HomeMy WebLinkAbout06/06/2023 06.D. Resolution awarding and authorizing an agreement with Questica for budget management software 1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.D.
For Meeting of: June 6, 2023
ITEM TITLE: Resolution awarding and authorizing an agreement with Questica
for budget management software
SUBMITTED BY: *Jennifer Ferrer-Santa Ines, Director of Finance & Budget
Christina Payer, Buyer I I
SUMMARY EXPLANATION:
The City of Yakima desires to purchase off the NASPO Contract AR2472 to procure Budget
Management Software functionality from Questica, which Questica agrees to deliver pursuant to
the NASPO Contract and under the terms and conditions as found in agreement.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt resolution.
ATTACHMENTS:
Description Upload Date Type
D Resolution Agreement Questica 5/26/2023 Resolution
0 Agreement Questica 5/26/2023 Contract
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RESOLUTION NO. R-2023-
A RESOLUTION awarding and authorizing an agreement with Questica for Budget
Management Software.
WHEREAS, the City of Yakima has a master contract usage agreement with the
Department of Enterprise Services (DES) to utilize NASPO Contract AR2472 for the purchase
of this software; and
WHEREAS, Carahsoft Technology Corporation participated in the competitive bid
process in response to by submitting a proposal, on which was awarded through NASPO and is
an authorized reseller for Questica; and
WHEREAS, the City of Yakima desires to purchase off the NASPO Contract to procure
Budget Management Software functionality from Questica, which Questica agrees to deliver
pursuant to the NASPO Contract and under the terms and conditions as found in agreement;
and
WHEREAS, the City of Yakima selected Questica to provide certain products and
services set forth in the software subscription agreement, and Questica desires to provide such
products and services under the terms of this Agreement; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute an Agreement with Questica and
Carahsoft Technology Corporation for Budget Management Software, attached hereto and
incorporated herein by this reference.
ADOPTED BY THE CITY COUNCIL this 6'h day of June, 2023.
Janice Deccio, Mayor
ATTEST:
Rosalinda Ibarra, City Clerk
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Questica
QUESTICA SOFTWARE SUBSCRIPTION AGREEMENT
This SOFTWARE SUBSCRIPTION AGREEMENT (the "Agreement") is made June 15, 2023 (the "Effective Date")
by and between QUESTICA LTD., a corporation incorporated under the laws of the State of Delaware ("Questica")
and CITY OF YAKIMA, including, without limitation, all its subdivisions, departments, and constituent entities within its
legal scope and jurisdiction (collectively, the"Subscriber").
1. DEFINITIONS
"Affiliate" means any entity which directly or indirectly controls, is controlled by, or is under common control
with the subject entity. "Control," for the purposes of this definition, means direct or indirect ownership or
control of more than 50% of the voting interests of the subject entity.
"Malicious Code" means viruses,worms,time bombs, Trojan horses, and other harmful or malicious code,
files, scripts, agents or programs.
"Order Form" means the documents for placing orders hereunder, including addenda thereto, that are
entered into between You and Us from time to time, including addenda and supplements thereto.
"Services" means the products and services that are ordered by You or Your Affiliates under an Order Form
and made available by Us online.
"User Guide" means the on-line users guide for the Services, made available on-line.
"Users" means individuals who are authorized by You to use the Services, for whom subscriptions to a
Service have been ordered, and who have been supplied user identifications and passwords by You, (or by
Us at your request). Users may include but are not limited to Your employees, consultants, contractors and
agents, and third parties with which You transact business.
"We," "Us", "Our", "Questica Inc.", "Questica LTD." or"Questica"means the company or entity providing
the Services in the Agreement
"You", "Your", "Subscriber" means the company or other legal entity for which you are accepting the
Agreement and Affiliates of that company or entity.
"Your Data" means all electronic data or information submitted by You to the Services, including but not
limited to any data, content(including user content), information and files.
2. PROVISION OF SERVICES
2.1 Terms of Service. Terms, provisions, or conditions on any purchase order, acknowledgement, or other
business form or writing that Customer may use in connection with the provision of Services (or software) by
Questica will have no effect on the rights, duties, or obligations of the parties hereunder, regardless of any
failure of Questica to object to such terms, provisions, or conditions.
2.2 Provision of Services. We shall make the Services available to You pursuant to this Agreement and the
relevant Order Forms during a subscription term. By entering into an Order Form hereunder,an Affiliate agrees
to be bound by the terms of this Agreement as if it were an original party hereto. Order Forms shall be deemed
incorporated herein by reference. You agree that Your purchases hereunder are neither contingent on the
delivery of any future functionality or features nor dependent on any oral or written public comments made by
Us regarding future functionality or features.
2.3 User Subscriptions. Unless otherwise specified in the applicable Order Form, (i) Services are purchased as
User subscriptions and may be accessed by no more than the specified number of Users, (ii)additional User
subscriptions may be added during the applicable subscription term at the same price as that for the pre-
existing subscriptions thereunder, prorated for the remainder of the subscription term in effect at the time the
additional User subscriptions are added and (iii) the added User subscriptions shall terminate on the same
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day as the pre-existing subscriptions. User subscriptions are for designated Users only and cannot be shared
or used by more than one user but may be reassigned to new Users replacing former Users who no longer
require ongoing use of the Services.
2.4 Hosting, Product Maintenance and Support. For the first year of this Agreement, upon paying the
Subscription Fee and for each year thereafter, provided that Subscriber continues to pay the Subscription
Fees in accordance with the fees set out in Appendix A, Questica shall provide Hosting, Maintenance and
Technical Support Services for the software as outlined in Appendix B, if the Subscriber is not otherwise in
breach of the provisions of this Agreement.
2.5 Implementation Services. Questica shall provide the professional service as defined in the Scope of Work
("SOW'), Appendix C, in a professional manner, consistent with industry standards. Unless otherwise agreed
upon by both parties, or as the result of a delay on the part of Questica, the obligation to provide professional
services to the Subscriber expires the earlier of:
1) completion of the services described in the SOW
2) 12 months from the effective date of the relevant Order Form.
2.6 Acceptance of Custom Work. Within fifteen (15) business days from the delivery of each individual Custom
Work, the Customer/Subscriber shall, in its sole discretion, review the Product Customization and notify
Questica whether it finds the Customizations satisfactory or unsatisfactory. If its determined that the
Customizations are unsatisfactory, then it shall state in writing the reasons for its determination, including
identifying any nonconformance with the Subscriber's specifications or expectations. Questica will promptly
correct the deficiencies and reinstall the Customizations, and the approval procedure shall be reapplied until
Subscriber finally declares the Customizations satisfactory. In the absence of a written response within 15
Business Days after the delivery of the Customizations or once the Subscriber has declared the
Customizations satisfactory, the Customizations shall be considered 'Accepted'.
3. USE OF THE SERVICES
3.1 Our Responsibilities.We shall: (i) provide Our basic support for the Services to You at no additional charge,
and/or upgraded support if purchased separately, (ii) use commercially reasonable efforts to make the
Services available 24 hours a day, 7 days a week, except for: (a) planned downtime (of which We shall give
at least 8 hours' notice via the Services and which We shall schedule to the extent practicable during the
weekend hours from 9:00 pm Friday to 6:00 am Monday Eastern Time), or (b) any unavailability caused by
circumstances beyond Our reasonable control, including without limitation, acts of God, acts of government,
floods,fires, earthquakes, civil unrest, acts of terror, strikes or other labor problems(other than those involving
Our employees), Internet services provider failure or delays, or denial of service attacks, and (iii) provide the
Services only in accordance with applicable laws and government regulations.
3.2 Our Protection of Your Data. We shall maintain reasonable administrative, physical and technical
safeguards for protection of the security, confidentiality and integrity of Your Data. We shall not (a) modify
Your Data, (b) disclose Your Data except as compelled by law in accordance with Section 6.3 (Compelled
Disclosure)or as expressly permitted in writing by You,or(c)access Your Data except to provide the Services
and prevent or address service or technical problems, or at Your request in connection with customer support
matters.
3.3 Your Responsibilities. You shall (i) be responsible for Users' compliance with this Agreement, (ii) be
responsible for the accuracy, quality and legality of Your Data and of the means by which You acquired Your
Data, (iii) use commercially reasonable efforts to prevent unauthorized access to or use of the Services, and
notify Us promptly of any such unauthorized access or use, and (iv) use the Services only in accordance with
the User Guide and applicable laws and government regulations.You shall not(a) make the Services available
to anyone other than Users, (b) sell, resell, rent or lease the Services, (c) use the Services to store or transmit
material in violation of third-party privacy rights, (d) use the Services to store or transmit Malicious Code, (e)
interfere with or disrupt the integrity or performance of the Service or third-party data contained therein, or (f)
attempt to gain unauthorized access to the Services or their related systems or networks.
4. FEES AND PAYMENTS FOR SERVICES
4.1 Fees. You shall pay all fees specified in all Order Forms as set out in Appendix A. Except as otherwise
specified herein or in an Order Form, (i)fees are based on services purchased and actual usage, (ii) payment
obligations are non-cancelable and fees paid are non-refundable, and pi) the number of User subscriptions
purchased cannot be decreased during the relevant subscription term stated on the Order Form. User
subscription fees are based on monthly periods that begin on the subscription start date and each monthly
anniversary thereof; therefore, fees for User subscriptions added in the middle of a monthly period will be
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charged for the full monthly period and the monthly periods remaining in the subscription term.
4.2 Invoicing and Payment.You will provide Us with a valid purchase order or alternative document reasonably
acceptable to Us. We will invoice You in advance and otherwise in accordance with the relevant Order Form.
Unless otherwise stated in the Order Form, invoiced charges are due net 30 days from the invoice date. You
are responsible for providing complete and accurate billing and contact information to Us and notifying Us of
any changes to such information.
