the other party, such consent not to be unreasonably withheld, except that either party may assign to a successor entity in the event of its dissolution, acquisition, sale of substantially all of its assets, merger or other change in legal status. The Agreement shall inure to the benefit of and be binding upon the parties to this Agreement and their respective successors and permitted assigns. (d) Entire Agreement. This Agreement shall constitute the entire agreement between the parties hereto with respect to the matters covered herein. No other understandings, agreements, representations, warranties or other matters, oral or written, purportedly agreed to or represented by or on behalf of Harris by any of its employees or agents, or contained in any sales materials or brochures, shall be deemed to bind the parties hereto with respect to the subject matter hereof. Organization acknowledges that it is entering into this Agreement solely on the basis of the representations contained herein. The terms of this Agreement may not be changed except by an amendment signed by an authorized representative of each party. No provisions in any purchase orders, or in any other documentation employed by or on behalf of the Organization in connection with this Agreement, regardless of the date of such documentation, will affect the terms of this Agreement, even if such document is accepted by Harris, with such provisions being deemed deleted. (e) Governing Law / Venue. This Agreement shall be governed by the laws of the state of Washington. Any action taken to enforce the terms and conditions of this Agreement shall be taken in a court of competent jurisdiction in Yakima County, Washington. This Agreement excludes that body of law applicable to choice of law, the Uniform Commercial Code and the United Nations Convention on Contracts for the International Sale of Goods (UNCCISG and any legislation implementing such Convention), if otherwise applicable. 7 (f) Trial by Jury. Organization and Harris do not waive the right to trial by jury in any action, proceeding or counterclaim filed by any party, whether in contract, tort or otherwise, relating directly or indirectly to this Agreement or any acts or omissions of Harris in connection therewith or contemplated thereby. (g) Severability. The invalidity or unenforceability of any provision or covenant contained in this Agreement shall not affect the validity or enforceability of any other provision or covenant herein contained and any such invalid provision or covenant shall be deemed modified to the extent necessary in order to render such provision valid and enforceable; if such provision may not be so saved, it shall be severed and the remainder of this Agreement shall remain in full force and effect. (h) Waiver. No waiver of any breach of any provision of this Agreement shall constitute a waiver of any prior, concurrent, or subsequent breach of the same or any other provisions hereof, and no waiver shall be effective unless made in writing and signed by an authorized representative of the waiving party. (i) Counterparts. This Agreement may be executed in counterparts (whether by facsimile or PDF signature or otherwise), each of which when so executed shall constitute an original and all of which together shall constitute one and the same instrument. (j) Relationship. The parties are and shall at all times remain, independent contractors in the performance of this Agreement and nothing herein shall be deemed to create a joint venture, partnership or agency relationship between the parties. Neither party will have the power to bind the other party or to contract in the name of or create any liability against the other party in any way for any purpose. Neither party will be responsible for the acts or defaults of the other party or of those for whom the other party is in law responsible. (k) Allocation of Risk. Organization acknowledges that the limited warranties, disclaimers and limitations of liability contained in this Agreement are fundamental elements of the basis of bargain between Organization and Harris and set forth an allocation of risk reflected in the fees and payments due hereunder. (1) Force Majeure. No default, delay or failure to perform on the part of Harris shall be considered a breach of this Agreement where such default, delay or failure is due to a force majeure or to circumstances beyond its control. Such circumstances will include, without limitation, strikes, riots, civil disturbances, actions or inactions concerning government authorities, epidemics, war, terrorist acts, embargoes, severe weather, fire, earthquakes, acts of God or the public enemy or default of a common carrier or other disasters or events. (m) Survival. The following sections and articles shall survive the termination or expiration of this Agreement: Sections 2(c), 3, 4, 5(b), 6-9 and any other provisions which are required to ensure that the parties fully exercise their rights and obligations hereunder. 