R04-165 6
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RESOLUTION NO. R04- 1~5
A RESOLUTION OF THE CITY COMMISSION OF
BOYNTON BEACH, FLORIDA, APPROVING THE
AGREEMENT BETWEEN THE CITY OF BOYNTON
BEACH AND ECWIS.COM, LLC TO PURCHASE
GRANTS MANAGEMENT INFORMATION SYSTEM
SOFTWARE; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City is committed to improving its grants performance by
i~creasing the number of grant opportunities its departments pursue and improving its
aternal grant-related processes; and
WHEREAS, the City Commission of the City of Boynton Beach, upon
ecommendation of staff, deems it to be in the best interests of the residents and citizens
4f the City of Boynton Beach to approve the Agreement between the City of Boynton
each and eCivis.com, LLC; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
}F THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. Each Whereas clause set forth above is true and correct and
~corporated herein by this reference.
Section 2. The City Commission of the City of Boynton Beach, Florida does
ereby approve the Agreement between the City of Boynton Beach and eCivis.com, LLC
~r the purchase of Grants Management Information System Sol, ware, a copy of said
tgreement is attached hereto as Exhibit "A".
Grants Management Information System (GMIS)
Subscription Agreement
eC v s
Between
eCivis.com LLC. a Delaware limited liabili~' company ("eCivis')
Address: 150 E. Colorado Boulevard, Suite 215
Pasadena,. CA 91105
Phone: (877) 232-4847
Principal Contact: Karl Rectanus
Customer Name, b'pe of entib;, and jurisdiction: City of Boynton Beach, Florida
Address:
City of Boynton Beach, Florida
100 East Boynton Beach Blvd.
Boynton Beach, FL 33425
Phone: (561) 742-6241
Principal Contact and Master Access Holder: Debbie Majors, Grants Coordinator
This Agreement provides for eCivis to grant access to your Access Holders, on a password-restricted basis,
through the lntemet, the following products for the following fees ("Fees"):
Grants Manager Information System
· Software License: $25,000 (Reflects 50% Alpha/Early Customer Discount)
· Annual Maintenance Fee: $12,500 per year plus annual increases (not to exceed
5% annually) after the second year. Included in soft~vare license for first year.
· Professional Services: Rates and Work to be Performed as covered by the attached
Statement of Work plus reasonable travel expenses not to exceed $5,000.00.
· Toll Free Customer support (877-2-eCivis) and training included
This Agreement, including the Terms and Conditions is the complete and exclusive statement of the
agreement between the parties.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first
above written.
eCivis.com, LLC
Omaya S. Ismail
CEO
eCivis.com, LLC
CiD' of ~~
By: r . ~
KURT BRESSNER
Print Name CITY MANAGER
BOYNTON BEACH, FI.
Print Title
Date
c]_..q q_
Section 3. That this Resolution shall become effective immediately upon
3 passage.
PASSED AND ADOPTED this o~ I day of September, 2004.
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Zorporate Seal)
grants management system
CITY OF BOYNTON BEACH, FLORDA
Iylayor //
! 5/-"'7
/ ~ts~ .~
~ t~ommlssloner
TERMS AND CONDITIONS
1. General. "You" means the single end-user organization executing this Agreement.
"Access Holder" means each individual that is an employee of your organization that uses Grants
Management Information System (GMIS).
"GMIS" means the most current version of the online grants management software and database core
functionality as described in the attached Statement of Work. eCivis reserves the right to discontinue
GMIS at any time by giving written notice to you.
License. eCivis grants you, subject to this Agreement, a nonexclusive, nontransferable right and
license.
1. To permit each allowed Access Holder to access GMIS through the Internet.
2. To create printouts, doxvnload and store in electronic form, and re-purpose GMIS for internal
use in connection with your normal business activities.
You may not engage in such activity if it is for commercial sale, redistribution, broadcast or transfer of
such materials. You agree not to rent, lease, sublicense, distribute, or transfer any information to entities
or people outside your organization. You agree to take all reasonable steps to protect GMIS from
unauthorized access, copying, or use.
If people or entities outside your organization use your usernames to access GM1S, eCivis reserves the
right to terminate this contract.