4.3 Overdue Charges. If any charges are not received from You by the due date,then at Our discretion, (a) such
charges may accrue late interest at a rate of 1.5%of the outstanding balance per month, or the maximum rate
permitted by law, whichever is lower, from the date such payment was due until the date paid, and/or (b) We
may condition future subscription renewals and Order Forms on payment terms shorter than those specified
in Section 4.2 (Invoicing and Payment)
4.4 Suspension of Service and Acceleration. If any amount owing by You under this or any other agreement
for Our services is 30 or more days overdue, We may, without limiting Our other rights and remedies,
accelerate Your unpaid fee obligations under such agreements so that all such obligations become
immediately due and payable, and suspend Our services to You until such amounts are paid in full. We will
give You at least 7 days prior notice that Your account is overdue, in accordance with Section 11.1 (Manner
of Giving Notice), before suspending services to You.
4.5 Payments and Disputes. We shall not exercise Our rights under Section 4.3 (Overdue Charges) or 4.4
(Suspension of Service and Acceleration) if You are disputing the applicable charges reasonably and in good
faith and are cooperating diligently to resolve the dispute.
4.6 Taxes. Unless otherwise stated, Our fees do not include any taxes, levies, duties or similar governmental
assessments of any nature, including but not limited to value-added, sales, use or withholding taxes,
assessable by any local, state, provincial, federal, or foreign jurisdiction (collectively, "Taxes"). You are
responsible for paying all Taxes associated with Your purchases hereunder. If We have the legal obligation to
pay or collect Taxes for which You are responsible under this paragraph, the appropriate amount shall be
invoiced to and paid by You, unless You provide Us with a valid tax exemption certificate authorized by the
appropriate taxing authority. For clarity,We are solely responsible for taxes assessable against Us based on
Our income, property and employees.
4.7 Travel Costs. Unless noted otherwise, this quotation does not include any travel, lodging, or on-site
expenses. If such travel is required and subsequently authorized, Questica's standard travel and per diem
rates shall apply. Air Travel, Rental Car(with associated fuel and parking costs), and Lodging costs shall be
reimbursed at cost. Questica is not responsible for unpredictable(including Commercial Airline Travel)delays
which may increase travel cost.
5. PROPRIETARY RIGHTS
5.1 Reservation of Rights in Services.Subject to the limited rights expressly granted hereunder, We reserve all
rights, title and interest in and to the Services, including all related intellectual property rights. No rights are
granted to You hereunder other than as expressly set forth herein.
5.2 Restrictions.You shall not (i) permit any third-party to access the Services except as permitted herein or in
an Order Form(ii)create derivative works based on the Services except as contained herein, (iii) copy, frame
or mirror any part or content of the Services, other than copying or framing on Your own intranets or otherwise
for Your own internal business purposes, (iv) reverse engineer the Services, or (v) access the Services in
order to (a) build a competitive product or service, or (b) copy any features, functions or graphics of the
Services.
5.3 Your Applications and Code. If You, a third party acting on Your behalf, or a User creates applications or
program code using the Services, You authorize Us to host, copy, transmit, display and adapt such
applications and program code, solely as necessary for Us to provide the Services in accordance with this
Agreement. Subject to the above, We acquire no right, title or interest from You or Your licensors under this
Agreement in or to such applications or program code, including any intellectual property rights therein.
5.4 Your Data. Subject to the limited rights granted to You hereunder, We acquire no right, title or interest from
You or Your licensors under this Agreement in or to Your Data, including any intellectual property rights
therein.
5.5 Suggestions. We shall have a royalty-free, worldwide, irrevocable, perpetual license to use and incorporate
into the Services any suggestions, enhancement requests, recommendations or other feedback provided by
You, including Users, relating to the operation of the Services. We may additionally develop, modify, improve,
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support, and operate Our Services based on Your use, as applicable, of any Services.
6. CONFIDENTIALITY
6.1 Definition of Confidential Information. As used herein, "Confidential Information" means all confidential
information disclosed by a party ("Disclosing Party"), whether orally or in writing, that is designated as
confidential or that reasonably should be understood to be confidential given the nature of the information and
the circumstances of disclosure. Your Confidential Information shall include Your Data; Our Confidential
Information shall include the Services; and Confidential Information of each party shall include the business
and marketing plans, technology and technical information, product plans and designs, and business
processes disclosed by such party. However, Confidential Information (other than Your Data)shall not include
any information that (i) is or becomes generally known to the public without breach of any obligation owed to
the Disclosing Party, (ii)was known to the Receiving Party prior to its disclosure by the Disclosing Party without
breach of any obligation owed to the Disclosing Party pi) is received from a third party without breach of any
obligation owed to the Disclosing Party, or(iv)was independently developed by the Receiving Party.
6.2 Protection of Confidential Information.The Receiving party shall use the same degree of care that uses to
protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable
care) (i) not to use any Confidential Information of the Disclosing Party for any purpose outside the scope of
this Agreement, and (ii) except as otherwise authorized by the Disclosing Party in writing, to limit access to
Confidential Information of the Disclosing Party to those of its and its Affiliates' employees, contractors and
agents who need such access for purposes consistent with this Agreement and who have signed
confidentiality agreements with the Receiving Party containing protections no less stringent than those herein.
Neither party shall disclose the terms of this Agreement or any Order Form to any third party other than its
Affiliates and their legal counsel and accountants without the other party's prior written consent.
6.3 Com pelled Disclosure.The Receiving Party may disclose Confidential Information of the Disclosing Party if
it is compelled by law to do so, provided the Receiving Party gives the Disclosing Party prior notice of such
compelled disclosure (to the extent legally permitted) and reasonable assistance, at the Disclosing Party's
cost, if the Disclosing Party wishes to contest such disclosure. If the Receiving Party is compelled by law to
disclose the Disclosing Party's Confidential Information as part of a civil proceeding or otherwise to which the
Disclosing Party is a party, and the Disclosing Party is not contesting the disclosure, the Disclosing Party will
reimburse the Receiving Party for its reasonable costs of compiling and providing secure access to such
Confidential Information.
7. REPRESENTATIONS,WARRANTIES AND DISCLAIMERS
7.1 Our Warranties.We represent and warrant that(i)We have validly entered into this Agreement and have the
legal authority to do so, (ii) the Services shall perform materially in accordance with the User Guide, (iii) the
functionality of the Services will not be materially decreased during a subscription term, and (iv) We will not
transmit Malicious Code to You, provided you are not in breach of this subsection (iv) if You or a User uploads
a file containing Malicious Code into the Services and later downloads that file containing Malicious Code. For
any breach of a warranty above, Your exclusive remedy shall be as provided in Section 10.3 (Termination for
Cause) and Section 10.4 (Refund or Payment upon Termination) below.
7.2 Your Warranties.You represent and warrant that (i)You have validly entered into this Agreement and have
the legal authority to do so; (ii)You will use the Services in accordance with applicable laws; and (ii)You have
all necessary rights to use and upload any Data for use with the Services.
7.3 Disclaimer. EXCEPT AS EXPRESSLY PROVIDED HEREIN, NEITHER PARTY MAKES ANY
REPRESENTATIONS, WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR
OTHERWISE, AND EACH PARTY SPECIFICALLY DISCLAIMS ALL IMPLIED REPRESENTATIONS AND
WARRANTIES, INCLUDING ANY REPRESENTATIONS AND WARRANTIES OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE
LAW.
8. MUTUAL INDEMNIFICATION
8.1 Indemnification by Us.We shall defend You against any claim, demand, suit, or proceeding made or brought
against You by a third party alleging that the use of the Services as permitted hereunder infringes or
misappropriates any Canadian or United States' registered patents, copyrights or trade-mark rights of a third
party(a"Claim Against You"), and shall indemnify You for any damages, legal fees and costs finally awarded
against You as a result of,and for amounts paid by You under a court-approved settlement of, a Claim Against
You; provided that You (a) promptly give Us written notice of the Claim Against You; (b) Give Us sole control
of the defense and settlement of the Claim Against You (provided that We may not settle any Claim Against
You unless the settlement unconditionally releases You of all liability); and (c) provide to Us all reasonable
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assistance, at Our expense. In the event of a Claim against You, or if we reasonably believe the Services may
infringe or misappropriate, We may in Our discretion and at no cost to you (i) modify the Services so that they
no longer infringe or misappropriate , without breaching Our warranties under "Our Warranties" above, (II)
obtain a license for Your continued use of the Services in accordance with this Agreement, or (iii) terminate
Your User subscriptions for such services upon 30 days' written notice and refund to You any prepaid fees
covering the remainder of the term of such User subscriptions after the effective date of termination.
8.2 Indemnification by You.You shall defend Us against any claim, demand, suit or proceeding made or brought
against Us by a third party alleging that Your Data, or Your use of the Services in breach of this Agreement,
infringes or misappropriates the intellectual property rights of a third party or violates applicable law(a"Claim
Against Us"), and shall indemnify Us for any damages, legal fees and costs finally awarded against us as a
result of, or for any amounts paid by Us under a court-approved settlement of, a Claim Against Us; provided
that We (a) promptly give You written notice of the Claim Against Us; (b) give You sole control of the defense
and settlement of the Claim Against Us (provided that You not settle any Claim Against Us unless the
settlement unconditionally releases Us of all liability);and(c) provide to You all reasonable assistance, at Your
expense.
8.3 Exclusive Remedy. This Section 8 (Mutual Indemnification) states the indemnifying party's sole liability to,
and the indemnified party's exclusive remedy against, the other party for any type of claim described in this
Section.
9. LIMITATION OF LIABILITY
9.1 Limitation of Liability. NEITHER PARTY'S CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO
THIS AGREEMENT (WHETHER IN CONTRACT OR TORT OR UNDER ANY OTHER THEORY OF
LIABILITY)SHALL EXCEED THE AMOUNT PAID BY YOU HEREUNDER IN THE 12 MONTHS PRECEDING
THE INCIDENT, PROVIDED THAT IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY
ARISING OUT OF OR RELATED TO THIS AGREEMENT(WHETHER IN CONTRACT OR TORT OR UNDER
ANY OTHER THEORY OF LIABILITY) EXCEED THE TOTAL AMOUNT PAID BY YOU HEREUNDER. THE
FOREGOING SHALL NOT LIMIT YOUR PAYMENT OBLIGATIONS UNDER SECTION 4 (FEES AND
PAYMENT FOR SERVICES).