8 IN WITNESS WHEREOF the parties hereto have duly executed this Agreement to be effective as of the Effective Date. N. HARRIS COMII PUTER CORPORATION By: A Name: S -L o* � � c -1c Title: \t Q, -pr -c,--\ Organization By: Name: (J ( rn part - Title: Cm CONTRACT NO: 0/ 7 ` 9 RESOLUTION NO: f 9 Standard Managed Services Pricing SCHEDULE "A" SERVICES AND PRICING "Yy f_�: _ _ e_�.,A i•_ r :. s' ', -: � — `�fl .mT ,. _ _- _' ;'i 1*: .. . ° •.� .. r... 4 yeritaApplicatio i 3 .. • Adm n•istraion -:,-. "Toal' 'l _ ne,tinie setup feel " ' 5,000 5,000 WariihL ,:,cost:;° _ _ 2,000 2,000 .''Yearly.,,cost " 24,000 24,000 ne time set up fee waived for 12 month contract General Assumptions • Post -go live Support for 1 Cayenta Production environment, and 2 additional non -production environments (ex. CayTest and CayTrain) Cayenta will be responsible for supporting Cayenta ERP software (Cayenta Utilities, Cayenta Financials) City of Yakima will maintain the hardware, network and Windows operating systems • The client will provide remote access to the servers for CMS staff and their monitoring tools The client will be responsible for ensuring that Cayenta has access to this server environment via one of the following methods. terminal server, remote desktop or VPN It will be assumed the servers will be part of the client's central backup strategy • Customer will log support calls via Team Support, selecting the "CMS" queue for all requests related to services provided herein Service Level Objectives • 99 5% uptime for the City of Yakima's production environment, excluding holidays, and planned outages. • Response to POs - within 1 hour (nb Historically, 99% get call backs within 15 minutes) • Mean time to repair for PO - 30 minutes PENALTY FOR NON-COMPLIANCE — APPLICATION AVAILABILITY Upon your written or email notification to cros-yakimacity@cayenta com, if system availability for the full month is below the objective levels, Cayenta will issue a refund according to the schedule below Cayenta Production system availability Cayenta Production system availability Cayenta Production system availability Cayenta Production system availability Cayenta Production system availability 99 0% - 99 5% 98 0% - 98 9% 95 0% - 97 9% 90 0% - 94 9% 89 9% or below 5% of monthly fee credited 10% of monthly fee credited 15% of monthly fee credited 25% of monthly fee credited 2.5% credited for every additional 1% of lost availability The down time is calculated from the time CMS team received an email or call from CITY OF YAKIMA'S staff till we send an email or call to the user saying that the systems are back online Notes on System Downtime • System down time is considered when Cayenta production system is not available to the entire users of the city due to a problem with the application or database • Application errors experienced by certain users or in certain component of the application are not considered as system down • Unavailability of Cayenta production system due to hardware or network issues won't be considered as system down 4plehotr Page 1 Reporting Notes • Standard support is 6 am to 5 pm (PST), Monday to Friday (excluding US holidays) • CMS support outside of Standard support hours is billed at Cayenta's Standard hourly rate, per hour (minimum of 1 hour) • Significant version migrations (RDBMS, Application), e g 7 8.x to 7 9.x, will be considered outside of scope and therefore require additional charges. Update work, e g 7 8.x to 7 8.x is included in the scope of these services One-time setup fee does not include travel expenses for on-site monitoring tool setup, which are billed as per Cayenta's standard travel policy • Incident Reports generated for each incident of