3. Passwords. You agree to assume sole responsibility for the security of your passwords.
4. Maintenance Maintenance is provided separate from the base software license as indicated on
the first page of this agreement. Maintenance is renewed on an annual basis and is required for use of
GMIS. Maintenance includes:
Toll Free Telephone Help Line: The toll free help line (877-232-4847) is available
from 8 AM to 5 PM Monday through Friday excluding public holidays unless agreed to in writing. The
help line staffare authorized to provide product assistance for GMIS as well as user assistance including
password retrieval and account information.
Telephone/Web Based User Training: Customer is entitled to unlimited telephone or
Internet based mining for GMIS. Training sessions are offered periodically by schedule that will be
provided to client or at a mutually agreeable date and time ifa sufficient number of customer users are
available.
Error Resolution: If customer experiences an error within the GMIS software or its
associated customizations listed in the Statement of Work, eCivis will fix the error within a reasonable
period of time generally not to exceed 5 business days. Customer is required to submit a description of
the error, the actions leading to the error, and the expected result as well as user Internet browser
information in writing via fax tO eCivis. Customer will permit eCivis to access its account to replicate
the error for the purpose of determining the problem. IfeCivis cannot resolve the error within 5 business
days, it will give written notice to customer with an estimate &how long and what steps it will take to
fix the error.
Upgrades: Any upgrades to GMIS Core functionality as described in the statement
of work will be provided as soon as they are generally released. Any associated help materials or
upgrade information will be provided either in GMIS's Help section or by separate document within 3
weeks following any release. Customer acknowledges that any upgrades may alter existing functionality
and the old functionality ~vill no longer be available.
Availability: GMIS will be available 24 hours a day, 365 days per year. From 5 AM
to 6 PM PST Monday through Friday, GMIS will be have uptime of at least 99.0%. eCivis reserves the
right to make scheduled maintenance upgrades from 7PM to lAM PST Monday through Friday' and on
weekends, eCivis also reserves the right to make any emergency upgrades at anytime.
Warranty: eCivis hereby xvarrants that it will use reasonable care and skill in the
provision of Maintenance Services.
Your Responsibilities. You are responsible for determining whether the GMIS will achieve the
results you desire; You are responsible for adopting reasonable measures to limit your exposure
with respect to potential losses and damages arising out of your use of GMIS, to the extent not
arising our of or in connection with the negligence, acts, or omissions of eCivis, its employees,
immunities, and limitations of liability afforded any party entitled to such protections pursuant to
section 768.28, Florida Statutes. You agree to indemnify, and hold eCivis, its managers,
members, officers, employees, harmless from and against any loss, claims, demands, expenses, or
liability of whatever nature or kind of you or any third parties arising out of your use of GMIS.
Term. The initial term of this Agreement shall commence on the date of customer signature
listed on the first page of this agreement and continue until terminated by either party as provided
for in this agreement.
7. Fees. eCivis ~vill charge, and you agree to pay, the Fees. Full payment for license fee Shall be
made to eCivis within thirty (30) daYs after the original date of the invoice, eCivis will charge you
interest at the rate of 1.5 % per month if payment is not received within the 30 days. Professional
services fees less any credits will be billed after the completion of each of the four timeframes of Section
8.1 in the Statement of Work. Travel expenses will be billed after the completion of each timeframe and
are not offset by credits. Maintenance fees are due on the anniversary of the completion of
implementation as outlined in the Statement of Work. eCivis will notify customer by invoice of the
amount and due date of the fees.
8. Changes. eCivis reserves the right to change its fees and any other terms and conditions, at any
time, effective upon publication. Fees will not increase more than 5% on an annual basis. These changes
will NOT affect any existing contract Term.
9. Proprietary Protection. eCivis is the sole owner of GMIS and any associated intellectual
property rights, eCivis claims U.S. and foreign copyright ownership with respect to GMI& You agree
not to remove any copyright notices from printouts of GMIS. If any configuration or modification of
GMIS done on your behalf by eCivis professional services, eCivis will retain ownershiP and property
interests in the configuration or modification as well as GMIS. Any configuration or modification will be
covered in a separate statement of work.