9.2 Exclusion of Consequential and Related Damages. IN NO EVENT SHALL EITHER PARTY HAVE ANY
LIABILITY TO THE OTHER PARTY FOR ANY LOST PROFITS OR REVENUES OR FOR ANY INDIRECT,
SPECIAL, INCIDENTAL, CONSEQUENTIAL, COVER OR PUNITIVE DAMAGES HOWEVER CAUSED,
WHETHER IN CONTRACT,TORT OR ANY OTHER THEORY OF LIABILITY,AND WHETHER OR NOT THE
PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE FOREGOING
DISCLAIMER SHALL NOT APPLY TO THE EXTENT PROHIBITED BY LAW.
10. TERM AND TERMINATION
10.1 Term of Agreement. This Agreement commences on the date You accept it and continues until all User
subscriptions granted in accordance with this Agreement have expired or been terminated.
10.2 Term of Purchased User Subscriptions. User subscriptions purchased by You commence on the effective
date of this Agreement and continue for 3 years. Additional user subscriptions will be prorated from the
applicable order date through the remainder of the 3-year term. All user subscriptions shall automatically
renew for additional one-year at the end of the then current term, unless either party gives the other notice of
non-renewal at least 30 days before the end of the relevant subscription term.The per-unit pricing during any
such renewal term shall be the same as that during the prior term unless We have given You written notice of
a pricing increase at least 60 days before the end of such prior term, in which case the pricing increase shall
be effective upon renewal and thereafter.
10.3 Termination for Cause. A party may terminate this Agreement for cause: (i) upon 30 days written notice to
the other party of a material breach if such breach remains uncured at the expiration of such period, or (ii) if
the other party becomes the subject of a petition in bankruptcy or any other proceedings relating to insolvency,
receivership, liquidation or assignment for the benefit of creditors.
10.4 Termination for Convenience. Subscriber may terminate this Agreement without cause by giving sixty(60)
days advance written notice to Us of its election to terminate this Agreement pursuant to this provision. In the
event of such termination, Subscriber agrees to pay a SaaS Recovery Amount equivalent to 50% of the
Subscription fees for the remainder of the initial term of the Agreement.
10.5 Refund or Payment upon Termination. Upon any termination for cause by You, We shall refund You any
prepaid fees covering the remainder of the term of all subscriptions after the effective date of termination.
Upon any termination for cause by Us, You shall pay any unpaid fees covering the remainder of the term of
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all Order Forms agreed to by the Parties. In no event shall any termination relieve You of the obligation to pay
any fees payable to Us for the period prior to the effective date of termination.
10.6 Return of Your Data. Upon request made by You within 30 days after termination of a Services subscription,
We will make available to You for download a file of Your Data in comma separated value (.csv)format along
with attachments in their native format. After such 30-day period, We shall have no obligation to maintain or
provide any of Your Data and shall thereafter, unless legally prohibited, delete all of Your Data in Our systems
or otherwise in Our possession or under Our control.
10.7 Surviving Provisions.Section 4(Fees and Payment for Services), 5(Proprietary Rights), 6(Confidentiality),
7.3 (Disclaimer), 8 (Mutual Indemnification), 9 (Limitation of Liability, 10.5 (Refund or Payment upon
Termination), 10.6 (Return of Your Data), 10.7 (Surviving Provisions), 11 (Notices, Governing Law,
Jurisdiction) and 12 (General Provisions) shall survive any termination or expiration of the Agreement.
11. NOTICES, GOVERNING LAW AND JURISDICTION
11.1 Manner of Giving Notice. Except as otherwise specified in this Agreement, all notices, permissions and
approvals hereunder shall be in writing and shall be deemed to have been given upon: (i) personal delivery,
(ii) the second business day after mailing, (iii)the second business day after sending by confirmed facsimile,
(iv) the first business day after sending by email (provided that email shall not be sufficient for notices of
termination or an indemnifiable claim) Billing- related notices to You shall be addressed to the relevant billing
contact designated by You. All other notices to You shall be addressed to the relevant Services system
administrator designated by You.
11.2 Dispute Resolution/Arbitration. In the event of any dispute arising out of or relating to and/or in connection
with this Agreement, the parties' project managers shall use every reasonable effort to resolve such dispute
in good faith within 10 Business Days. If the project managers have failed to resolve the dispute within such
time frame, then the dispute shall be escalated to the next escalation level. At each escalation level, the
designated executives shall negotiate in good faith in an effort to resolve the dispute. For the purposes of this
Agreement, a"Business Day" means a day other than a Saturday, Sunday, or statutory holiday in Ontario.
Escalation Level Questica Subscriber Period of
Management Management Level Resolution Efforts
Level
First Level Project Manager Project Manager 10 Business Days
Second Level Customer Success Finance Department 10 Business Days
Director Manager
Third Level VP, Professional Director of Finance or 10 Business Days
Services Treasurer
If the above escalation periods have elapsed and there continues to be a dispute as to any matter herein,the
matter in dispute shall be referred to arbitration by a single arbitrator.
(a) Except as provided above, or any other circumstance in which a party seeks an injunction or other
equitable relief from the courts, Any dispute, claim or controversy arising out of or relating to this Agreement
or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the
scope or applicability of this agreement to arbitrate, shall be determined by arbitration in Washington before
one arbitrator, including lawyers with 10 years of active practice in relevant information technology or
intellectual property matters.The arbitration shall be administered by(i)JAMS pursuant to JAMS'Streamlined
Arbitration Rules and Procedures if You are U.S. based or if You are from outside the United States, in
accordance with the JAMS International Arbitration Rules. Judgment on the Award may be entered in any
court having jurisdiction. This clause shall not preclude parties from seeking provisional remedies in aid of
arbitration from a court of appropriate jurisdiction. The arbitrator shall not award punitive or exemplary
damages, except where permitted by statute, and the parties waive any right to recover any such damages.
The parties shall maintain the confidential nature of the arbitration proceeding and any award, except as may
be necessary to prepare for or conduct the arbitration hearing on the merits, or except as may be necessary
in connection with a court application for a preliminary remedy, a judicial challenge to an award or its
enforcement, or unless otherwise required by law or judicial decision. The parties acknowledge that this
Agreement evidences a transaction involving interstate commerce.
(b) Notwithstanding the provision in Section 11.2(a) with respect to applicable substantive law, any
arbitration conducted pursuant to the terms of this Agreement shall be governed by the Federal Arbitration Act
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(9 U.S.C., Secs. 1-16).
(c) In the event of any action or proceeding (including arbitration) brought in connection with this
Agreement, the prevailing party shall be entitled to recover its costs and reasonable legal fees arising from
such action or proceeding.
11.3 Governing Law and Jurisdiction.This Agreement shall be governed by the laws of the State of Washington
and the federal laws of the United States of America without regard to the conflict of law provisions thereof.
The United Nations Convention on Contracts for the International Sale of Goods will not apply to this
Agreement. Subject to Section 11.2 above, the parties attorn to the exclusive jurisdiction of the courts of
Washington in respect of this Agreement.
11.4 Waiver of Jury Trial. Each party hereby waives any right to jury trial in connection with any action or litigation
in any way arising out of or related to this Agreement.
12. GENERAL PROVISIONS
12.1 Anti-Corruption.You have not received or been offered any illegal or improper bribe, kickback, payment, gift,
or thing of value from any of Our employees or agents in connection with this Agreement. Reasonable gifts
and entertainment provided in the ordinary course of business do not violate the above restriction.
12.2 Relationship of the Parties. The parties are independent contractors. This Agreement does not create a
partnership, franchise,joint venture, agency, fiduciary or employment relationship between the parties.
12.3 No Third-Party Beneficiaries.There are no third-party beneficiaries to this Agreement.
12.4 Export Compliance. The Services, other technology We make available, and derivatives thereof may be
subject to export laws and regulations of the United States, Canada and other jurisdictions. Each party
represents that it is not named on any US or Canadian government denied-party list. You shall not permit
Users to access or use Services in a US or Canada embargoed country or in violation of any US or Canadian
export law or regulation.
12.5 Waiver. No failure or delay by either party in exercising any right under this Agreement shall constitute a
waiver of that right.
12.6 Severability. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to
law,the provision shall be modified by the court and interpreted so as best to accomplish the objectives of the
original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement shall
remain in effect.
12.7 Legal Fees. You shall pay on demand all of Our reasonable legal fees and other costs incurred by Us to
collect any fees or charges due Us under this Agreement following Your breach of Section 4.2 (Invoicing and
Payment).
12.8 Assignment. Neither party may assign any of its rights or obligations hereunder,whether by operation of law
or otherwise, without the prior written consent of the other party (not to be unreasonably withheld).
Notwithstanding the foregoing, either party may assign this Agreement in its entirety (including all Order
Forms), without consent of the other party, to its Affiliate or in connection with a merger, acquisition, corporate
reorganization, or sale of all or substantially all of its assets not involving a direct competitor of the other party.
A party's sole remedy for any purported assignment by the other party in breach of this paragraph shall be, at
the non-assigning party's election,termination of this Agreement upon written notice to the assigning party. In
the event of such a termination, We shall refund to You any prepaid fees covering the remainder of the term
of all subscriptions after the effective date of termination. Subject to the foregoing, this Agreement shall bind
and inure to the benefit of the parties, their respective successors and permitted assigns.
12.9 Entire Agreement. This Agreement, including all exhibits and addenda hereto and all Order Forms,
constitutes the entire agreement between the parties and supersedes all prior and contemporaneous
agreements, proposals or representations, written or oral, concerning its subject matter. No modification,
amendment, or waiver of any provision of this Agreement shall be effective unless in writing and either signed
or accepted electronically by the party against whom the modification, amendment or waiver is to be asserted.
However, to the extent of any conflict or inconsistency between the provisions in the body of this Agreement
and any exhibit or addendum hereto or any Order Form, the terms of such exhibit, addendum or Order Form
shall prevail. Notwithstanding any language to the contrary therein, no terms or conditions stated in Your
purchase order or other order documentation (excluding Order Forms) shall be incorporated into or form any
part of this Agreement, and all such terms or conditions shall be null and void.
