HomeMy WebLinkAboutresolution.council.035-18 RESOLUTION #35
(Series of 2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CHANGE ORDER BETWEEN THE CITY OF
ASPEN AND VERTIBA, LLC AUTHORIZING THE CITY MANAGER TO
EXECUTE SAID CHANGE ORDER ON BEHALF OF THE CITY OF ASPEN,
COLORADO.
WHEREAS, there has been submitted to the City Council a Change order
for services related to the design, build and delivery of a permits management
system between the City of Aspen and Vertiba, LLC a true and accurate copy of
which is attached hereto as Exhibit "A";
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves that Change
order for services related to design, build and delivery of a permits management
system between the City of Aspen and Vertiba, LLC a copy of which is annexed
hereto and incorporated herein, and does hereby authorize the City Manager to
execute said agreement on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED the fityrCouncifof the City of
Aspen on the 26'h day of February 2018. `)
Steven adro , Mayor
I, Linda Manning, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council of the City of Aspen, Colorado, at a meeting held February 26`h, 2018.
I
la Manning, City Clerk
Amendment 1 to Vertiba Contract for Professional Services -
City of Aspen Project No: 50259-001
Original contract approval date: 3/27/2017
Original contract amount: $462,860.00
Amount of amendment: $ 12,000.00
New total contract: $474,860.00
This amendment to the Vertiba Contract for Professional Services adds an online customer complaint
portal for issues relate to planning, permitting,and inspection services and code violations. This is in
addition to the appl a t portal,which is already within the scope of the original contract. The tasks and
not to exceed a o nt ($12,000)of this amendment are outline in Exhibit A.
ertibaRepresentative _,�jm VDa4on C—W Date
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munity D opment Director,Jessica Garrow Date
City Manager,Steve Barwick Date
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City of Aspen -Complaint Management Form ® a
Statement of Work
Client Name City of Aspen
SOW# 39455
Project Overview
Vertiba, LLC is pleased to provide this Statement of Work for,consulting services. This Statement of Work
("SOW") describes a set of services to be provided by Vertiba, LLC ("Vertiba")on behalf of City of Aspen
("Client"). This SOW and any Attachments hereto are subject to the terms and conditions of the Professional
Services Agreement between the parties effective on 2017-04-03.
Project Scope
Vertiba will engage with Client to implement the services described below:
Custom Complaint Form
• Vertiba will build a complaint form leveraging our VIP Form Tool that would be hosted for users to
submit complaints specific to permit and building violations. This would be embedded within City of
Aspen's website.This includes effort for the map component to capture geolocation of the
complaint directly from the form as well as Slack Integration.
• Vertiba has also budgeted time for one (1)three (3) hour training session on how to administer the
Form.
• This scope includes effort for end-to-end system test, UAT, defect and deployment.
• Assumptions:
o The City will have to publish the form on their website with the guidance of Vertiba.
o Assumes leveraging a 3rd party application from the AppExchange for Slack Integration.
o Vertiba's primary role will be installing and testing the application.
Number of Forms:-1
Out of Scope
Any work not specified within this SOW including but not limited to requirements gathering, process design,
workflows,approval processes, profiles, custom objects,visualforce pages,triggers, integrations, mobile
1845 Folsom Street, Boulder,CC 80302 1
lowCity of Aspen -Complaint Management Form 9 m
enablement,Appexchange,package installations,training or post-deployment support not explicitly listed
above.
Client Obligations
Vertiba's assumptions for cost and delivery schedule are based on your active and timely participation
throughout the project. You will be responsible for certain key project tasks, deliverables, and timely reviews
of Vertiba work to maintain the project schedule and estimated budget. If these obligations are not fulfilled,
a Change Order to address the resulting budgetary Impact will be required. Your expected involvement
includes these key responsibilities:
• Build:Client will identify internal IT resources prior to project kickoff and will ensure any required
development, hardware/software procurement, network access,security review or other
responsibilities will adhere to the project timeline.
Testing: Client is most knowledgeable about how the new application will meet their business process
requirements and is therefore responsible for conducting User Acceptance Testing(UAT) within the
project timeline. Vertiba will conduct Unit, System, and Integration testing on our delivered
functionality, but Client will write and perform all User Acceptance Testing.