10. Indemnification. If a third party claims that GMIS or your use of GMIS pursuant to this
Agreement infringes any U.S. patent, copyright, or trade secret, eCivis will defend you and all Access
Holders against such claim at eCivis's expense and pay all damages that a court finally awards, provided
that you promptly notify eCivis in writing of the claim, and allow eCivis to control, and cooperate with
eCivis in, the defense or any related settlement negotiations. If such a claim is made or appears possible,
eCivis may, at its option, secure for you the right to continue to use the Product, modify or replace the
Product with equivalent information so they are noninfringing, or, if neither of the foregoing options is
available in eCivis's sole judgment, terminate this Agreement by paying you a credit equal to the portion
of previously paid fees and charges allocable to the remaining term of this Agreement. For this purpose,
the life of the license will be treated as five years. THIS PARAGRAPH STATES ECIVIS'S ENTIRE
OBLIGATION WITH RESPECT TO ANY CLAIM OF INFRINGEMENT.
11. Limitations. eCivis shall employ due care and attention in obtaining and maintaining GMIS.
However, you acknowledge that any collection and compilation of data entails the likelihood of some
human and machine errors, omissions, delays, interruptions, and losses, including inadvertent loss of data
or damage to media, which may give rise to loss or damage. Accordingly, you agree that the GM1S is
provided "as is"; eCivis makes no representation or warranty with respect to their accuracy,
completeness, and eCivis specifically disclaims any other warranty, express, implied, or statutory,
including, any warranty of merchantability or fitness for a particular purpose, eCivis shall not be liable
because of any such errors, omissions, delays, or losses, including data losses and corruption, unless
caused by eCivis's gross negligence or willful misconduct. You further agree that in no event will the
total aggregate liability ofeCivis for any claims, losses, or damages arising under this agreement and
services performed hereunder, whether in contract or tort, including negligence, exceed the total amount
paid by you to eCivis during the preceding twelve-month period, even ifeCivis has been advised of the
possibility of such potential claim, loss, or damage.
You acknoxvledge that eCivis does not warrant that use of the GMISwill result in any grant acquisition.
You acknowledge that GMIS may not include all potential data.
12. Default. Should you fail to pay Fees due hereunder or fail to carry out any other obligation
under this Agreement or any other agreement with eCivis,'eCivis may, at its option, in addition to other
available remedies, terminate this Agreement provided that it first gives you fifteen (15) days' prior
notice to permit you to cure your default, eCivis reserves the fight, with or without notice, to suspend
access to or use of any Product in the event of any delinquency or default, eCivis may elect, in eCivis's
sole discretion, after delinquency, to terminate all personal information and settings associated with an
Access Holder. Such information and settings will be unrecoverable after such termination.
13. Force Majeure. eCivis shall not be liable or be deemed to be in default for any delay or failure
in performance or interruption resulting directly or indirectly from any cause or circumstance beyond the
reasonable control of eCivis; equipment, or telecommunications failure; labor dispute; or failure of any
third party to perform any agreement with eCivis that adversely affects eCivis's ability to perform its
obligations hereunder.
14. Severability. If any term, provision, covenant or condition of this Agreement, or the
application thereof to any person, place or circumstance, shall be held to be invalid, unenforceable or
void, the remainder of this Agreement and such term, provision, covenant or condition as applied to other
persons, places and circumstances shall remain in full force and effect.
15.
Governing Law. Agreement shall be governed by and construed and enforced in accordance
with the laws of the State of Florida as it applies to a contract made and performed in such state.
Venue for purposes of any litigation arising out of this Agreement shall be Palm Beach County,
Florida.
******** End of Terms and Conditions ********
eCivis.com, LLC Statement of Work
Boynton Beach. Florida
Grants Management Information System
(GMIS) Implementation
Statement of Work
May 4, 2004
Boynton Beach, Florida
Wilfred Hawkins
Assistant City Manager
Karl T. Rectanus
Director, East Coast
Operations
04/30/04
(703) 373-0395
(703) 373-0396 ~.