Questica Software Subscription Agreement Page 7 of 32
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12.10 Cooperative Statement. Other government organizations and educational or health care institutions may
elect to participate in this Agreement(piggyback) at their discretion, provided We also agrees to do so.
12.11 Authorized reseller status; Option to purchase affiliate products. Questica is a subsidiary of GTY
Technology Holdings Inc. ("GTY") and an authorized reseller of products and services produced and provided
by other subsidiaries of GTY (such subsidiaries, "Questica Affiliates"). These products and services include
software-as-a-service technology for the procurement and vendor supplier sourcing industry, digital services
and payment technology through a software-as-a-service platform, software solutions for grants management
and indirect cost reimbursement and related implementation and consulting services, software tools to
streamline permitting and licensing services, and additional web-based budgeting preparation, performance,
management and data visualization solutions ("Affiliate Products"). Questica Affiliates include Bonfire
Interactive Ltd., Bonfire Interactive US Ltd., eCivis Inc., CityBase, Inc., Open Counter Enterprise Inc. and
Sherpa Government Solutions LLC. In addition to the products and services that are the subject of this
Agreement,Subscriber has the option to purchase from either Questica, as an authorized reseller,or Questica
Affiliates, Affiliate Products on terms and conditions, including pricing, to be agreed upon in writing by
Subscriber and Questica or Subscriber and the applicable Questica Affiliate.
12.12 Media Releases. Neither party shall use the name, trademark or logo of the other party without the prior
written consent of the other party. Notwithstanding the foregoing, We may use the Your name and identify
You as a Questica client in advertising, marketing materials, press releases and similar materials.
12.13 Insurance. At all times during performance of the Services and this Contract, Contractor shall secure and
maintain in effect insurance to protect the City and Contractor from and against any and all claims, damages,
losses,and expenses arising out of or resulting from the performance of this Contract. Contractor shall provide
and maintain in force insurance in limits no less than that stated below, as applicable. The City reserves the
right to require higher limits should it deem it necessary in the best interest of the public.
Contractor shall provide a Certificate of Insurance to the City as evidence of coverage for each of the policies
and outlined herein. A copy of the additional insured endorsement attached to the policy shall be included
with the certificate. This Certificate of insurance shall be provided to the City, prior to commencement of work.
Failure of City to demand such verification of coverage with these insurance requirements or failure of City to
identify a deficiency from the insurance documentation provided shall not be construed as a waiver of
Contractor's obligation to maintain such insurance.
The following insurance is required:
a. Commercial Liability Insurance
Before this Contract is fully executed by the parties,Contractor shall provide the City with a certificate
of insurance and additional insured endorsements as proof of commercial general liability insurance
with a minimum liability limit of Two Million Dollars($2,000,000.00) per occurrence, combined single
limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) general
aggregate. If Contractor carries higher coverage limits, such limits shall be shown on the Certificate
of Insurance and Endorsements and the City, its elected and appointed officials, employees, agents,
attorneys and volunteers shall be included as additional insureds for such higher limits. The
certificate shall clearly state who the provider is, the coverage amount,the policy number, and when
the policy and provisions provided are in effect. Said insurance shall be in effect for the duration of
this Contract. The certificate of insurance and additional insured endorsements shall include the City
of Yakima, its elected and appointed officials, employees, agents, attorneys and volunteers as
additional insureds. Contractor shall not cancel or change the insurance without first giving the City
prior written notice. The insurance shall be with an insurance company or companies rated A-VII or
higher in Bests Guide and admitted in the State of Washington.The requirements contained herein,
as well as City of Yakima's review or acceptance of insurance maintained by Contractor is not
intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by
Contractor under this contract.
b. Automobile Liability Insurance
Before this Contract is fully executed by the parties, Contractor shall provide the City with a certificate
of insurance as proof of automobile liability insurance with a minimum liability limit of Two Million
Dollars($2,000,000.00) per occurrence. If Contractor carries higher coverage limits, such limits shall
be shown on the Certificate of Insurance and Endorsements and the City, its elected and appointed
officials, employees, agents, attorneys and volunteers shall be included as additional insureds for
such higher limits. The certificate shall clearly state who the provider is, the coverage amount, the
policy number, and when the policy and provisions provided are in effect. Said insurance shall be in
Questica Software Subscription Agreement Page 8 of 32
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effect for the duration of this Contract. The certificate of insurance and additional insured
endorsements shall include the City of Yakima, its elected and appointed officials, employees,
agents, attorneys and volunteers as additional insureds Contractor shall not cancel or change the
insurance without first giving the City prior written notice. The insurance shall be with an insurance
company or companies rated A-VII or higher in Best's Guide and admitted in the State of Washington.
The requirements contained herein, as well as City of Yakima's review or acceptance of insurance
maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities
or obligations assumed by Contractor under this contract. The business auto liability shall include
Hired and Non-Owned coverage if necessary.
c. Employer's Liability(Stop Gap)
Contractor and all subcontractor(s) shall at all times comply with all applicable workers'
compensation, occupational disease, and occupational health and safety laws, statutes, and
regulations to the full extent applicable, and shall maintain Employer's Liability insurance with a limit
of no less than $1,000,000.00. The City shall not be held responsible in any way for claims filed by
Contractor or its employees for services performed under the terms of this Contract. Contractor
agrees to assume full liability for all claims arising from the work Contractor will perform under this
Contract including claims resulting from negligent acts of all subcontractor(s). Contractor is
responsible to ensure subcontractor(s) have insurance as needed. Failure of subcontractors(s) to
comply with insurance requirements does not limit Contractor's liability or responsibility.
d. Professional Liability
The Contractor shall provide evidence of Professional Liability insurance covering professional errors
and omissions. Contractor shall provide the City with a certificate of insurance as proof of
professional liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00)
per claim combined single limit and Two Million Dollars ($2,000,000.00) aggregate. The certificate
shall clearly state who the provider is,the coverage amount, the policy number, and when the policy
and provisions provided are in effect. The insurance shall be with an insurance company or
companies rated A-VII or higher in Best's Guide. If the policy is written on a claims made basis the
coverage will continue in force for an additional two years after the completion of this contract. If
insurance is on a claims made form, its retroactive date, and that of all subsequent renewals, shall
be no later than the effective date of this Contract.
Contractor's insurance coverage shall be primary insurance with respect to those who are Additional Insureds
under this Contract, except professional liability. Any insurance, self-insurance or insurance pool coverage
maintained by the City shall be in excess of the Contractor's insurance and neither the City nor its insurance
providers shall contribute to any settlements, defense costs, or other payments made by Contractor's
insurance. All additional insured endorsements required by this Section shall include an explicit waiver of
subrogation. The coverage limits required may be met by combining primary and Umbrella/Excess Liability
insurance.
If at any time during the life of the Contract, or any extension, Contractor fails to maintain the required
insurance in full force and effect,all work under the contract shall be discontinued immediately. Any failure to
maintain the required insurance may be sufficient cause for the City to terminate the Contract.
Questica Software Subscription Agreement Page 9 of 32
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IN WITNESS WHEREOF, the parties have duly executed this Agreement.
CITY OF YAKIMA QUESTICA LTD.
Per: Per:
Name: Name:
Title: Title:
Date: Date:
I have authority to bind the organization I have authority to bind the organization
CARAHSOFT
Per:
Name:
Title:
Date:
I have authority to bind the organization
Questica Software Subscription Agreement Page 10 of 32
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APPENDIX A—Order Form
Government Price Quotation
Questica at Carahsoft carahsoft,.
Questica 11493 SUNSET HILLS ROAD I SUITE 100 I RESTON,VIRGINIA 20190
w.,e,e n„tan«sn.. PHONE(703)871-8500 I FAX(703)871-8505 I TOLL FREE(888)66CARAH
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
TO: Jennifer Ferrer-Santa Ines FROM: Garrett Smith
City of Yakima,WA Questica at Carahsoft
129 North Second St 11493 Sunset Hills Road
Yakima,WA 98901 USA Suite 100
Reston,Virginia 20190
EMAIL: jenniferferrer@yakimawa.gov EMAIL: Garrett.Smith@carahsoft.com
PHONE: PHONE: (571)662-3062 FAX: (703)871-8505
TERMS: Contract Number:05116 QUOTE NO: 38737063
NASPO Master Contract Number:AR2472 QUOTE DATE: 05/25/2023
Contract Term'.07/17/2017 to 09/15/2026 QUOTE EXPIRES: 06/15/2023
Shipping Point:FOB Destination RFQ NO:
Credit Cards:VISA/MasterCard/AMEX
Remit To:Same as Above SHIPPING: ESD
Payment Terms:Net 30(On Approved Credit) TOTAL PRICE: $143,810:88
Sales Tax May Apply
TOTAL QUOTE: $143,810.88
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTV EXTENDED PRICE
RECURRING ANNUAL FEE(S)
1 QB-B250500M-1 Operating,Salary and Capital Budget Preparation and $67,060.00 COOP 1 $67,060,00
Budget Management Software,Performance Measurement
Software;Between$250-500 Million;per/year
Questica-QB-B250500M-1
RECURRING ANNUAL FEE(S)SUBTOTAL: $67,060.00
NON-RECURRING ANNUAL FEE(S)
2 QB-QB-PM-01 Implementation $252.47 COOP 304 $76,750.88
Professional Services
Questica-QB-Q13-PM-01
NON-RECURRING ANNUAL FEE(S)SUBTOTAL: $76,750.88
SUBTOTAL: $143,810.88
TOTAL PRICE: $143,810.88
TOTAL QUOTE: $143,810.88
CONFIDENTIAL QUOTE DATE: 05/25/2023
PAGE 1 of 2 QUOTE NO: 38737063
Questica Software Subscription Agreement Page 11 of 32
14
Government Price Quotation
Questica at Carahsoft ca ra h sof t.