• Training: Client will adhere to the project timeline for scheduling all training sessions.
Client Resources
Client will assign appropriately skilled resources to fulfill these roles:
..
Internal This person will act as liaison to Vertiba. Their role will be to coordinate internal 50%
Project Client project activities and escalate issues that require management decisions.
Leader Jointly responsible for maintaining project documents and facilitating project progress
Attend scheduled project meetings -
Subject Provide detailed Information on business and technical requirements as needed In Fully
Matter order to complete the project. The team should be empowered to speak for the available
Experts Client. The team should be kept as small as practical without leaving out critical during
experts. workshop
and testing
1845 Folsom Street, Boulder,CO 80302 2
lawCity of Aspen -Complaint Management Form B a
Vertiba Resources and Schedule
Resource Assignment
The following Vertiba resources are required to implement this Project:
Business Analyst
Assumptions
e The breadth and complexity of Salesforce.com projects vary greatly. Unless explicitly described above,
we assume that the delivered Salesforce.com application will be configured with standard capabilities
of the"out of the box" user interface and does not include html/css branding or coding requiring
ApexMsualforce.
e Failure to review deliverables and delayed or changed decisions will extend the Project timeline and
Increase the Project cost. The Project timeline is based on the assumption that Client will contribute
to, and review deliverables within 2 business days of receipt. Within that time, Client will accept
deliverables or provide specific and comprehensive feedback on all changes that are required to accept
the deliverable. Based on Client feedback,Vertiba will provide an updated version of the deliverable
and Client will verify that all changes were made as requested. Additional iterations of requested
changes are out of scope.
e Any required production deployment procedures or documentation by Client's IT department have
been communicated to Vertiba and are identified above.
Change Control
All requests for a Change to Scope("Change Order"), instances in which Client has raised additional items not
assumed or scoped, shall be made in writing to the other party. If the requested Change Order results in a
deviation to the scope of the Project,Vertiba shall provide Client with the applicable fee and schedule
adjustment within five(5) business days from the delivery of the requested Change Order and specify all
impacts the Change Order will have on the Project Plan or other information in the statement of work.
1845 Folsom Street, Boulder,CO 80302 3
City of Aspen -Complaint Management Form ® a
Fixed Fee Project Cost
The Professional Services described in this SOW are provided on a fixed fee basis of$ 12,000 due according to
the schedule in the milestones/deliverables table below.
e-
Configured The Form is configured and available for user $ 12,000 The configured application is ready
Application acceptance testing by client. for the Client to begin User
Application is complete and migrated to the Acceptance Testing.
production environment.
1845 Folsom Street, Boulder,CO 80302 - 4
Amendment 3 to Vertiba Contract for Professional Services
City of Aspen Project No: 50259-001
Original contract approval date: 3/27/2017
Original contract amount: $462,860.00
Amount of amendment 1,for customer complaint portal: $ 12,000.00
Amount of amendment 2,for on-site sprint and UAT services: $ 19,455.00
Amount of amendment 3,for queue management,public records search,and emails attachments
$31,000.00
New total contract: $525,315.00
This amendment to the Vertiba Contract for Professional Services adds additional functionality to the
system. This includes new functionality to understand and manage the permit queue;a citizen portal
for records searches;and the ability to attach documents to out-going emails from the system.it Is
being funding with contingency project funding.The tasks and not to exceed amount($31,000.00)of
this amendment are outline in xhiblt A.
Ve ba Representative nwivn. CEO Date
4Co munity Deve ment Director,Jessica GGaarrow Date
City Manager,Steve Barwick Date
e u
- = CHANGEOR` `.ER :EXHIB'.IT A
w J <.
Clty of`Aspen - Com mumLty ,Pub`I;ic Recor:.ds Search Buil'di'ng-Rer•mif
-- n:
Reviews;-& Emails wrth,'Attach'rr eats -
i('
Project Overview
This Change Order is a supplement to the approved Statement of Work("SOW").This Change Order
addresses deviation from the original SOW and describes a modified set of services and or costs and
schedule to be provided by Vertiba,LLC("Vertiba")on behalf of City of Aspen.