eCivis.com, LLC Statement of Work
Table of Contents
1. GENERAL ........................................................................................................................................................... 3
2. BACKGROUND .................................................................................................................................................. 3
3. ECIVIS ................................................................................................................................................................. 4
4. OBJECTIVES ...................................................................................................................................................... 4
5. STAKEHOLDE~R BENEFITS ............................... ; ........................................................................................... 5
6. CORE- GRANTS MANAGEMENT INFORMATION SYSTEM (GMIS) .................................................. 6
6. I, ECIVIS GRANTSFLOW x~ ................................................................................................................................ 6
6.2c GMIS CORE FUNCTIONALITY ........................................................................................................................ 7
6.3. TECHNICAL DEPLOYMENT ............................................................................................................................. 8
7. SCOPE ................................................................................................................................................................ 10
7.1. IMPLEMENTATION: ....................................................................................................................................... ! 0
7.2. MAINTENANCE ............................................................................................................................................. 11
7.3. CUSTOM DOCUMENTS/REPORTS .................................................................................................................. ] 2
8. APPROACH ...................................................................................................................................................... 13
8.1. DELIVERY .................................................................................................................................................... 13
8.2. DELIVERABLES ............................................................................................................................................. ! 3
8.3. IMPLEMENTATION LOCATION ....................................................................................................................... 13
8.4. ]V'LAJqAGEMENT APPROACH ........................................................................................................................... 14
9. STAFFING AND RESPONSIBILITIES ......................................................................................................... 14
9.1. CLIENT RESPONSIBILITIES ............................................................................................................................ 14
9.2. STAFFING ........................................................ ' ............................................................................................. 15
10. FEES AND EXPENSES ............................................................................................................................... 16
10.1. GRANTS MANAGEMENT INFORMATION SYSTEM FEE ............................................................................... 16
10.2. IMPLEMENTATION FEES & EXPENSES: ..................................................................................................... 16
10.3. MAINTENANCE FEES & EXPENSES: .......................................................................................................... 17
2
eCivis.com, LLC Statement of Work
1. General
This document is the Statement of Work between Boynton Beach, Florida (Boynton Beach) and
eCivis.com, LLC. (eCivis) and sets forth the specifications for the deliverables, the tasks and
responsibilities, and the schedule, in each case, as of the date of the agreement ("Statement of Work").
2. Background
Boynton Beach, Florida (population 62,000+) is a municipality that provides a full range of services to its
constituents.
Boynton Beach is committed to improving its grants performance by both increasing the number of grant
opportunities its departments pursue, more effectively finding and managing grants core to the Strategic
Goals of the City, and improving its internal grant-related processes. In the last three years, Boynton
Beach has re-organized its grants effort and implemented eCivis's Grants £ocator product, which has
helped the City increase its total awarded grants to over $5.6 million in 2002 and a success ratio above
78%. Boynton Beach now seeks to improve its grant-related processes by implementing eCivis' Grants
Management Information System (GMIS). The core of objectives of the GMIS software:
Create streamlined grant-related processes that provides accountability and structure
· Replace existing paper-based processes and forms with an electronic solution
· Increase the availability and reduce the time to collect, analyze and report key management
:information
· Make more informed decisions about which grants should and should not be pursued
· Decrease the number of missed deadlines
· Increase the knowledge of departmental grant and project activity at every level of the
organization
· Increase collaboration between departments
Specifically, Boynton Beach wants to utilize GMIS to achieve the following: · Increase management oversight of grants, without implementation of a costly, time-consuming
paper-based process
· Create electronic forms based on Boynton Beach's current processes
· Automate reporting for current manually-collected and compiled grant information
· Streamline and record grant information distribution from Grants Locator.
· Create organization-defined tasks for all 7 GrantsFlowTM phases that allow consistency
throughout departments and meaningful reporting
Boynton Beach and eCivis will work together to complete the GMIS implementation. Implementation
will include all grant active departments, including the Finance and City Manager's Office. This
Statement of Work covers implementation and discusses, briefly, related maintenance and upgrades after
the full implementation.
l. Requirements Gathering (October-November 2004) - eCivis will meet with department personnel
for all grant-active departments, the City Manager's office, and Finance Department.
2. Customization (November 2004) - eCivis will create electronic forms, approvals, organization-
def'med t.asks, reports, baseline fmancials for Boynton Beach and integrate into core GMIS.
3. Testing/Rollout (December 2004 - January 2005) - eCivis will conduct user training for grant-
active departments. Boynton Beach will begin testing GMIS software with departments, and
eCivis will make adjustments based on feedback.
eCivis.com, LLC Statement of Work
This Statement of Work describes the estimated implementation timeframe. These estimates should be
regarded as a rough guideline only, and assumes Boynton Beach's full cooperation to meet the estimated
timeframe.
