Dude Solutions (SmartGov) Proposal

PREPARED FOR
City Of El Mirage
Tom Bacome
Director of IT
12145 NW Grand Avenue
El Mirage, AZ 85335
PREPARED BY
Dude Solutions
11000 Regency Parkway, Suite 400
Cary, NC 27518
PUBLISHED ON
June 17, 2021
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Q-235277
This SOW has been defined to leverage DSI's experience, while optimizing the use of resources, thereby
maximizing cost efficiencies on behalf of Client.
Based on our current understanding of the complexity and scope of this effort and the expected involvement of
the DSI team resources, the current estimated Fixed Price for this engagement is shown in the Investment
table. This estimated cost breakdown is as follows:
Pricing is based on...
Subscription
SmartGov Connector Merchant
929.04 USD
SmartGov Connector Contractor
929.04 USD
SmartGov Connector Financial
929.04 USD
SmartGov - Enterprise
27,871.20 USD
SmartGov Permitting
0.00 USD
SmartGov Code Enforcement
0.00 USD
SmartGov Business License
0.00 USD
Subscription Term: 12 months
Subtotal: 30,658.32 USD
Implementation & Services
SmartGov Custom Implementation
0.00 USD
Workflow template customization (package of 10)
8,550.00 USD
Fees Configuration (Pages)
2,422.50 USD
General Config
1,900.00 USD
Existing Merchant Connector Configuration
1,140.00 USD
Map Connector Configuration
950.00 USD
Subtotal: 31,409.38 USD
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Parcel Connector Configuration
2,375.00 USD
Portal Configuration
950.00 USD
Contractor Connector Configuration
950.00 USD
Financial Export Connector Configuration
1,900.00 USD
Custom Reports
1,900.00 USD
Virtual Training
4,275.00 USD
Project Management
4,096.88 USD
Subtotal: 31,409.38 USD
Total Initial Investment
62,067.70 USD
*Initial term dates: 07/01/2021 - 06/30/2022
The above level of effort and associated pricing is based on the SMARTGOV package selected by City Of El
Mirage and is subject to change based on defined client requirements that may be discovered during project
delivery. Any identified project scope or requirements changes will be addressed via DSI Change Control
Authorization ("CCA") process.
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4

Introduction
Dude Solutions, Inc. ("DSI") is pleased to submit this Statement of Work ("SOW") to City Of El Mirage for
SmartGov Professional Services. SmartGov streamlines permitting, planning/zoning, Inspections, code
enforcement, and business licensing, providing efficiency for your jurisdiction and enhanced customer service
for your citizens. The package City Of El Mirage has chosen for implementation of SmartGov will be
implemented using proven processes and methodologies managed by an experienced project manager
dedicated to delivering a successful project.
DSI looks forward to the opportunity to deliver these services and the ever-lasting development of a strong
business partnership.
Custom Implementation and Features
The Custom Implementation leverages best practices but includes wide flexibility in Dude assisted
customization. It is based on our pre-configured settings to streamline your setup but allows full access to
modify your final configuration.
With Custom, you get access to the Full Software and your features include:
Feature
Custom
All Modules (Permitting, Licensing, Code Enforcement, Recurring Inspections)
Included
Public Portal
Included
Custom Fee Codes (across all modules)
Included
Custom Fields (across all modules)
Unlimited
Departments associated with Templates and Inspection Types (e.g., Building
Safety and Construction, Planning and Zoning, etc.)
Unlimited
156 Standard Reports and Output Documents
Included
Custom Reports and Output Documents
Unlimited (Additional Fee
Required)
Pre-configured Inspection Types (109 across all modules)
Included
Pre-configured Submittal Types (140 across all modules)
Included
Pre-configured Workflow Steps (152 across all modules)
Included
Additional Inspection Types
Unlimited (Additional Fee
Required)
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Feature
Custom
Additional Submittal Types
Unlimited (Additional Fee
Required)
Additional Workflow Steps
Unlimited (Additional Fee
Required)
Mobile App (Android and iOS)
Included
Pre-configured Templates and Workflow (77 templates across all modules)
Included
Additional Templates and Workflow
Unlimited Unlimited
(Additional Fee Required)
Case number formatting
Customized
Users
Unlimited
With Custom you will get access to the following Services:
Service
Custom
Project Management
Per Agreement
Public Portal Configuration
Self-service or Per
Agreement
Custom Code References
Included
Custom Condition Setup
Unlimited
Custom Field Configuration
Unlimited
Department Customization
Included
Fee/ Financial Setup
Per Agreement
Jurisdiction Specific Settings (Time zone, Holidays, etc.)
Included
Inspection Types Additions
Per Agreement
Template and Workflow Customization
Per Agreement
Template and Workflow Additions
Per Agreement
User Setup and Security
Included
Please talk with your account representative to determine timing for your Custom Implementation.