Scope
The project scope is as follows:
Community Public Records Search
• Use Case:
o Asa citizen of the City of Aspen (public user)1 need the ability to search for
publicly accessible data stored in BasicGov/Salesforce from the City of Aspen
website related to Permits, Land Use Planning Cases, and Violations so that I
can easily find public records.
• Features and Capabilities in Scope:
o Publicly Accessible Salesforce Community Search Page (no authentication
required)
o Users can Query by Permit-Number, Land Use Case Number,Address or Parcel
Number
o Results should include Issued Permits, Land Use Planning Cases, and Violations
o Related Records to display
o Completed Inspections
o Final Documents/Files stored in Salesforce (i.e. Issued Permits,Certificate of
Occupancy-CO or TCO )
o Abilltyfor users to navigate to LaserFiche web interface to search for
documents located in that system
o Data visibility will be restricted for community users
• Assumptions:
o Effort includes Project Management,Testing and Deployment
o Community Users will only be able to search for new records created or issued
in BasicGov/Salesforce.
o No integration to legacy system (LaserFiche) from the Community Portal
o No data or document migration from legacy system (LaserFiche)to the
Community Portal
Emajls With Attachments
• Use Case:
o As an employee of the City of Aspen (internal user), I need the ability to easily
include attachments from my master record,and all related records,to an
email from Salesforce,while also selecting the template,contact,subject,and
editing email body text,so that I can track emails in Salesforce and not have to
use an external email provider.
• Features and Capabilities in Scope:
o Custom button on the Master record
o Visualforce page override to show all available attachments from the Master
record and all related records
o Ideally on the same page as the edit email page, underneath
o If not possible,a page in between where the user selects the record,then
displays which they selected beneath the email.
o Ability to select which attachments to include in the email (checkboxes)
o Normal Email screen where the user can select the template, enter a subject,
select recipients(contacts),or enter email addresses, and edit email body.
o Clicking Send will send the email, and attach that back to the Master record for
tracking purposes
• Assumptions:
o Effort includes Project Management,Testing and Deployment
Permit Queue Management Functionality and Reports
• Use Case, Features and Functionality
o Vertiba will configure the system for certain permits to provide queue priority
management functionality as follows:
• Functionality to be applied to the following permit types: building permits,
building-phased permits;building-demolition permit;building-IFFR permit;
building-repair permit;,temporary structure;change orders.
• Calculate an overall queue review score by permit,for use by permit
coordinators and staff in determining the relative priority of permits,and
display this Information in a view,along with key information fields about the
permits
• For a given reviewer or review group,display the permit queue priority for all
permits assigned to that group,so that reviewers know which permit to work
on next.
• Ability to assign a score to help prioritize the Review Queue based on the
length of time the permit is in the City's hands,the permit category(e.g.,
repairs,major,minor,response to comments,etc.),and other factors,such as
the age of the permit or how many review rounds the permit has been
through previously. Formulas and factors to be based on Excel spreadsheet
previously conveyed to Vertiba
• Ability to amend multipliers and scoring factors,so that when policy changes,
the formulas for setting priorities can be adjusted.
• Initial queue priority calculations to occur when the permit review status is
updated to permit review. Subsequent calculations to occur when a permit is
resubmitted for review,with each subsequent resubmittal involving a new
calculation;and updating of the relative queue priority of each permit.
• Views or reports of permit queue priority overall,and by review group and
Individual,will be available
• 15 reports,including department and summary reports included
o Assumptions:
■ The queue item will be given a single score based on time in the City's
hands,age, review rounds,category,and other factors as specified in
the Excel spreadsheet transmitted to Vertiba.
• Most Recent Date Received for City Review is defined the newest Last
Activity Date of a single review,and is based on the date the review is
either initially created,or has been re-accepted in for review after it
has been out for response to comments
■ Activity defined as updates to the Review record including Status,
Submissions,etc.
■ Days in City Hands is defined as Today minus Most Recent Date
Received for City Review
Schedule
Vertiba and Client will mutually adjust the project timeline based on any additions to the original project
scope from this change order.