3. eCivis
eCivis is dedicated to developing solutions, through technology, consulting and education, to help local
governments do more for their communities, eCivis has the only online, fully searchable, continually
updated system of federal grant information, Grants Locator, utilized by over 350 leading cities and
counties, eCivis employees, with a wide range of experience in government, technology, and competitive
funding, work hard every day to achieve the company's mission of helping local governments across the
country.
eCivis draws on this extensive experience, but, specifically, has focused for over 3 years on understanding
and streamlining the grant processes of leading local governments. These core processes are the
foundation of Grants Management Information System (GMIS), a web-based enterprise-wide software
system that creates a formal and configurable grants process that will lead to improved grant performance
as well as streamlined internal processes. The system coupled with customized additions specific to the
City's needs, will allow the City to achieve significant gains within 12 to 18 months.
4. Objectives
The Key Objectives of the work covered under this Statement of Work are:
· Implement GMIS software with all grant-active departments, the City Manager's Office and
Finance.
· Gather detailed functional requirements from City Manager's Office and all departments
· Develop customized forms, tasks, and reports
· Test, train, and rollout to all grant-seeking departments
· Monitor usage and progress
The specific role ofeCivis Professional Services and Technology Group is to:
· Help gather requirements for Boynton Beach's custom needs
· Develop best practices with Boynton Beach Management
· Ensure functionality and custom requirements work in practice
· Eliminate software inconsistencies or process errors as they arise
· Train users in system
Boynton Beach plays an integral role in the effective implementation ofGMIS, eCivis assumes Boynton
Beach will:
· Encourage participation and implementation staffat all levels
· Allow stakeholders time and support for interviews, training, and interaction with eCivis
· Internally dedicate resources to the success of the project
· Provide honest, fact-based feedback to eCivis at all stages
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eCivis.com, LLC Statement of Work
5. Stakeholder Benefits
Multiple stakeholder groups throughout Boynton Beach will benefit from the implementation of GMIS;
eCivis.com, LLC Statement of Work
6. Core - Grants Management Information.System (GMIS)
6.1. eCivis GrantsFiow xM
The GMIS system is the only web-based, enterprise-wide application that helps local governments better
manage their grant-related processes. Designed specifically from years of working with leading grant-
seeking cities and counties, GMIS is a platform to increase grant funds, streamline internal processes, and
enable management awareness at all levels of the organization. Typically, these organizations garner
millions of dollars in grants but have patchwork internal processes and procedures. GMIS utilizes the
eCivis GrantsFlowTM process:
Through utilization of the eCivis GrantsFlow TM process, Boynton Beach will ensure effective
management of every project at every stage. Each phase has specific, requirements and tasks tailored to
the needs of the City:
· Project Definition - fully scope and define a project based on City needs and priority goals.
· Funding Analysis - Identify, analyze, attach, and agree upon grants and other funding streams
appropriate for each project.
· Application - Collaborate and more quickly finalize applications
· Approval - Interact with funding agencies for analysis and approval
· Finalization - Approved grants require planning to ensure effective implementation
· Implementation - Manage the project, the reporting requirements, the effectiveness, as well as the
funding.
· Closeout - Aworthwhile project requires a shift to sustainability and/or measured results as well as
final reporting due to funding agencies
eCivis.com, LLC Statement of Work
6.2. GMIS Core Functionality
The eCivis GrantsFlowTM process and its phases offer a myriad of benefits for an organization active in
grants, eCivis has developed processes and features for each of the above phases, allowing for effective,
efficient guidance and implementation of all projects, from beginning to end. Each of the phases will also
incorporate configured functionality specific to the City's needs, while also offering the inherent benefits
of the core functionality.
¢Civis.com, LLC Statement of Work
6,3. Technical Deployment
GMIS can be deployed two ways - Hosted-Shared Client and Hosted-Single Client. In all cases, eCivis
can discuss with Client's IT department and meet Client's minimum security requirements.
6.3.1. Hosted-Shared:
eCivis hosts shared server in third party secure co-location facility. Database server contains Boynton
Beach data as well as other local government client data. Access to data is password protected but
accessible from any web browser without IP address authentication. Software upgrades are instantaneous
and fully managed by eCivis technical staff. Access to data is over shared 10MBit connection. Data is
backed up nightly. All fees in this SOW are based on Hosted-Shared option.