Database, UNIX or Application unplanned outage within two business days of resolution (depending on services are purchased) • Monthly CMS Report generated and delivered before 10th of each month SYSTEM COMPONENT CHECKLIST Cayenta Utilities Application Services 0 Frequency 0 o a, 0 N m 0 Comment UTILITIES APPLICATION AVAILABILITY AND PERFORMANCE MONITORING In order to ensure the availability and performance of your application, Cayenta CMS monitors your system components. Cayenta utilizes tools that test the availability of your system components and alert the Cayenta CMS Consultant in the event of a problem. The Cayenta CMS Consultant will Monitor errors, warnings and alerts Diagnose and resolve database performance problems, Y Y identified by monitoring tools Y Y Y Log all application problems and report on problems and problem resolution status Y Y Diagnose and assist in resolving application availability Y Y Support diagnosis of application to database connectivity issues Y Problem resolution for application specific patches Y UTILITIES APPLICATION AND OTHER MAINTENANCE Cayenta performs regular maintenance to ensure that the Applications are clean The Cayenta CMS Consultant will work with city's staff. Utilities Application Archive and purge batch queue logs Y Y Archive and purge job process logs Y Y Copy xml archive files and style sheets to storage media Y Y Reporting Application maintenance Assist in creating Backups Y Clear temporary Reporting files Y Archive old reports Y Purge reporting software logs Y Restart services and agents Y UTILITIES APPLICATION BACKUP AND RESTORATION The Cayenta CMS Consultant will Assist in creating backup policies for the Utility Application Gyent Y Page 2 UTILITIES APPLICATION FEATURE RELEASES, UPDATES, PATCHES Cayenta performs regular maintenance to ensure that that your Production, Testing and Training Environments are at the appropriate fix levels. The Cayenta CMS Consultant will Utilities Application Apply PO patches to the Production environment Apply PO patches to the Testing and Training environments Apply Feature Releases/Updates to the Production environments Y Y Y Apply Feature Releases/Updates to the Testing and Training environments Y Y Reporting Application Maintain and update the Report Server software Y Y Desktop activities Recommend additions, enhancement, version requirements to desktop Y Y Recommend network enhancements, updates, etc. Y Assist in troubleshooting Cayenta-specific desktop issues Y UTILITIES APPLICATION COPIES In order to ensure that Testing and Training environments are current, the Cayenta CMS Consultant can copy current Production data to the Testing and Training environments to a maximum of 1 time each quarter Make copy of current Production environment for Testing purposes (ex. CayTest) Y Make copy of current Production environment for Training purposes (ex. CayTrain) Y ayeoler Page 3 Cayenta Financials Application Services v Fre•uenc (1) 0 .0 m 0. Comment FINANCIAL APPLICATION AVAILABILITY AND PERFORMANCE MONITORING In order to ensure the availability and performance of your application, Cayenta monitors your system components. Cayenta utilizes tools that test the availability of your system components and alert the Cayenta Technical Consultant in the event of a problem The Cayenta Technical Consultant will Monitor errors, warnings and alerts Y Y Y Diagnose and resolve database performance problems, identified by monitoring tools Y Y Log all application problems and report on problems and problem resolution status Y Diagnose and resolve application availability Y Y Support diagnosis of application to database connectivity issues Y Y Y Problem resolution for application specific patches Y FINANCIAL APPLICATION AND OTHER MAINTENANCE Cayenta performs regular maintenance to ensure that the Applications are clean The Cayenta Technical Consultant will Financial Application Y Y Archive and purge log files Y Archive and purge spool directories Y Archive and purge audit files Y Run wsysinit and work library cleanup Y Y Restart message listener and kill defunct processes Y Cognos Application Y Apply core report patches Y Archive old reports Y Purge Cognos logs Y Application Web Server Archive and purge Application Web Server log files Y Archive and purge audit files Y FINANCIAL APPLICATION BACKUP AND RESTORATION The Cayenta Technical