Resources
The following Vertiba resources are required to implement this Change Order:
Business Analyst
Project Manager
Additional Assumptions
• The breadth and complexity of Salesforce.com projects vary greatly. Unless explicitly
described above,we assume that the delivered Salesforce.com application will be
configured with standard capabilities of the"out of the box"user interface and does not
require Javascript,Apex,Visualforce or Lightning Component coding.
Cost
Fixed Fee Project Cost
The Professional Services described in this SOW are provided on a fixed fee basis of$31,000 due
according to the schedule in the milestones/deliverables table below.
�-
Emails with The Emails with Attachments $ 5,000 100%upon verification of
Attachments requirement is configured and correct functioning during UAT
Configured available for user acceptance testing
by client.
Community The Community Public Records $15,000 100%upon verification of
Public Search requirement Is configured and correct functioning during UAT
Records available for user acceptance testing
Search by client.
Building The Building Permit Reviews $11,000 100%upon verification of
Permit requirement is configured and correct functioning during UAT.
Reviews available for user acceptance testing
by client.
Amendment 2 to Vertiba Contract for Professional Services
City of Aspen Project No: 50259-001
Original contract approval date: 3/27/2017
Original contract amount: $462,860.00
Amount of amendment 1,for customer complaint.portah $ 12,000.00
Amount of amendment 2,for on-site sprint and UAT services: $ 19,455.00
New total contrauk $494,315.00
This amendment to the Vertiba Contract forRmfessional Services adds Vertiba OnDemand services,
including on-site services for Sprints 6 and 7,as well as User Acceptance Testing. It is being funding with
salary savings from the Quality Office. The tasks and not to exceed'amount($19,45S.00)of this
amendment are outline in Elibibit A.
V rtiba Representative Date
Community Development Director,Jessica Garrow Date
City Manager,Steve Barwick Date
1
EXHIBIT A: STATEMENT OF WORK FOR VERTIBA OW
DEMAND SERVICES
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WAib.a
City of Aspen - Vertiba
MINE
Amendment #2
Statement of Work: Amendment #2
Client Name City of Aspen
sow# 44545
Project Overview
Vertiba, LLC is pleased to provide this Statement of Work for consulting services. This
Statement of Work("SOW")describes a set of services to be provided by Vertiba, LLC
("Vertiba")on behalf of City of Aspen("Client"). This SOW and any Attachments hereto are
subject to the terms and conditions of the Professional Services Agreement between the parties
effective on 2017-04-D3.
The purpose of this contract amendment is to provide the following Enhanced Support
Services during the latter stages of project build and early stages of project rollout:
• Provide On-site Vertiba OnDemand resources during Sprints 6,7 and UAT to assist
with testing and issue resolution
• Develop more in-depth training materials outside of the scope of the original contract
as agreed to during the kickoff meeting as a part of this engagement
.—Provide one-on-one staff assistance during Sprints 6,7 and UAT
In addition,this statement of work provides,to the extent allowed by the budget,for standard
Vertiba On-Demand services.
Goals
• Vertiba OnDemand delivers access to our team of Salesforce.com Certified experts.
who can help you with salesforce administration tasks and ongoing services to adapt
your solution to meet your evolving business needs. .
• .Our pre-paid blocks of hours give you the flexibility to use time as-needed. Get fast,
expert answers to how-to questions,technical issues and more.
Service and Engagement Management Overview
Vertiba will engage with Client to implement the services described below:
• Standard Vertiba On-Demand Services:
o Conduct a kickoff to initiate the support process.
o Standard support Hours are 6am to 6pm Mountain Standard Time.
o- 'Provide break/fac support, include a hot fix path for severity 1 defects.