Hosted-Shared
Co-location Facility
Firew~
Shared Shared
~)atabase Server Web Server
Monitoring
lient Services
Client
"~.. Remote User/
Computer
eCivis.com, LLC Statement of Work
6.3.2. Hosted-Single Client:
eCivis hosts clients server in third party secure co-location facility. Database server only contains
Boynton Beach data. Access to data is password protected, accessible from any web browser, option for
IP address authentication. Software upgrades are instantaneous and fully managed by eCivis technical
staff. Access to data is over shared 10MBit or dedicated 10Mbit connection. Data is backed up nightly
and client has option of receiving database backup tapes. This option is an additional fee based on
hardware and bandwidth selections.
Hosted-Single Client
Ott
Co-location Facility
Intemet
Client
Firewall
Computer
Sw
_ Remote User/
Home User
eCivis Client
Shared Servers Servers
;lient Services
Monitoring
Computer
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eCivis.com, LLC Statement of Work
7. Scope
This section identifies major aspects of the GMIS implementation at Boynton Beach that are covered by
this SOW and additional implementation and maintenance for reference purposes. This SOW only covers
the implementation in Boynton Beach, and future maintenance and enhancements in general.
7.1. Implementation:
7.1.1. Requirements Gathering:
cCivis Professional Services will work with the City Manager's Office as well as key grant seeking
departments that are committed to implementing GMIS to build on the initial requirements gathered in
March 2004. eCivis will create a Business Requirements document and deliver it to Boynton Beach that
will describe in detail additional reports, forms, organization-wide tasks, etc. that need to be created.
7.1.2. Technical Development:
eCivis Technology Group will design, build, and test custom requirements within scope and integrate into
GMIS core functionality, eCivis will then demonstrate to key Boynton Beach management the core and
custom functionality.
7.1.3. Testing/Trial Usage:
eCivis Professional Services will work closely with the departments, Finance and City Manager's Office
to test and begin using GMIS. Sample data will be used to test end-to-end functionality. Real data will
be used to begin to test system capabilities on a day-to-day basis.
7.1.4. Departmental Rollout
Departments will be scheduled for transitioning to GMIS in a certain order. Key personnel will be trained
either by eCivis Professional Services staff or by Boynton Beach staff, eCivis Professional Services staff
will be available via phone and email to answer specific questions, eCivis and Boynton Beach will host a
series of onsite meetings to encourage usage, listen to user issues, and get user feedback on desired
additional functionality.
7.1.5. Management Reporting
eCivis Professional Services will work with the City Manager's Office to measure the quality and
extensiveness of the information being collected. Standard reports, report fi'equency, user security, and
other key items for management will be determined.
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eCivis.com, LLC Statement of Work
7.2. Maintenance
This SOW primarily covers the implementation portion, but also covers the maintenance phase in general.
The maintenance phase will begin after the successful completion of organization-wide rollout. The
maintenance phase consists of two components: Standard Maintenance as part of the annual license fee
and Custom Services that Boynton Beach wishes to purchase to further improve its operations.
7.2.1. Standard Maintenance:
In general, the standard maintenance includes the following: Ail upgrades to GMIS core functionality in
the Base Module, unlimited toll free help desk for usage-related questions, unlimited instructor led
webinar training, and all updated documentation. Standard Maintenance may increase in scope in the
future depending on the common needs of GMIS client base.
7.2.2. Custom Services:
This includes any functionality that Boynton Beach would like developed that eCivis determines is not
core functionality, additional onsite trainings, process improvement consulting, migration to Hosted-
Single Client Solution, data mining, 3'd party software integration or other services not directly related to
core functionality. As part of this SOW, eCivis agrees to a reduced rate for these services.
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eCivis.com, LLC Statement of Work
7,3. Custom Documents/Reports
The attached chart provides a high-level summary of the documents to be created during implementation.
The specific business processes and documents to be integrated will be finalized during requirements
gathering portion of implementation.
Documents
Reports
Organization Defined-Tasks
· "FY XXX Budget Grant Funding Form
· Grant Funded Mgmt Plan Form
· Closeout form
· 3 additional forms defined in Requirements
Gatherin~
· "Grants Information Report; FY XXXX"
Summary
· "Caants Information Report; QI FY
XXXX" Detail
· 3 additional custom reports
Up to 20 organization defined-tasks
In addition, Boynton Beach may request additional documents
considered crucial to successful Implementation. The final
nature of documents will be completed during thc requirements
~athcring portion 0fImplcmentation.