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Planning, Initial Set Up & System Level Configuration
As part of the General Configuration Dude Solutions will:
•
Create your database with our defaults
•
Load your users with Dude standard permissions (provided in Dude input sheet)
•
Load your Code References/Violation types (provided in Dude input sheet)
•
Load up to 20 additional custom attributes/details (not associated with fees)
•
Load your logo
•
Provide access to 156 reports/output documents (see list)
•
Provide ongoing access to our Virtual Classroom Training classes
Workflow Template Customization
CD-WT10 Dude will add up to x10 custom process templates across all modules (Permits/Licensing/Code
Enforcement/Recurring Inspections) until your product readiness date or 12 months after purchase whichever
comes first.
Financial Setup and Fees Pages
Based on your fee schedule Dude will:
•
Setup your fee code calculations
•
Load your FMS/GL Codes (provided in Dude input sheet)
•
Load your Valuation table (provided in Dude input sheet or ICC table)
•
Setup your fixture costs (if needed)
•
Load your custom attributes / details as required for your fee calculations
Public Portal Configuration Setup
The Dude will customize your Portal by:
•
Linking your logo
•
Exposing all permits/business licenses that you want your citizens to have access to
•
Will advise on best practices and load your custom verbiage into the available fields
•
Provide the access URL to add link to any needed jurisdiction web pages
Parcel Connector Setup
Dude will configure EITHER a Delimited Parcel Job OR ARCGIS Parcel Job on behalf of the customer
•
Delimited File – A delimited file may be uploaded to the job at runtime or may be made available to the
job via FTP using anonymous access or a username and password. The delimited file option supports a
single address for each individual parcel.
•
Parcel Layer – A parcel layer must be accessible by URL through an ESRI REST service. A secondary
address-only layer may also be provided for parcels that have more than one address. The layer(s)
must be publicly accessible and may be secured with a username and password.
The configured parcel job will be available for the customer to run on-demand. If using the ARCGIS option or a
delimited file that is accessible via FTP, the job may also be scheduled to run on a consistent basis (e.g., daily,
weekly, monthly, etc.).
Map (GIS) Connector Setup
The Dude will connect to your supported ESRI Map Service secured by a publicly trusted certificate issued by a
Certificate Authority.
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The clients Map Service must be publicly accessible and require no user authentication of any kind. The Map
Service must include a parcel layer with a designated field having parcel numbers that exactly match those
provided in the Parcel Connector source data (this layer may be the same as that provided for the Parcel
Connector if no authentication is required for access). Support for Feature, Tiled, and Web Map Services is not
included.
Custom base maps are not supported. Base maps from the ESRI base map library will be available for use.
Financial Connector Setup
The Dude will customize the configuration of the export to match your financial system input
needs. These customizations could include:
• Additional data fields
• Altered order of column information
• Alternate delimiter or fixed width formatting ***
Merchant Service Connector Setup
The Dude will setup our connector to your merchant vendor (from our authorized list of vendors).
The client will need to provide the relevant linking information for the Dude to complete the setup. These will
often include connection URLs, Login IDs, and Transaction Keys.
The Dude cannot get this information on the client's behalf due to security and privacy concerns.
Contractor Connector
This loading tool will import your online contractor license data from your online source. The tool can use a
delimited file or support a SODA query.
This SODA Query is currently only available in a limited number of states. Please inquire to see if your states
data is available via SODA and we are compatible with the load.
A delimited file load is also available. This process can either be automated on a schedule if we can get the file
via FTP site or manually processed.
The minimum required fields are:
•
Contractor Name
•
Contractor Address
•
Contractor License Number
•
License Type
•
License Exp. Date
Custom Reports
The Dude will build a report that has been designed and scoped by the client and provided as a PDF or Word
that represents a version of the final output of the report.
We will do a maximum of 2 revisions. Any additional revisions will require the purchase of an additional custom
report.
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Virtual Training
The Dude web-based training will train up-to 10 client users in a "train-the-trainer" format.
The training agenda will be agreed upon by the consultant and the client lead and is designed to provide the
client team with an interactive experience in the software to facilitate an understanding of the utilized parts of
the software.
All attendees must have attended the required Virtual Classroom Trainings (VCT's) prior to attending this
training. The consultant and PM will inform you of the classes that are required.
This training can span a 2-week period, provided in 3.5 hour sessions to meet client needs but will not exceed
eight sessions. Once the team has been trained on all utilized sections of the software the training is complete.
Change Control Authorization Process
Any changes to the defined scope will require a signed Change Order by the client. This
Change Order will outline the additional work required and costs associated with the change. It
will also include estimated changes to your launch schedule that must also be approved.