• Enhanced Support Services:
o Include Enhanced Support Services discussion in the kickoff meeting
4
o Provide on-site in-person Vertiba OnDemand resource during Sprint 6,7 and UAT
to assist with testing and issue resolution
o Develop more in-depth training materials outside of the scope of the original
contract,as agreed to during the kickoff meeting and as allowed by the budget
of this agreement,and may be adjusted via mutual agreement during the term
of this amendment.
o Provide one-on-One in-person staff assistance during Sprint 6,7 and UAT,with
supplementary support via phone or email,as agreed to during the project
kickoff meeting and as may be adjusted via mutual agreement during the term of
this amendment. _
Engagement Management:
o Enhanced Support Services will occur primarily on-site, but will be managed
through Vertiba's customer community portal to log support requests.
o All time supporting the customer will be billed against this contract including:
time spent during kickoff meeting, time spent in meetings to understand an
issue, time spent estimating a development request, time spent conducting
knowledge transfer from a Vertiba consulting resource to a support resource.
o All time supporting the customer will be billed in 15 minute increments.
o 'Services are pre-paid.
o Vertiba agrees to the approach and terms below under Project Expenses for
lodging,food,travel and incidental costs for Enhanced Support Services.
o When providing Enhanced Support Services,the designated resource for this
project will be balancing other project work along with this project to help
save on costs for The City of Aspen. Only hours spent providing service to
Aspen-will be charged to this project.
Support Approach
Standard Verdba.On-Demand Service Approach and Response Times
Vertiba's technical support staff is available Monday through Friday, 6:00 a.m.to 6:00 p.m.
Mountain Standard Time,and will respond to all requests within the schedule below for
standard system support.With this response,Vertiba support staff will provide an estimated
time for completion of the requested work,or a request for further clarification to facilitate its
resolution.
While Service Requests are initiated online,when.required, phone calls will be arranged.
• - S
1-Critical Immediate 4 Business system down'or a critical defect inhibitingthe majority of users
hours from performing key tasks with no workarounds.
2-High Immediate 1 Business Important defect that significantly impacts performance of a large
Day number of users,but a workaround exists.
A critical defect inhibiting a small number of users from performing
key tasks with no workarounds.
User changes,e.g.add,edit,reset passwords,or inactivate end
users from the application.
3-Medium Immediate S Business Enhancement that Improves usability for the majority of users or a
Days non-critical defect
4-Low Immediate 30 Business. Enhancement that improves usability for a small set of users or is
Days cosmetic In nature.
Configuration changes(completion time varies with scope)
Vertiba will respond with either an estimated time for completion
of the requested work or a request for further clarification on the
request to facilitate scoping within 3 business days.Vertiba will
endeavor to complete the work as soon as possible,but does not
guarantee any specific response time for configuration work.
•System down issues should be logged with Salesforce.
Enhanced Support Services Approach and Expectations
For Enhanced Support Services described in this amendment,Vertiba agrees to the
following:
1. Vertiba staff will be physically present and available for assistance in space provided by
the City during normal business hours for the agreed upon dates.
2. Hours of availability and dates will be mutually agreed upon during the project kickoff
meeting,and may be modified with mutual consent.
3. Vertiba staff will participate in briefings and meetings as directed by the Aspen Project
Manager.
4. Vertiba staff will be readily available to assist staff or provide associated services during
the agreed upon dates and hours. The timelines outlined in the section on Standard
support do not apply to the Enhanced Support Services required under this amendment.
Services planned for each week,as well as immediate responses to requests for
assistance under certain circumstances,will apply instead.
5. Vertiba staff will collaborate with the Aspen Project Manager and Core Project Team on
the details of Enhanced Support Services Implementation approaches. In general,
Vertiba staff will be expected to propose and manage methods of scheduling,organizing
and providing support,given the needs of the City,and to develop arkd use any
documents or tools associated with meeting those needs satisfactorily.
6. Vertiba staff will provide their own equipment, including,computers, phones and any
other equipment needed to carry out the duties associated with this contract
amendment:
6
7. Vertiba staff may incidentally work on other projects during on-site assistance hours and
dates,and without limitation during hours outside of agreed upon assistance hours and
dates.
Amendment #2 Scope
Vertiba will engage with Client to implement the services described below:
Vertiba onDemand-Project Initiation
• Vertiba will host a Vertiba onDemand kickoff meeting to meet the key
stakeholders, review the scope of work, discuss the execution plan, identify
communication preferences.We will discuss Vertigo,Support Requests, UAT
and the implementation process.
Standard Vertiba onDemand Service Description
• Process for triage and.hot fixes for requests.
• Response times as outlined in the section on Standard Services, with
estimates provided for larger issues.