Questica 11493 SUNSET HILLS ROAD I SUITE 100 I RESTON,VIRGINIA 20190
wnaa bd5i te.a•,. PHONE(703)871-8500 I FAX(703)871-8505 I TOLL FREE(888)66CARAH
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE
Pricing valid valid though:June 15,2023
Questica annual subscription is based on a 3-year term
Questica will apply a 5%inflationary increase beginning in year 3
Questica Annual Fees
Year 1 is$143,810.00
Year 2 is$67,060.00
Year 3 is 70,413.00
Total 3 year contract is$281,283
Above pricing in USD.Applicable Taxes Extra.Pricing is not applicable in response to a formal RFP Process.
Terms of Payment
Software:
100%upon Contract Effective Date(Net 30)
Year 2 due 365 days from Contract Effective Date and annually thereafter
Professional Services:
25%due the earlier of software installation or 30 days from Contract Effective Date
25%due the earlier of historical Operating budget available for validation or 60 days from Contract Effective Date
25%due the earlier of Operating actuals import integration configuration created&tested or 90 days from Contract Effective Date
25%due the earlier of completion of training or 120 days from Contract Effective Date
INCLUDED SOFTWARE
Questica Budget Framework-All Modules
Unlimited Operating License Seats
Unlimited Personnel Planning&Budgeting License Seats
Unlimited Capital License Seats
Unlimited Read-Only Licenses
Performance Measures
Statistical Ledger
OpenBook Transparency
INCLUDED SERVICES
Planning&Analysis
Installation
Data Load&Verify
Accounting Integration
Training
Project Management
CONFIDENTIAL QUOTE DATE: 05/25/2023
PAGE 2 of 2 QUOTE NO: 38737063
Questica Software Subscription Agreement Page 12 of 32
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APPENDIX B—Hosting, Maintenance and Technical Support Services
(A) Hosting Services. Questica shall provide technical support and the associated hardware infrastructure to
maintain the various Questica databases in a hosted environment. This includes performance tuning,
database backups, disaster recovery availability, applying software upgrades and patches at the direction of
the Subscriber, performing 24X7 server monitoring. Hosting Services do not include:
I. Testing customizations during an upgrade
II. Restoring a database backup required because of a Subscriber error
III. Migrating data or reports among instances (example: from training or testing to production)
Questica may at its sole discretion, periodically make reasonable modifications or changes to the Hosting
Services provided.
Subscriber is responsible for ensuring that its personnel have sufficient training to attain and maintain
competence in the operation of the Software.
Technical support relating to the Hosting Services is available through Questica's normal business hours,
Monday through Friday, 8:00am through 8:00pm, Eastern Standard Time on Business Days. Extended
coverage is available for an additional fee. Questica will provide an initial response to all properly submitted
support requests within two (2) business hours of initial submission.
(B) Product Maintenance. On an as-available basis, Questica will provide enhancements, modifications or
upgrades to the Software as Questica may from time to time make available to its Subscribers generally
("Updates") but excluding any New Product (a "New Product" being a solution which, in Questica's
determination and subject to general industry standards, does not replace the Software licensed hereunder.)
Updates do not include:
I. Platform extensions including product extensions to (i) different hardware platforms; (ii) different
windowing system platforms; pi) different operating system platforms
II. New applications
III. Services associated with the application or installation of Updates
If requested, Questica will provide assistance in the testing of any site-specific customizations. Questica will
provide a quote for any required rework associated with customizations resulting from the upgrade.
(C) Technical Support Services. Questica will provide phone and e-mail based technical support of a
reasonable nature as described herein. A technical support incident or problem is a single user defined
problem seeking resolution. It must be related to the original intent and design of the software. Technical
Support Services include the support of Questica supplied integrations that have not been modified by the
Subscriber. Each Technical Support Service incident is deemed closed when a remedy, workaround, or
recommendation for the installation of a current maintenance release has been offered, and a commercially
reasonable effort has been made to restore operation to the original intent and design of the Software.
Technical Support Service does not include:
I. Custom programming services;
II. On-site support;
III. Subscriber developed interfaces, API interactions, or customizations;
IV. Subscriber developed reports;
V. End-User training or re-training;
VI. Subscriber hardware or network issues;
VII. Correction of data issues derived from user error or Software misuse;
VIII.Changes to Questica developed custom reports or Permitted Customizations (including Questica
supplied custom business rules or customized user screens) that are outside the scope of the
accepted specification, scope of work, or authorized change requests;
IX. Corrections to Questica developed custom reports or Permitted Customizations beyond six (6)
months from the date of delivery (the upgrade protection period); and
X. Changes to integration functionality made necessary due to Subscriber server
modifications/replacement, or changes by upgrades or changes to the integrated financial system
Questica Software Subscription Agreement Page 13 of 32
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software or hardware.
Questica may at its sole discretion, periodically make reasonable modifications or changes to the Technical Support
Services and/or Product Maintenance Services provided.
Subscriber is responsible for ensuring that its personnel have sufficient training to attain and maintain competence in
the operation of the Software.
Technical Support Service is available through Questica's normal business hours, Monday through Friday, 8:00am
through 8:00pm, Eastern Standard Time on Business Days. Extended coverage is available for an additional fee.
Questica Software Subscription Agreement Page 14 of 32
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APPENDIX C—Scope of Work(SOW)
Scope of Work
Questica Budget Implementation
for
City of Yakima
Revision History
Rev. Date Authors Notes/Changes
1
1 . General
1 . 1 . Shared Responsibility
Questica and The Customer agree that the implementation of Questica Budget is a shared
responsibility, and that they will employ their best efforts to complete their agreed tasks on a timely
basis. Neither Questica nor The Customer is expected to have resources available to mitigate
timeframe slippage caused by the other party, and neither shall have an obligation to do so.
1 . 2 . General Clarification
Initial Data Load
"Data import", "import workbooks", and "initial data load" are synonymous terms referring to the initial
migration of data from The Customer's existing systems into Questica.
Where this initial data load is to be performed by Questica, the data shall be returned to Questica in
Excel workbooks. Questica's Project Manager will provide blank workbooks for this purpose as an
output of initial discovery meetings. These are adapted from standard templates to use The Customer's
terminology and to incorporate all elements of The Customer's chart of accounts, other data entities,
and columns within those data entities. Such data provided must be "clean", consistent, and complete.
The Questica PM is not responsible for cleaning data, and will not repeatedly load data in order to repair
issues and/or add missing information.
The Customer can use the software's user interface or Questica's Excel® export/import feature to
further amend and maintain data, or to load data where this is a customer task.
For example, where Questica's work to load prior year data may be limited to a specific number of years
in order to reduce implementation cost, there is no system limit to the number of prior years that the
customer can load using Excel®export/import.
Data Model
The Questica Budget system is a relational database built on a standard data model. Using the system's
user interface,this data model may be enhanced to mirror The Customer's data structures, notably the
chart of accounts that is unique to The Customer's institution. While all of the standard tables('entities')
must be retained, the following points are held to be true:
• Any of the standard entities may be renamed to match The Customer's terminology;
• Out-of-the-box entities may be ignored, or in some cases filled with place-holder data, if not useful;
• There is a defined, immutable, relationship between certain entities -for example Costing Centers
(Operating)and Projects(Capital) roll up to a single Department, each in turn rolling up to a single
Division;
Questica Software Subscription Agreement Page 15 of 32
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• The GL Account/Account Category, Division/Department, Fund Category/Fund, and Asset
Category/Asset Type structures must be consistent across all years and across the modules(Operating,
Personnel, Capital, and Performance);
• GL Account Categories must be categorized as containing either a revenue or expenditure accounts;
• Questica Budget enacts data integrity through the use of relational data structures. Data structures
which do not follow accepted data principles(for example, re-using GL Accounts/Object Codes to mean
different things to different Departments)can typically be accommodated but is not guaranteed and
such accommodation can extend the import timeframe;
• A list of the standard entities and their relationship is available upon request.
Integrations
"Integration" as used in this Scope of Work refers to the automation of data exchange between
Questica Budget and 3rd party systems. For each of the integrations in scope, Questica shall be
responsible for:
• Configuring data transformations, as described by The Customer during the implementation.
• Providing the software interface into Questica Budget, and the operational infrastructure required to
manage the integration, as well as the operational infrastructure required to manage the integration
(e.g. FTP server).
Questica does not offer services to build the 3rd party system end of integrations. The Customer is
responsible for creating data sources and destinations within their 3rd party systems, either through
their IT team or through their system's integrator. Such data sources and destinations may be database
queries, delimited files, and/or web services.
The Customer is advised that in a "cloud" environment, Questica is unlikely to be granted the local
network access to The Customer's other enterprise systems for a direct database-to-database
integration. The most likely mode of integration will be exchange of formatted text(.CSV)files
transmitted using secure FTP(SFTP or FTPS). Integration via web services may be possible where the
3rd party system provides a web services interface that provides/accepts data required by The
Customer. It will be The Customer's responsibility to create or cause to be created the necessary file
transfer mechanism on their side of the transfer; and to ensure that the 3rd party system's integration
components are available, including web services where used.
For all integrations in scope, the following are held to be true except where specifically listed as a
customization:
• Records being copied into Questica require a unique key to unambiguously match incoming data
with pre-existing records. This key may be a single field value(e.g. Object Code)or a combination of
multiple values(e.g. Position+Employee Number). An exception report is provided for data elements
which cannot be thus matched. In the case of the Capital integrations this is particularly noteworthy:
each record must include a unique project identifier(e.g. Project Number).
• While it is likely that Questica can accommodate any chart of account segments("chart fields"), and
Questica shall accommodate reasonable requests for mapping chart fields to accommodate situations
such as legacy account structures, the encoding and decoding of arbitrary structures and mappings
(those which cannot be logically described) is not in-scope.
• Questica integrations do not include the synchronization of chart of account strings,segments, or
combinations; which is to say that the list of funds, GL accounts, costing Active, and projects, etc. is not
automatically updated from the general ledger or other external system.
• Each distinct data source and/or output file is considered one point of integration. For example, if
Statistical Actuals are required from multiple data sources, Questica will need to configure one
integration for each data source and a single Statistical Actuals integration will be insufficient.
• Filtering is coded into the integration and there is no custom user interface for the selective export of
sections of the budget except to choose a budget year, or in the case of Actuals imports the date range.