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Appendix
Parcel Configuration Setup
Parcel source data (delimited file or parcel layer) must include the following fields, at a minimum:
•
Parcel Number
•
Primary Situs Address
•
Primary Situs City
•
Primary Situs State
•
Primary Situs Zip Code
•
Owner Name
•
Owner Street Address
•
Owner City populated for USA addresses only
•
Owner State populated for USA addresses only
•
Owner Zip Code populated for USA addresses only
•
International Indicator with a value of "Y" for any owner address outside of the USA
•
International line including the full regional equivalent of the city, state and zip code for any owner
address outside of the USA
Inclusion of the following additional fields is recommended:
•
Parcel center point latitude in decimal degrees
•
Parcel center point longitude in decimal degrees
If using a secondary address layer with the ARCGIS Parcel job, the address layer must contain the following
fields:
•
Parcel Number
•
Secondary Situs Address
•
Secondary Situs City
•
Secondary Situs Zip Code
Inclusion of the following additional fields is recommended for the secondary address layer:
•
Address point latitude in decimal degrees
•
Address point longitude in decimal degrees
Map (GIS) Connector Setup
The following base maps are currently included (subject to change):
•
Imagery
•
Imagery Hybrid
•
Streets
•
Topographic
•
Navigation
•
Streets (Night)
•
Terrain with Labels
•
Light Gray Canvas
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•
Dark Gray Canvas
•
Oceans
•
National Geographic Style Map
•
Open Street Map
•
Charted Territory Map
•
Community Map
•
Navigation (Dark Mode)
•
Newspaper Map
•
Human Geography Map
•
Human Geography Dark Map
•
Modern Antique Map
•
Mid-Century Map
•
Nova Map
•
Colored Pencil Map
•
Firefly Imagery Hybrid
•
USA Topo Maps
Financial Connector Setup
By default, financial extract jobs are pre-configured and the included configuration of the Receipt Extract job
will produce a comma-delimited file with the following data points:
•
Receipt Number
•
Receipt Date
•
FMS/GL Code
•
Fund
•
GL Account
•
Fee Amount Paid
•
Fee Code Name
•
Permit/License/Case Number
•
Payer Name
The included configuration of the Receipt Extract – FMS/GL Summary job will produce a comma-delimited file
with the following data points:
•
FMS/GL Code
•
Fund
•
GL Account
•
Fee Amount Paid
The file output of the financial extract may be written to the customer's FTP site, if desired, to facilitate
automated external processing of the file. The customer may request the use of an alternate delimiter if a
comma is not acceptable.
The financial extract job may be run on demand or scheduled to run on a consistent basis (e.g., daily, weekly,
monthly, etc.). Companion reports designed for reconciliation and extract verification are also available.
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Proposal terms
•
Proposal has been prepared for City Of El Mirage ("Subscriber")
•
Proposal expires in sixty (60) days
•
Initial Term: 12 months
Order Form terms
•
This Order Form and its Services are governed by the terms of the Dude Solutions, Inc. Master
Subscription Agreement found at https://www.dudesolutions.com/terms
(https://www.dudesolutions.com/terms) ("Terms"), unless Subscriber has a separate written agreement
executed by Dude Solutions, Inc. ("DSI") for the Services, in which case the separate written agreement
will govern. Acceptance is expressly limited to these Terms. Any additional or different terms proposed
by Subscriber (including, without limitation, any terms contained in any Subscriber purchase order) are
objected to and rejected and will be deemed a material alteration hereof.
•
The Effective Date of the Agreement between Subscriber and DSI is the date Subscriber accepts this
Order Form.
•
During the Term, DSI shall, as part of Subscriber's Subscription Fees, provide telephone and email
support ("Support Services") during the hours of 8:00 AM and 6:00 PM EST, Monday through Friday,
excluding New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, day after
Thanksgiving, Christmas Eve and Christmas Day ("Business Hours"), except Community Development
Services, where Business Hours means 5:00 AM – 5:00 PM PST.
•
Acceptance of this Order Form on behalf of a company or legal entity represents that you have authority
to bind such entity and its affiliates to the order, terms and conditions herein. If you do not have such
authority, or you do not agree with the Terms set forth herein, you must not accept this Order Form and
may not use the Service.
Additional information
•
DSI fees do not include any taxes, levies, duties, or similar government assessments for which
Subscriber may be responsible. Tax exemption certifications can be sent to
accountsreceivable@dudesolutions.com (mailto:accountsreceivable@dudesolutions.com).
•
Billing frequency other than annual is subject to additional processing fees.
•
Please reference Q-246244 on any applicable purchase order and email to
accountsreceivable@dudesolutions.com (mailto:accountsreceivable@dudesolutions.com)
•
Dude Solutions, Inc. maintains the necessary liability coverage for its products and professional services.
Proof of insurance can be provided upon request.
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Signature
Presented to:
Q-235277
June 17, 2021, 12:04:33 PM
Accepted by:
Printed Name
Signed Name
Title
Date
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