• " Salesforce Admin to assist with day to day production environment
maintenance such as:
■ o Updating and developing more comprehensive training
documentation as time allows
• o User profile maintenance
Enhanced Support Services OnDemand Description
• Providing Enhanced user support — providing a central point of contact for
assistance requests; fielding inquiries and working directly one-on-one with
client staff or with project teams to.continue to build knowledge of the
system; creating documentation above that provided in the original
contract; and addressing break/fix requests. Support may occur ad hoc with .
an expectation at times of immediate response,and/or according to support
schedules to be developed weekly in collaboration with the Aspen Project
Manager and Core Team.
• Managing change control log and any requirements definition and testing
t work that is needed to support implementation of change control log
• Working with development team as needed to coordinate production
deployments for change control log items
. . Assigned onDemand analyst. Assigned work may be assigned to any
available analyst..
- 7
• Work done in production or sandbox. User Acceptance sign-off required to
close Service Request.
• Development work and system enhancements beyond those in the original
contract is included.
Additionally,support services may include:
• User maintenance (adding and modifications,de-activating, password resets, role
management, profile management, public groups,queues)
• Security model management(record sharing,accessibility settings,password&
session settings, delegated administration)
• Configuration Changes(creation or modification of custom objects, record types,
fields,workflows,approval processes,page layouts,custom links and buttons, report
types,Apps,tabs, labels,validation rules, assignment rules,auto-response rules)
• Modification of BasicGov Application.
• Analytics support(creation, modification and management of views, reports and
dashboards)
• ' Template support(create,edit email templates, mail merge templates, letterhead)
• AppFxchange package support(installation, management or removal of
AppFxchange packages)
• Trigger Development(develop,test,deploy triggers that can be completed in 8
hours or less)
• Feature activation requests
• Data management(import of records; mass transfer; mass delete services. Assumes
data is provided by customer in formatted CSV file)
• User demos,briefings and training sessions
Out of Scope
• Work and services already included in the original project contract.
• Development of new applications or major functionality within an existing
application,automation of new processes',integration to new systems,change
management and other services not listed above.
Assumptions & Client Obligations
• For.user supportand training issues during testing and UAT,Client will collaborate
with Vertiba staff to communicate needs-and develop effective approaches to
meeting those needs.
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• For system technical needs,Client is most knowledgeable about how the system
enhancements will meet their requirements and is therefore responsible for
conducting User Acceptance Testing(UAT)when a support request is completed.
When the Support Request has passed user-testing and the client has approved
completion of the Support Request,the Vertiba Analyst will promote to production
and close out the Support Request.
• Any required production deployment procedures or documentation by Client's IT
department have been communicated to Vertiba and are identified above
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Client Resources
Client will assi n agpropriatelyskilled resources to fulfill these roles:
Resource Responsibilities Involvement
Point of Point of contact on the customer side.Is responsible for logging requests Available either
Contact/ and approving final solutions.Client PM or Administrator. This person will via email or in
Internal act as liaison to Vertiba. Their role will be to coordinate internal Client person each day
Project Leader project activities and escalate issues that require management decisions.
Jointly responsible for maintaining project documents and facilitating
project progress. Attend scheduled project meetings.
[-.bcn........
..'..-.
Vertiba Resources
Vertiba onDemand Analyst
• Local point of Contact who will be on-site.
• Manage Support Request process.
Advise and guide client toward best practices in application configuration.
• Configure Application.
• Conduct System Testing.
Solution Architect
• Support onDemand Analyst as-needed.
• Complete designs for business analyst and developer resources.
Developer
• Develop Apex custom code and Visuaiforce.
• Develop integration components including Salesforce web services.
• Unit testing and error handling.
• Deploy Salesforce components.
Term
The support services included in this SOW are for 105 weeks from the start date. Actual start
date will be jointly determined after the contract is signed by all parties.
• Term Start Date:January 10,2017
• Term End Date: December 16,2019
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On-site Enhanced Service Support will be provided between date of contract signing and
March 30, 2018,on days determined jointly by Vertiba and the City.