• Standard budget export integrations, where in scope, do not have the ability to export only changes
since the last export. The entire budget is exported each time. A budget amendment export integration
is required in order to export selected parts of the budget, such as changes since the last export.
• Amended budget export integrations, where in scope, will be either export individual amendments as
created, or export the batch of amendments since the last export, or import amendments from the
general ledger system as read-only budget lines. Which of these options is used is a detail determined
during the implementation, but each amendment integration will only work in one of these modes.
• Actuals Import integrations cannot be used to amend the budget.
Questica Software Subscription Agreement Page 16 of 32
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Customizations
Customizations include custom business rules, modifiers, user interface(grids, forms, etc.), non-
standard integrations, hand-crafted reports, and ad hoc entities. They are all detailed in section "2.11.
Customizations" of this Scope of Work document. Sections prior to "2.11. Customizations" detail the
delivery of standard product functionality and services.
2 . Scope of Work
In the Scope of Work tables, entries in the column headed "Scope of Work" are defined as follows:
Meaning
In scope The task or function is within the scope of work to be undertaken by Questica
professional services. There may be additional refinement of the scope.
Customer The task or function is not within the scope of work to be undertaken by Questica
task professional services, but will be undertaken by The Customer, with such help from
Questica as is detailed in the item description. There may be additional information
qualifying this.
Not in scope The task or function is not within the scope of work to be undertaken by Questica
professional services, nor will it be undertaken by The Customer.
2 . 1 . Questica Budget Configuration & Shared
Components
Functional Area Description Scope of Work
Production System Hosting of the single production instance of the In scope
Questica Budget system. As per hosting agreement.
Note that in addition to the hosted production
system, The Customer must provide user
workstation environments as follows:
• A web browser: supported browsers -Microsoft
Edge, Firefox latest release, Chrome latest
release;
• Microsoft.NET Runtime 4.68 installed;
• Microsoft Excel® 2007 or newer(if spreadsheet
export/import feature is required, and/or saving
reports as Excel is required);
• Microsoft Word®2007 or newer(if scheduled
reporting and/or saving reports as Word is
required);
• Microsoft's freely available desktop version of
Report Builder installed(if self-serve report
authoring is required from browsers other than
Internet Explorer or Edge)-note that Microsoft
have rebranded this"Power BI Report Builder".
SandboxSystem(s) Sandboxes are hosted for The Customer's In scope:A single sandbox.
development/test/QA/training needs. They are
refreshed on demand by administrative users
from within the application and are a clone of the
production database. Integrations are not enabled
by default and single sign-on (SSO) may need to
be configured for sandboxes.Questica reserves
the right to remove dormant sandboxes but these
can be recreated by The Customer as needed.
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Private Data Access "Private Data Access" is an optional service giving Not in scope
The Customer's technical read-only access to a
password protected copy of the database. It uses
Microsoft Azure geo-replication to replicate in near
real-time, and is accessible using ODBC. _
Project Questica will assign a Project Manager/Analyst In scope
Management& ("PM")to lead this implementation on Questica's with:
Analysis behalf. The role and responsibility of the PM is to -One weekly status
ensure that the product is implemented according meeting;
to this Scope of Work and to carry out the tasks -31 weeks of project
detailed in sub-section "3.0.1. Questica Project management and analysis
Management Responsibilities" of this Scope of contiguous from project
Work. kick-off, or until all other
implementation services
Limitations: are delivered, whichever
-Weekly status meetings is the number of occurs first.
scheduled meetings for the purpose of status
reporting that the Questica PM is obligated to
attend/host. Exceeding this limit is at the
discretion of Questica's PM. This does not limit his
or her availability for ad-hoc contact as needed.
-The scope includes overhead of project
management and analysis as stated in the "Scope
or Work" column at right.Where delays are not on
the part of Questica, additional project
management and analysis beyond this limit may
be billable at Questica's standard services rate.
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Consulting Services Questica will facilitate a review of:-The budget Not in scope
-BPI process for both the operating and capital
budgets;-The chart of accounts;- Personnel
planning and budgeting;- Reporting requirements.
This process will require the participation of
stakeholders in group workshops and may include
or one-on-one workshops. Budget ProcessEnd to
end review, including high level descriptions of the
tasks performed, the timing of these tasks, and
dependencies. Questica will facilitate a design of
the budget process as it relates to the Questica
Budget system being implemented, seeking
opportunities for improvement. This output will be
documentation of:-Budget process stages;-What
happens in each stage;- Input, outputs, and
participants in each stage;-Stage permission
requirements.Chart of AccountsDetermine the
data model, including the COA, roll-ups(whether
part of the GL or not), and other budgetary fields
of data. Complete field mapping and prototyping
in Questica Budget.Personnel BudgetingReview
and refine personnel budgeting process and data.
To include common personnel budget issues
including vacant positions, overtime, benefits,
allowances, and statutory deductions.Reporting
RequirementsEnsure reporting is supported by the
data model. Identify reports in three primary
groups: those required for developing budget,
those required for managing budget, and those
disseminating for information "up and out"
(management and public). Reporting can be
through traditional print reports, saved searches,
dashboards, smart reports, and Open Book.The
customer will assume responsibility for
maintaining all process documents after hand-off.
Consulting Services Questica will facilitate a change management Not in scope
-Change process in relation to the implementation of
Management Questica Budget. This process will require the
participation of stakeholders in group workshops
and may include or one-on-one workshops.
A change management plan document will be
produced based on the information gathered,
containing:
-What is changing;
-Organizations impacted by the change;
- Each organization's ability and willingness to
change;
-A training plan;
-Strategies for dealing with the change.
Note that the change management included in
this item offer the benefit of Questica's experience
in the domain of budget system implementation. It
is not the enactment of, or replacement for, a
comprehensive project of change management as
may be required by the customer's PMO (project
management office), or for a significant change
beyond the introduction of a new system that
Questica Software Subscription Agreement Page 19 of 32
22
approximates to current processes and
procedures.
On-Site PM Visits Each on-site visit by the Questica PM, and other Not in scope
implementation staff(excluding training,see
below)shall be a minimum of one day and no
more than five consecutive business days within
the same working week.Where more than one
individual is on-site at the same time this is
considered as multiple visits(one per individual
attending).Meeting premises, facilities(including
external internet access)and equipment are to be
provided by The Customer. Costs associated with
travel, board and lodging for on-site visits are
payable by The Customer as per contract.All other
work by the Questica lead(s) will be carried out off-
site and contact will be via normal
telecommunication channels.
Application-Level Determine how and when to use the various Customer task:
Security security levels available within Questica Budget, Questica will assist with
enter users and assign them to groups and roles. this task until
administrators have
received training in security
configuration.
Single Sign-On Configure Questica Budget to use The Customer's In scope:
existing Windows, LDAP, CAS, Google, or SAML Configure production
Authentication,for user logon. instance to use The
Customer's SAML(Azure AD
Connect)Authentication for
user logon. Questica is not
responsible for software
and configuration changes
required to make it
authenticate with non-
standard implementations
of authentication protocols.
Import
Configuration...
Import Master Configuration and data import of the following In scope
Configuration Data Questica standard data structures, using data
supplied by The Customer in Excel®workbooks
provided by Questica:
• Division/Department hierarchy;
• Fund Categories and Funds;
• Account Categories and Expense and Revenue
GL Accounts
• Statistical Account Categories and Statistical
Accounts
• Other Chart of Account Segment Values
• Performance Measure Units
Analytics...
Standard Reports Provision of Questica Budget's standard reports. In scope
These reports are provided as-is and may not fully
address The Customer's specific reporting
requirements.
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Administrator Questica's reporting infrastructure allows users to In scope
Authored Reporting create ad hoc views which can be used as
datasets when using Report Builder 3.0 for
administrator authored reporting; as the data
source for dashboard widgets; and as part of the
ad-hoc analytics interface. Each ad hoc view
requires a base "entity" (database table), which
can be one of Questica's native data entities; a
user configured entity; or a custom built "report
entity" which consolidates the data from multiple
entities and presents it to the ad hoc view as a
single entity ready to report on.
2 . 2 . Operating Module
The Questica Budget Operating module is included in this installation.
Functional Area Description Scope of Work
Optional Features... The following optional add-ins offer functionality necessary for very specific
budgeting activities,as described. An additional license cost is associated with
each add-in.
Configuration...
Import Costing Configuration and data import of standard In scope
Centers Questica Operating data structures, using data
supplied by The Customer in Excel®workbooks
provided by Questica. At a minimum, the files will
contain the data necessary to:
• Create Costing Centers(for each historical and
current/future budget year to be loaded);
• Add Costing Centers to Departments consistent
with, and shared by, the Capital budget module;
• Associate Costing Centers with Funds;
• Define Budget Promotion Stages.
Initial Data Load ...
Import Initial Import the current/future Operating budget from In scope:
Budget data import workbooks: Questica will import the
• Create dollar budget line items at the chart of most recent budget with 1
account level years of future forecast
... by Costing Center. data. Questica will repeat
the import once, to
accommodate a refresh
prior to going live.
Import Historic Import prior years'Operating budgets. All prior In scope:
Budgets years must have a chart of account structure that Questica will import 2 prior
is the same, or a subset of, the initial budget. Only years' budgets.
the amended OR the approved budget will be
imported in each of these prior years, but not
both.
Import Actuals Import Operating actuals transactions from data Customer task:The
Transactions import workbooks. Customer can add their
historical data manually, or
using Questica's Excel®
export/import feature, or
with an automated
integration.
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Import Initial Import the current/future Operating statistical Customer task:
Statistical Budget budget from data import workbooks: The Customer will enter
• Create statistical budget line items at the their statistical budget data
statistical account level using the Questica user
... by Costing categorized. interface or Questica's
Excel®export/import
feature.
Import Historic Import prior years'Operating statistical budgets. Customer task:
Statistical Budgets All prior years must have a statistical account The Customer can add their
structure that is the same, or a subset of, the historical statistical budget
initial budget. Only the amended OR the approved data using the Questica
budget will be imported in each of these prior user interface or Questica's
years, but not both. Excel®export/import
feature.