In addition, Boynton Beach may request additional reports
:onsidcred crucial to successful Implementation. The final
aature of reports will be completed during the requirements
gathering portion oflmplementation
rhese tasks arc specific to Boynton Beach's general processes
and can be mandatory or optional for the user with override
hapability. Tasks can integrate documents or can be imbedded
into a document for better visual presentation.
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eCivis.com, LLC Statement of Work
8. Approach
This section defines the approach that will be used to achieve the results and the project management
standards that will be used to control and monitor the project.
8.1. Delivery
The followin summarizes activities and deliverables for the GMIS
Weeks 1-2 Gather business requirements, confirm scope
Determine main POCs from each grant-active department
Determine custom reports, forms, and tasks
Gather historical data ne?ded for base input
Weeks 3-7 Design custom reports, forms, and tasks
Develop and test custom functionality
Migrate customized Boynton Beach Data to GMIS
Jointly determine practical organizational structure for GMIS
Weeks 8-14 User test and modify custom functionality
Train departments and stakeholders in GMIS usage
Test mock historical data
Begin real time data testing with departments
Weeks 15-20 Determine final security roles
Finalize reporting functionality
Finalize documentation
Based on a start date of the first week in October 2004, the system will be running and usable by
the City of Boynton Beach by February 20, 2005. If customer is unable to perform its roles, this
date may be delayed. ECivis will provide customer written notice if this date is likely to change
based on an inability of eCivis or Customer.
8.2. Deliverables
Business Requirement Detailed project plan based on Boynton Beach Feedback eCivis
Document
Report Mock-ups Visual Representation of Core Reports as defined by field eCivJs
Custom Organizational Structure of Boynton Beach's Grants, scalable for future phases, Boynton Beach/eCivis
Structure in GMIS reflecting organization structure of the County
Security & Permissions Security and Permissions of each user level, as determined with Boynton Beach/eCivis
Definitions Bo~mton Beach
Security & Permissions List of individuals, their security levels and permissions Boynton Beach/eCivis
List
Testing Scripts Scripts to be used to guide Boynton Beach stakeholders through eCivis
the testing phase
Training Documentation Full training manual to be covered during on-site training eCivis
meetings, for
Custom GrantsFlow m for The GrantsFlow m process will be customized to your own eCivis
Departments procedures and allow paperless approvals where applicable
The services provided under this agreement are on Time & Materials basis - quality and overall material
contained in each of the following documents is based on the information provided by the client and time
allowed by the client to be spent by the eCivis staffon each of these documents.
8.3. Implementation Location
eCivis will conduct this project at both Boynton Beach and eCivis's offices. All technical development
work will be done at eCivis's offices.
eCivis.com, LLC Statement of Work
8.4. Management Approach
The following sections describe agreed upon management approaches and procedures.
8.4.1. Status Reporting
eCivis will produce monthly reports that cover the following agenda:
· Accomplishments for the period
· Accomplishments planned for the following period
· Issues that may require management attention
· Risks to the project's success
· Time spent by each consultant on project
We also strongly recommend that Boynton Beach hold monthly meetings to go over project status and
resolve any issues.
8.4.2. Issue Management
Issues requiring Boynton Beach's attention (particularly those impacting project scope or schedule) will
be raised immediately with the Boynton Beach project manager, and addressed in the monthly status
meeting if unresolved. Boynton Beach will attempt to resolve the issue within the timeframe described.
If the issue cannot be resolved, then it will be escalated further and addressed by eCivis and Boynton
Beach's senior management.
8.4.3. Change Control
Changes that affect the project's scope and which impact the project's schedule will be escalated to eCivis
and Boynton Beach's senior management for approval.
9. Staffing and Responsibilities
9.1. Client Responsibilities
This section identifies Boynton Beach's responsibilities and the impact on the project if these
responsibilities are not fulfilled.
Selection of appropriate departments
User participation
Time and Materials
Management Contact & Oversight
Meeting Space
limited basis for orsanization-wide rollout.
Failure for departments to ensure usage will decrease chance
for good user feedback as well as provide limited basis for
organization-wide rollout.
Failure to allow staff and managers the time and materials for
discussions, interviews, testing, training and implementation
wi!i hamper effective implementation.
Failure to allow access to managers or quickly handle issues
raised by eCivis will hamper effective implementatibn.
Failure to provide Intemet-ready space on-site will hamper
efficacy of meetin~vs, feedback loop, and production.