Consultant will Assist client in creating Backup policies for Utility Applications FINANCIAL APPLICATION FEATURE RELEASES, UPDATES, PATCHES Cayenta performs regular maintenance to ensure that that your PROD, TEST and TRN Environments are at the appropriate fix levels. The Cayenta Technical Consultant will Financial Application Apply PO patches to the PROD environment Apply PO patches to the TEST and TRN environments Apply Feature Releases/Updates to the PROD environments Y Y (max. once monthly) Y Apply Feature Releases/Updates to the TEST and TRN environments (max. once monthly) Y Application Web Server Application Maintain and upgrade Application Web Server software Y Desktop activities Recommend additions, enhancement, version requirements to desktop Y Recommend network enhancements, updates, etc. Y Assist in troubleshooting Cayenta-specific desktop issues Y Gyeht - Page 4 FINANCIAL APPLICATION COPIES In order to ensure that TEST and TRN environments are current, the Cayenta Technical Consultant can copy current PROD data to the TEST and TRN environments to a maximum of 1 time each quarter Make copy of current PROD environment for Testing purposes Make copy of current PROD environment for Training purposes Gyeht Y Y Page 5 • A Division of Harris Computer Systems Scope Statement • Project Name: City of Yakima —Address Merge and MWM (Part A) & Inventory Reserves (Part B) Date: March 13, 2018 • Prepared By Document Owner(s) Project/Organization Role Toni -Lynn Sojda Cayenta, Product Manager Richard Goodfellow Cayenta, Customer Relations Manager Project Closure Report Version Control Version Date Author Change Description 1 3/13/2018 Toni -Lynn Sojda and Richard Goodfellow Created document. 2 Project — Part A The City of Yakima (CLIENT) has been utilizing Assets for Locations within the Work Management module for certain departments. The intent of this project is to move these departments away from using the Assets for Locations and move them toward utilizing the CIS Location table. This will then allow these departments to fully implement and utilize Mobile Work Management The following are the main objectives of this project: 1) Assets that currently represent locations will be moved from the Asset Table to Location Table 2) JMAP and GIS will be completed for JMAP Consoles with GIS layer presentation for the following: • Location Console • Service Order Console • Work Order Console • Asset Console • One GIS Asset (Street Lights) and Approximately 20 GIS layers 1.1 Address Merge Process HARRIS will deliver the following: Confidential Scope Statement ❑ AD asset does not exist in the CIS location master: o Take the location number that is replacing the AD/AD asset and put this on all of the WR's that the AD/AD asset was used on (this gives you history of WR's at the location) ❑ Merge Data o Asset Comments should be merged to the CIS Location Special Directions o Merge the asset direction/comments into the location directions field —this shows up on the location identification tab in inquiry o Merge Asset Attributes to UM Location Attributes ❑ AD Assets to be flagged as inactive ❑ Project Management ❑ Application Consulting to work with CLIENT and Conversion Analyst to ensure merge results ❑ Conversion Analyst to perform merging of data ❑ Technical Assistance to coordinate with the CLIENT and CMS to install any required updates CLIENT will deliver the following: ❑ Review duplicate AD Address records o Created due to no prior address tracking standard (E.g. Main and 1St vs. 1st and Main) ❑ Where the AD Asset does not exist in the CIS Location Master: o Create a new UM00100M record o Create new POI location records for infrastructure locations not created as physical service addresses ❑ Provide crosswalk between AD Asset and UM Location (M:1) ❑ WMS AD Asset attributes o Reviewed and Cleaned and added to the UM/LO asset linked to the location o Provide a crosswalk between AD Asset and UM Location (1:1) ❑ Project Management ❑ Configuration Ownership ❑ Testing ❑ End User Training ❑ Business and Technical Go Live Support 1.2 Mobile Work Management HARRIS will deliver the following: ❑ Ability to enter time by crew in Mobile Work Management. ❑ Support the CREW_ID or USER_ID to request orders for a crew or for a user. o Ability to see orders that were created by a specific user id. Jira MWM-147. ❑ The