Import Statistical Import Operating statistical actuals transactions Customer task:
Actuals from data import workbooks. The Customer can add their
Transactions historical data manually, or
using Questica's Excel®
export/import feature, or
with an automated
integration.
Integration ...
Budget Export Automated facility to transfer the Operating In scope:
module budget data from Questica Budget to The Questica will create no
Customer's general ledger at the approved budget more than 1 point of
object/costing centre level when invoked by a integration for the
user. approved operating budget.
Note that this scope item is in addition to the built-
in budget export, which will create a CSV file using
the configured account structure suitable for
import into most general ledger systems.
Amended Budget Automated facility to transfer individual approved In scope:
Export amendments to the Operating module budget Questica will create no
data,from Questica Budget to The Customer's more than 1 point of
general ledger, or the other direction as required. integration for the
operating budget
This interface is required only in the case where amendments.
The Customer requires the amended budget to be
synchronized between the two systems and where
the general ledger cannot be updated by re-
running the full export provided in the item in the
"Budget Export" item above.
Actuals Import Automated facility to transfer actual data from The In scope:Questica will
Customer's general ledger to the Questica Budget create no more than 1
Operating module at a transaction level on a daily point of integration for the
basis when automatically scheduled; and/or on operating actual costs.
demand.Note that this scope item is in addition to
the built-in actuals import which is able to read a
CSV file, provided it conforms to some simple
formatting requirements and the configured
account structure.
Statistical Budget Automated facility to transfer the Operating Not in scope
Export statistical budget data from Questica Budget to a
single target system at the approved budget
object/costing centre level when invoked by a
user.
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Amended Statistical Automated facility to transfer individual approved Not in scope
Budget Export amendments to the Operating statistical budget
data,from Questica Budget to a single target
system, or the other direction as required.
This interface is required only in the case where
The Customer requires the amended budget to be
synchronized between the two systems and where
the 3rd party system cannot be updated by re-
running the full export provided in the item in the
"Statistical Budget Export" item above.
Statistical Actuals Automated facility to transfer actual data from a Not in scope
Import single source system to the Questica Budget
Operating statistics at a transaction level on a
daily basis when automatically scheduled; and/or
I on demand.
2 . 3 . Personnel Planning & Budgeting Module
The Questica Budget Personnel Planning& Budgeting module is included in this installation.
Functional Area Description Scope of Work
Initial Data Load ... Configuration and data import of standard Questica Personnel data structures,
using data supplied by The Customer in Excel®workbooks provided by Questica.
At a minimum, the files will contain the data necessary to:
• Create positions;
• Create salary grades;
• Create salary grade steps;
• Create modifiers(benefits);
• Create employees;
• Allocate employees to positions;
• Allocate positions to costing centers.
For the purpose of the above, the definitions of positions,grades,grade steps,
employees and modifiers shall be those found in the Questica Budget Personnel
manual. The relationships between them shall be those currently supported by
Questica Budget and described in the Questica Budget Operating Manual.
Import Positions& Import from data import workbooks. In scope
Employees
Import Grades& Import from data import workbooks. In scope
Scales
Create Benefits Create "modifiers" to generate supplementary Customer task:
(Modifiers) personnel costs such as benefits, allowances, and Questica will assist with
insurance. this task until
administrators have
Note that modifiers are not simple 2-dimensional received training in
data that can be represented in a spreadsheet. It modifier configuration.
is not possible to load modifiers in bulk from
Excel®workbooks.
Import Import from data import workbooks. In scope
Position/Costing
Center Allocations
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Integration ...
Payroll Actuals Automated facility to transfer actual payroll Not in scope
Import transactions at the employee/position detail level
from The Customer's HR or payroll system to the
Questica Budget Operating module; automatically
scheduled, and/or on demand. This data may be
used to replace existing GL Actuals with payroll
detail or may be stored in a separate table.
HR Data Sync. Automated facility to synchronize Personnel data Not in scope
between Questica Budget and The Customer's HR
or payroll system. This integration synchronizes:
• New, deleted, and updated employees;
• New, deleted, and updated positions;
• Changes in employee-position relationships;
• Changes in position-costing centre
relationships.
2 . 4 . Capital Module
The Questica Budget Capital module is included in this installation.
Functional Area Description _ Scope of Work
Configuration...
Import Projects Configuration and data import of standard In scope
Questica Operating data structures, using data
supplied by The Customer in Excel®workbooks
provided by Questica. At a minimum, the files will
contain the data necessary to:
• Create Projects(including closed projects where
historical budget is to be loaded);
• Add Projects to Departments consistent with,
and shared by, the Operating budget module;
• Define Project Promotion Stages.
The configuration data may optionally contain
data necessary to:
• Define Asset Categories&Asset Types;
• Define Project Regions;
• Define a Single Set of Project Ranking Metrics.
Initial Data Load...
Import Initial Import the current/future capital budget from data In scope:Questica will
Budget import workbooks:• Create dollar budget line import the most recent
items with GL Accounts and Funds... by Project. budget with 5 years of
future forecast data.
Questica will repeat the
import once,to
accommodate a refresh
prior to going live.
Import Historic Import prior years'capital budgets. All prior years In scope:
Budgets must have a chart of account structure that is the Questica will import 2 prior
same, or a subset of,the initial budget. Only the years' budgets.
amended OR the approved budget will be
imported in each of these prior years, but not
both.
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Import Actuals Import capital actuals transactions from data Customer task:
Transactions import workbooks. The Customer can add their
historical data manually, or
using Questica's Excel®
export/import feature, or
with an automated
integration.
Import Initial Import the current/future capital statistical budget Customer task:
Statistical Budget from data import workbooks: The Customer will enter
• Create statistical budget line items at the their statistical budget data
statistical account level using the Questica user
... by Project interface or Questica's
Excel®export/import
feature.
Import Historic Import prior years'capital statistical budgets. All Customer task:
Statistical Budgets prior years must have a statistical account The Customer can add their
structure that is the same, or a subset of, the historical statistical budget
initial budget. Only the amended OR the approved data using the Questica
budget will be imported in each of these prior user interface or Questica's
years, but not both. Excel®export/import
feature.
Import Statistical Import capital statistical actuals transactions from Customer task:
Actuals data import workbooks. The Customer can add their
Transactions historical data manually, or
using Questica's Excel®
export/import feature, or
with an automated
integration.
Integration ...
Budget Export Automated facility to transfer the Capital module In scope:
budget data from Questica Budget to The Questica will create no
Customer's general ledger or project system at the more than 1 point of
approved budget object/costing centre level when integration for the
invoked by a user. approved capital budget.
Note that this scope item is in addition to the built-
in budget export, which will create a CSV file using
the configured account structure suitable for
import into most general ledger systems.
Amended Budget Automated facility to transfer individual approved In scope:Questica will
Export amendments to the Capital module budget data, create no more than 1
from Questica Budget to The Customer's general point of integration for the
ledger or project system, or the other direction as capital project budget
required.This interface is required only in the case amendments.
where The Customer requires the amended
budget to be synchronized between the two
systems and where the general ledger cannot be
updated by re-running the full export provided in
the item in the "Budget Export" item above.
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Actuals Import Automated facility to transfer actual data from The In scope:
Customer's general ledger or project system to the Questica will create no
Questica Budget Capital module at a transaction more than 1 point of
level on a daily basis when automatically integration for the capital
scheduled; and/or on demand. project actuals.
Note that this scope item is in addition to the built-
in actuals import which is able to read a CSV file,
provided it conforms to some simple formatting
requirements and the configured account
structure.
Statistical Budget Automated facility to transfer the Capital Not in scope
Export statistical budget data from Questica Budget to a
single target system at the approved budget
object/costing centre level when invoked by a
user.
Amended Statistical Automated facility to transfer individual approved Not in scope
Budget Export amendments to the Capital statistical budget
data,from Questica Budget to a single target
system, or the other direction as required.
This interface is required only in the case where
The Customer requires the amended budget to be
synchronized between the two systems and where
the 3rd party system cannot be updated by re-
running the full export provided in the item in the
"Statistical Budget Export" item above.
Statistical Actuals Automated facility to transfer actual data from a Not in scope
Import single source system to the Questica Budget
Capital statistics at a transaction level on a daily
basis when automatically scheduled; and/or on
demand.
2 . 5 . Reserved
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2 . 6 . Performance Measures
The Questica Budget Performance Measures module is included in this installation.This section of the
SoW relates only to the configuration of the system. Unless explicitly included as a consulting activity
(above), it is The Customer's responsibility to plan, design, and roll-out the performance measurement
program(s).The'Unlimited Read Only license does not pertain to this module, as it is provisioned with
unlimited read+write licenses.
Functional Area Description Scope of Work
Configuration...
Measure Categories Configuration of Performance Measures In scope:
and Units Categories and Units, establishing those lookup Questica will, with the help
values within the system. of The Customer,
determine and configure
the Performance Measures
Categories and Units,
establishing those lookup
values within the system.
Initial Data Load ...
Measures Configuration of the initial set of performance In scope:
measures. Questica will import the
initial set of performance
measures, to a limit of 4
hours of consulting.
Scorecards Configuration of the initial set of performance In scope:
measurement scorecards, and including them on Questica will, with the help
dashboards. of The Customer, create
the initial set of scorecards,
to a limit of4 hours of
consulting.
Integration ...
Measure Actuals Automated facility to load actual data from The In scope:
Import Customer's 3rd party data collection systems to Questica will create no
the Questica Budget performance measures on a more than 1 point of
scheduled basis; and/or on demand. integration for the
approved budget.
This integration requires the 3rd party system(s)to
provide the following three pieces of information:
1. A unique identifier for the measure, matching
that used in Questica;
2. A date;
3. A value.
Users can add measure actuals data not available
through an automated interface through the user
interface or using Excel export/import.
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2 . 7 . OpenBook
Questica's "OpenBook" cloud service for data transparency is included in this implementation.
Functional Area Description Scope of Work
Configuration...
System General configuration of OpenBook to set the look- Customer task:As a
Administration and-feel, captions, and add users. customer task, The
Customer will leverage
Questica's training material
and reasonable assistance
of Questica's PM or
consultant to understand
the administration options.