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eCivis.com, LLC Statement of Work
9.2. Staffing
Roles and Staffing from eCivis.
Omie Ismail CEO eCivis Requirements gathering,
customization design,
management buy-in
Karl Rectanus Director of East eCivis Requirements gathering,
Coast Operations client questions and
feedback, project status
Jason Betz Director of eCivis Technical design,
Technology development, and
troubleshooting,
TBD Professional eCivis Answer user questions,
Services report errors
Roles and staffing from Boynton Beach.
Debbie Majors Grants Coordinator Boynton Beach Help define Functional
Requirements, select
departments, determine
customized forms,
reports, and
organization-wide tasks,
test final functionality,
promote usage. Project
Manager
Wilfred Hawkins Assistant City Boynton Beach Management sponsor for
Manager escalated issues, changes
to SOW.
TBD Finance Boynton Beach Help define functional
requirements and
develop core financial
information.
TBD Grant Team Boynton Beach Test Historical Data, be
Members main point of contact for
Departments
TBD Users Boynton Beach Use and test GMIS
functionality and provide
feedback.
eCivis.com, LLC Statement of Work
lO. Fees and Expenses
This estimate is based on the information contained in the SOW, the March 2004 Alpha Testing, multiple
discussions with staff and management of Boynton Beach, and eCivis experience creating GMIS core
functionality. If the scope of the project or if any of the assumptions are incorrect, the actual fees may
exceed this estimate, eCivis staff will be billed on a standard time and materials basis. The travel and
expenses incurred during the engagement are additional, and will be billed back to the customer at cost,
not to exceed $5,000.00. eCivis is very conscious of keeping travel costs low and typical costs for eCivis
will be much lower than a standard consultant but will increase if last minute meetings are necessary.
eCivis will invoice Boynton Beach for Services performed and Expenses incurred at the end of each
month in accordance with the Professional Services Agreement. EXpenses will be invoiced monthly as
they are incurred. All changes to this SOW shall be accepted in writing by both parties.
This revised Fee and Hourly rate structure is valid ONLY with a signed contract received by October 1,
2004. Any future Scopes of Work will not include Alpha Test Discounts and may or may not include
marketing discounts.
The cost for the GMIS core product and an estimate for services is detailed below.
10.1. Grants Management Information System Fee
Item Regular Price Discount Net Price
Initial License Fee - Small $50,000 50% $25,000
City/County Hosted-Shared (Alpha)
Annual Maintenance $12,500 ! 00% $0
(Year 1)* (Markctin§)
Annual Maintenance, Years 2+ $12,500 N/A $12,500
(First Payable One Year After
Implementation Finalized)*
*The first year's maintenance, beginning after implementation is finalized, is discounted to $0. Future
year's maintenance payable 12 months after the final implementation, and is detailed in Section 7.2 of the
SOW.
eCivis.com, LLC Statement of Work
10.2.
Implementation Fees & Expenses:
Requirements gathering $175 40 $7,000
Custom Development of forms, $175 50 $8,750
reports, tasks
Testing/Training $140 40 $5,600
Sub-total 130 $21,350
Contingency I 20% 26 $4,270
Estimated Services Cost ~ 156 ] $251620
Less Marketing Discount (based only on this quote and participation in ($17,000)
post implementation marketing).
E~timated Net Services Cost II $8,620
*Note: The above excludes reasonable travel expenses to client. Marketing based on project results will be in an industry
publication such as NACO News or similar with ICMA code of ethics in mind. Attendance of key person from City
Manager's Office for best practice or educational presentation to industry association may be requested, eCivis reserves the
right to use the positive outcome from this project in its marketing materials in accordance with Boynton Beach policies.
10.3. Maintenance Fees & Expenses:
Boynton Beach will receive a 25% discount off all rates for maintenance consulting for a period of up to 3
years from the start of the project. The rates for eCivis Professional, Technical Staff, and Regular (i.e.
Client Services or other) are as follows:
Regular Rate Boynton Beach Rate
Professional Staff(Senior $200 $150
Managers)
Technical Staff $180 $135
Regular Staff $140 $105
Maintenance does not include custom software upgrades or customized services as requested by Boynton
Beach, as described in 7.2.2 of this SOW. Boynton Beach will receive a 25% discount off list price for
upgraded software and custom services.
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