Change Control
All requests for a Change to Scope("Change Order"),instances in which Client has raised
additional Items not assumed or scoped,shall be made in writing to the other party. If the
requested Change Order results In a deviation to the scope of the Project,Vertiba shall provide
Client with the applicable fee and schedule adjustment within five(5) business days from the
delivery of the requested Change Order and specify all impacts the Change Order will have on
the Project Plan or other information in Oe statement of work.
Project Costs
The not-to-exceed amount for this amendment Is$19,455.00.
Professional Services Costs
The Professional Services described in this SOW are provided on a fixed fee basis of$16,900
due according to the schedule in the milestones/deliverables table below.This includes a total
of 130 hours that can be consumed over a two year period, at a rate of$130/hr,charged in 15
minute Increments.
Mileston Description Invoice Acceptance Criteria
ble
Pre- Customer will pay in advance $ Once payment is received.
Payment for Vertiba OnDemand support 16,900 Services can begin.
services prior to the Services will continue until
commencement of work. all hours have been
consumed. If hours have
not been consumed during
the period of the
` Statement of Work,they
may be rolled over into the
next period.
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Travel Expenses
Travel expenses assume one Vertiba staff person will be on-site for Enhanced Services. This
contract does not include travel expenses for more than one staff,and none are authorized
without prior written approval of the City.
Lodging Expenses: Lodging will be covered by the City. The City has secured a rental property
for Vertiba's use,and Vertiba agrees to using this unit while on-site.
Vertiba Office to Aspen Travel Exp€nses: Travel costs to and from the Aspen locality will be
paid for at the federal reimbursement rate for vehicle mileage,for up to 3 round trips for
Enhanced Services. The start point is location of the Vertiba staffs home(so long as the home
is within the Denver/Boulder metro area)and the end point location is the Aspen area lodging
location. Time spent travelling back and forth between home'and the Aspen area will not be
considered billable time. Since the estimated travel time between the Front Range and Aspen
is less than half a day, lodging expenses for this travel will not be reimbursed, nor will food
expenses.
Vehicle reimbursement per mile: $0.54/mile
Maximum allowed vehicle reimbursement: $605.00
3 trips total, Boulder to Carbondale
• 1110 miles total
Daily Commuting Expenses: Vertiba staff are expected to commute to Aspen via the RFTA bus
system. The city will either provide a bus pass or punch card. If the city cannot provide a bus
pass or punch card,Vertiba staff will be directed to purchase a punch pass and will be
reimbursed for it.. Time spent commuting will not be considered billable time. Bus rides not
associated with commuting to work for Aspen must be paid for by Vertiba staff and will not be
reimbursed by the city.City bus punch cards are not to be used for any personal purposes or for
commuting associated with work for other entities.
Food Expenses: Vertiba on-site staff are being provided with lodging in a home with access to a
full kitchen. Use of the kitchen will help decrease food expenses. The following expense
reimbursement schedule Is provided for the on-site Vertiba resource:
Work day reimbursements
o t On days spent working fully or primarily for Aspen (at least 6 hours per day),
a per diem food reimbursement rate of$52/day will be applied and
reimbursement provided
o, On days spent working partially for Aspen (between 3 hours and 6 hours),a
per diem food reimbursement rete of$32/day will be applied and
reimbursement provided
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o On days spent working less than 3 hours for Aspen,the City will provide no
food reimbursement
• Weekend food reimbursements
o Weekend reimbursements will be$52/day so long as the week prior and the
week after the weekend,Vertiba on-site staff has worked at least 30
hours/week(at least 60 hours total)
o Weekend reimbursements will be$32/day if the Vertiba staff has worked at
least 15 hours per week for each week,but less than 30 hours per week(at
least 30 hours but less than 60 hours total)
o Weekend day reimbursements will not be provided if Vertiba staff have not
worked at least 15 hours per week the week before and the week after the
applicable weekend (less than 30 hours worked during the referenced time
period)
Maximum allowed food reimbursement: $1750.00
To qualify for food expense reimbursements,on-site Vertiba staff must track and submit
work hours on the project to.the nearest 15-minute increment,and proof of time worked
each day must be submitted along with requests for food expense reimbursements.
This contract does not contemplate expenses for other items. Should reimbursement for other
items be needed,written approval of the City is needed prior to the time the cost is incurred.
t
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