Configuration of The Customer is able to add multiple In scope:
Visualizations "visualizations" of their data to their OpenBook A Questica consultant will
site. Each dataset is displayed according to a assist in configuring
template selected from a library of visualization OpenBook "Visualizations",
styles. to a limit of 10 hours of
consulting time(*
additional services can be
purchased at Questica's
standard hourly rate).
Configuration of Configure ad hoc views in Questica Budget as a In scope:
Questica Budget convenient source of source of OpenBook data. Questica will, with the help
of The Customer, configure
up to 3 ad hoc views as a
source of OpenBook data.
The Customer is able to
configure as many
additional ad hoc views as
required.
Integration ...
Import from Connection of OpenBook to Questica Budget, In scope
Questica Budget through a shared API key, and the publication of
ad hoc views for seamless import of data into
OpenBook from Questica Budget.
Import from CSV Initial and ongoing population of datasets through Customer task:
Files the import of.CSV files. As a customer task, The
Customer will leverage
Questica's training material
and reasonable assistance
of Questica's PM or
consultant to load and
configure datasets from
CSV files.
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2 . 8 . Training
Functional Area Description Scope of Work
Online Resources Questica has invested in creating and maintaining a substantial library of online
training courseware in the Questica Help and the Questica Academy. Having
signed-up with a valid Customer email address, all material is available to all
users during and after the implementation.
Training Approach Questica's standard training model is to train the trainers and/or advanced users
within The Customer's organization in all aspects of the application related to the
system delivered. Training is a blend of online courseware and "live" training,
either in a classroom(if in scope,see "Training Location" below)or via a web
conference. In the case of video training Questica's PM will field outstanding
questions after the scheduled viewing.Where a specialist trainer is "In Scope"
below this might be as a follow-up to a video or presentation of the entire course.
Training Schedule Questica's PM will help determine at which point in the implementation the
delivery of training is most appropriate. The Customer may prefer to receive
some or all of their training in the early stages of the implementation, in the
knowledge that such training will need to be carried out using a generic training
database. Alternatively The Customer may choose to wait until the
implementation is substantially complete in order to be trained on their own
instance of Questica.
Having received train-the-trainer training, the Customer is responsible for
training the end users, except where explicitly included in scope(below).
Training Location * Note that this item relates only to location of training and does not confer
training in addition to those items scoped below.
On-Site Training:
Is not included.
Remote Training:
All training provided by Questica will be delivered using web conferencing tools.
Attendees are able to participate in the training from multiple locations using
their own computer, or in a conference room with shared screen(their own
computer is recommended).Audio is provided by telephone or the computer's
own audio facilities. These sessions may be recorded upon request, with the
unedited recording provided to The Customer for storage and dissemination
using their own media repository.
Instructional Instructional on-boarding videos tailored to The Not in scope
Videos/eLearning Customer's process(one per module)or full
Courseware eLearning courseware(covering all modules)
aimed at end-users. This material will show
general system usage, and how to enter and query
budgets.
The following sections detail the proposed training. The Customer's PM will work with Questica's PM or
training specialist to determine the final training plan and topics may be swapped to receive more of
one and less of another, provided that the total amount of training does not exceed this proposed plan.
Training: Training in Questica Budget administration is In scope:
Administration delivered via a series of training courseware,such This will be delivered in one
as pre-recorded videos. training session.
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Training: Training in the use of ad hoc views and In scope:This will be
Administrator dashboards is delivered via pre-recorded training delivered in one training
Authored Reporting videos Questica also provides instructional videos session.
on the use of the Report Builder 3.0 report
authoring tool but recommend that users make
use of the many online resources to gain expertise
in this tool.
Train-the-Trainer: "Train the trainer" training in the use of Questica In scope:
Operating Budget's Operating module. This will be delivered in one
training session.
Train-the-User: "Train the user" training in the use of Questica Customer task
Operating Budget's Operating module.
Train-the-Trainer: "Train the trainer" training in the use of Questica In scope:
Personnel Budget's Personnel Planning& Budgeting module. This will be delivered in one
_ training session.
Train-the-User: "Train the user" training in the use of Questica Customer task
Personnel Budget's Personnel Planning& Budgeting module.
Train-the-Trainer: "Train the trainer" training in the use of Questica In scope:
Capital Budget's Capital module. This will be delivered in one
training session.
Train-the-User: "Train the user" training in the use of Questica Customer task
Capital Budget's Capital module.
Train-the-Trainer: Standard "Train the trainer" training in the use of In scope
Performance Questica Budget's Performance module is via pre-
Measures recorded training video, with a follow-up
discussion with Questica's project manager.
Train-the-User: "Train the user" training in the use of Questica Customer task
Performance Budget's Performance module.
Measures
2 . 9 . Reserved
2 . 10 . Digital Budget Book
A Budget Book publishing solution is not included in this scope of work.
2 . 11 . Customizations
2. 11. 1. Custom Business Rules (CBRs) , Modifiers, User
Interface
This Scope of Work does not include the development of customizations.
Customizations not listed here can be accommodated upon receipt and acceptance of a change order,
which will include a specification and may include an estimate for the work to be charged on a time&
materials basis at the applicable rate.
2. 11.2. Custom Reports, Custom Ad Hoc Entities and Custom
Dashboards
The following are included within this Scope of Work:
• Report: Budget Summary report provided by Jennifer Ferrer-Santa Ines
*** Notes: Budget Summary report provided by Jennifer Ferrer-Santa Ines on April 4, 2023 in email
Custom reporting and dashboard requirements not listed here can be accommodated upon receipt and
acceptance of a change order, which will include a specification and may include an estimate for the
work to be charged on a time&materials basis at the applicable rate.
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2. 11. 3. Specifications
Before Questica undertakes any customizations described herein, as well as integrations with other
systems, and data imports, The Customer and Questica shall prepare and sign-off on the detailed
specifications("Specifications")for the work to be performed.
2. 11. 4. Change Orders
Any changes to the agreed specifications, including changes requested by The Customer within the
warranty period,shall be the subject of a new change order and the work to be carried out thereunder
shall be separately quoted, agreed, and billed and shall not be included as part of this Scope of Work.
2. 11.5. Warranty
Once completed the custom work shall be warranted by Questica in accordance with the "Technical
Support Services" section of the Questica Software License Agreement.
3 . 0 . Project Management
3. 0. 1. Questica Project Management Responsibilities
1. Coordinating the development of the project plan in consultation with The Customer project
manager and team members.
2. Ensure the timely execution of Questica's deliverables.
3. Ensuring that members of The Customer team are sufficiently educated in the Questica Budget
application understand the implications of initial design decisions.
4. Providing The Customer with timely and detailed descriptions of the items identified as
"Customer task" within this SoW, along with their expected completion dates.
5. Providing regular progress status reports to the key team members.
6. Advising The Customer of the impact on the expected delivery dates of any Questica or
Customer deliverable is advanced or delayed.
7. Tracking issues through n issue log.
8. Author and coordinate the approval of change order estimates, and the execution of the
deliverables approved.
3. 0.2. The Customer Project Management Responsibilities
1 Running The Customer's project according to The Customer's norms, standards, practices, and
protocols.
2. Acting as primary communication point with the Questica PM.
3. Providing definitive responses to the Questica PM on all decision points.
4. Ensuring the timely execution of The Customer's deliverables, as identified within this SoW, and
advising the Questica PM of expected completion dates.
5. Ensuring that implementation training material is reviewed in a timely manner.
6. Ensuring that change orders contain a full specification of the changes required.
7. Ensuring that customizations are fully specified and documented.
8. Ensuring that all Customer team members have a clear understanding of their responsibilities
to the project.
9. Approving(sign-off)Questica deliverables.
3. 0. 3. Project Planning
1. The project plan will be prepared by the Questica project manager in consultation with The
Customer's project manager and team members.
2. The project planning phase will determine whether Questica Budget modules are to be
implemented serially or in parallel and, if serially,the order of module implementation.
3. The implementation of each Questica Budget module will involve the following stages:
a. An overview of, and training in, the module and the ways in which the module can be
extended by configuration and customizations.
b. A determination of how best to configure and, if necessary, customize the module to
meet the objectives of The Customer.
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c. An overview of the advantages and, if present, disadvantages of the proposed
configuration and customizations.
d. Documentation of the agreed configuration and customizations.
e. The preparation of data import templates consistent with the agreed configuration and
customizations.
f. The completion by The Customer of the data import templates.
g. The import by Questica of the data import templates.
h. Customer approval of the imported Questica Budget structures and data.
i. The creation of custom report entities to support The Customer's reporting, where such
reporting is not readily available within Questica Budget's natural data model.
j. Training in the creation of(ad hoc)views, and ad hoc print reports using Microsoft
Report Builder 3.0.
k. Determination of custom reporting requirements that cannot be met by the standard
reports and the use of the out-of-the-box ad hoc reporting features.
I. The preparation of change orders and specification for any custom reports not detailed
in this Scope of Work.
m. The development by Questica of any required custom reports, whether detailed in this
Scope of Work or added to the scope through a change order.
n. The testing and acceptance of custom reports and report views.
o. The deployment of custom reports and report views.
p. The development of an integration strategy for updating the Questica Budget database
with actual result data from the financial system and the passing of budget data into the
financial system.
q. The development by The Customer of the integration components(queries, intermediate
tables,file output/input etc.) which are required to access actual data from the financial
system/HR System and update the financial system with budget data.
r. The development by Questica of:
i. integration components which transform budget data prior to updating the
financial system;
ii. integration components which transform actual result data prior to updating the
Questica Budget database;
iii. integration components required to initiate the execution of integrations.
s. The deployment of all integration components.
t. The testing and acceptance by The Customer of the integration components.
4 . Customer Resources
1. The requirement for Customer resources is variable with:
a. The duration of the project.
b. The degree of internal Customer consultation.
c. The level of internal Customer agreement.
d. The number of customizations.
e. The familiarity of Customer staff with their General Ledger, ERP, HR, and other 3rd party
systems.
END OF SOFTWARE SUBSCRIPTION AGREEMENT DOCUMENT
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