ability to define an attachment be uploaded with reference to the current WO and also any asset attached to the Work Order. Jira MWM-107 ❑ Support Inventory Issue and Returns via a mobile platform MWM-94 ❑ Project Management ❑ Application Consulting to work with CLIENT and Conversion Analyst to ensure merge results Confidential Page 2 2010-01-22 Scope Statement ❑ Conversion Analyst to perform merging of data ❑ Technical Assistance to coordinate with the CLIENT and CMS to install any required updates CLIENT will be responsible for the following: ❑ Project Management ❑ Configuration Ownership ❑ Testing ❑ End User Training ❑ Business and Technical Go Live Support for cut over Constraints and Assumptions ❑ CLIENT tasks are required to be completed before HARRIS tasks begin ❑ Upon completion, the CLIENT will stop using AD/AD assets as locations. ❑ Both HARRIS and CLIENT will ensure members are available on dates agreed to and scheduled ❑ Client will test and report all incidents via Caystone. Pricing Development: Support Crew or User ID —JIRA MWM-147 24 $4,800 Development: Attachments via Mobile —JIRA MWM-107 24 $4,800 Development: Inventory via Mobile —JIRA MWM-94 140 $28,000 Total Development 188 $37,600 Conversion Analysis and Completion 80 $16,000 Application Consulting 40 $8,000 Project Management 20 $4,000 Total Consulting 140 $28,000 Total Development and Consulting Less Development Grand Total 328 $65,600 188 $37,600 140 $28,000 NOTE: Red items above are priced at 'zero -dollar' per hour, for the hours noted. Milestones: Upon signature $14,000 Address Merge Conversion Delivered $7,000 Mobile Work Management for Water & Sewer Department ready for Live $7,000 TOTAL $28,000 Confidential Page 3 2010-01-22 Scope Statement Project — Part B The City of Yakima (CLIENT) will be undertaking a project to implement inventory reserves after HARRIS completes JIRA CO -3571. — HARRIS to work with the CLIENT staff to prepare any inventory adjustments and clean up Inventory data — Includes Jira's: CO 3413, 3419,3249, 3284, 3707 and 3238 — HARRIS to provide Consultant to review statuses and actions for controlling and reserving inventory HARRIS will deliver the following: ❑ Project Management U Technical assistance o Coordinate with CLIENT and CMS to install update U Application Consulting time for: o Day in the Life o Data Clean Up o Testing Assistance CLIENT will deliver the following: U Project Management ❑ Configuration Ownership U Testing ❑ End User Training ❑ Business and Technical Go Live Support for the cut -over Constraints and Assumptions 1. Both HARRIS and CLIENT will ensure members are available on dates agreed to and scheduled. 2. Client will test and report all incidents via Caystone. Pricing: — Project Management Tirne 20 $. 4,000 — CMS for technical assistance 32 $ 6,400 — Application Consultant • Day in the Life 24 $. 4,800 • Data Clean Up 40 $ 8,000 • Testing Assistance 40 $ 8,000 — SUB -TOTAL 156 $ 31,200 — LESS 96 $ 19,200 — TOTAL 60 $ 12,000 NOTE: Red items above are priced at `zero -dollar' per hour, for the hours noted. Confidential Page 4 2010-01-22 Scope Statement Milestones: Upon signature $6,000 Data Clean up assistance complete $3,000 CO -3571 ready for installation in PROD $3,000 TOTAL $12,000 Additional Terms and Conditions — for both Part A and Part B 1. Pricing is fixed for scope as defined by this document 2. Additional services deemed out of scope (per this document) will be billed at $200 per hour. 3. Actual travel and living costs will be billed as incurred. HARRIS will make every effort to minimize travel and living expenses. Travel and living expenses include: a. Airfare b. Lodging c. Per Diem (HARRIS policy allows for $55/day for week days ($110 for weekends and holidays) d. Ground Transportation (taxis, rental cars, fuel, tolls, parking) 4. HARRIS travel guidelines will be used by all HARRIS personnel traveling to the client's site unless specifically stated in this section of the Statement of Work. The actual number of trips required will be determined jointly the Project managers. Travel costs for any travel Cayenta is required to do will be billed separately. Authorization to proceed City of Yakima By. Name Printed: GIA Title. o 7/ `//b/ Date. n ,% CITY CONTRACT NO: ��'�- f:/ ``� ��N��" Ace d 4(7RESOLUTION NO' R- 20/ ;" -O / 3 q / 0 / f Confidential Page 5 2010-01-22