Amendment #3

City of Glendale — Regular Meeting (2021-06-22)

Extracted text (via ocr_local) 25132 characters

C18-0605-3

AMENDMENT NO. 3
AGREEMENT FOR ENTERPRISE ASSET MANAGEMENT SOLUTION (EAMS)
(City of Glendale Solicitation No. RFP 18-19, Contract No. C18-0605)

This Amendment No. 3 (“Amendment”) to the Agreement for Enterprise Asset
Management Solution (EAMS) (“Agreement”) is made this day of , 2021,
(“Effective Date”), by and between the City of Glendale, an Arizona municipal corporation
(“City”) and TriTech Software Systems, a California corporation authorized to do business
in Arizona (“Contractor”).

RECITALS

A. City and TriTech Software Systems (“Contractor”) previously entered into
Agreement for Enterprise Asset Management Solution (EAMS), Contract No. C18-
0605, dated June 29, 2018 (“Agreement”); and

B. The Agreement had an initial five-year term beginning June 29, 2018 through June
28, 2023 and provided the option to extend for two additional three (3) year terms;
and

Cc. On December 31, 2019 Contractor and/its successor notified the City that Lucity,
Inc. ("Assignee") was consolidated by CentralSquare Technologies, LLC into
TriTech Software Systems. CentralSquare Technologies, LLC informed the City that
TriTech Software Systems will petform all services required by the patties!
Agreement and will assume all obligations, duties, interests and rights associated with
the Agreement. The City hereby consents to this Assignment; and

D. City and Contractor previously entered into Contract Amendment No. 1 for the
addition of API integration with NorthStar Utility Solutions and increasing the not
to exceed amount by $41,000.

E City and Contractor previously entered into Contract Amendment No. 2 for the
addition of setup of Project Management for Field Operations and increasing the not

to exceed amount by $100,000.

FB. City and Contractor wish to modify and amend the Agreement subject to and strictly
in accordance with the terms of this Amendment.

AGREEMENT
In consideration of the mutual promises set forth herein and other good and valuable
consideration, the receipt and sufficiency of which ate hereby acknowledged, the City and

Contractor hereby agree as follows:

1. Recitals. The recitals set forth above are not merely recitals, but form an integral
part of this Amendment.

1/2/20

Term. The term of the Agreement is unchanged.

Scope of Work. The Scope of Work will add Project Management for Parks &
Recreation as provided in the Implementation Statement of Work in Exhibit A.

Compensation. The compensation for this Agreement will increase by $48,750 as
provided in Exhibit A. The total compensation available under this Agreement shall
not exceeed $1,061,425 for the initial term and any renewal tetms.

Insurance Certificate. Current certificate will expired on August 31, 2021. A new
certificate applying to the extended tetm must be provided to Procurement and the
Contract Administrator in ordet for this Amendment to become effective.

Non-disctimination. Conttactor must not disctiminate against any employee or
applicant for employment on the basis of race, color, religion, sex, national origin,
age, marital status, sexual orientation, gender identity or expression, genetic
characteristics, familial status, U.S. military veteran status or any disability.
Contractor will require any Sub-contractor to be bound to the same requirements as
stated within this section. Contractor, and on behalf of any subcontractors, warrants
compliance with this section.

No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are
applicable, the parties hereby certify that they are not currently engaged in, and agree
for the duration of the Agreement to not engage in, a boycott of goods or services
from Israel, as that term is defined in A.R.S § 35-393.

Attestation of PCI Compliance. When applicable, the Contractor will provide the
City annually with a Payment Card Industry Data Security Standard (PCI DSS)
attestation of compliance certificate signed by an officer of Contractor with oversight
responsibility.

Ratification of Agreement. City and Contractor hereby agree that except as
expressly provided herein, the provisions of the Agreement shall be, and remain in
full force and effect and that if any provision of this Amendment conflicts with the
Agreement, then the provisions of this Amendment shall prevail.

[Signatures on the following page.]

1/2/20

DocuSign Envelope ID: 960EF8E8-908B-49FA-AD34-ODD2ECCAFE6D

ATTEST:

CITY OF GLENDALE, an Arizona
municipal corporation

Kevin R. Phelps, City Manager

Julie K. Bower, City Clerk

APPROVED AS TO FORM:

(SEAL)

Michael D. Bailey, City Attorney

TriTech Software Systems
a California corporation

DocuSigned by:
| Daw Maier

By: Dan Maier

Its: CRO

1/2/20

Exhibit A

SALES ORDER
PURSUANT TO EXISTING AGREEMENT

Order Number:

This Sales Order is intended as a binding Agreement between the City of Glendale, AZ and TriTech Software Systems, a CentralS quare
Technologies company, and shall be effective as of the date of the last signature herein.

Quote Number: Q-40164 is attached hereto as Exhibit “A”. The Quote contains a description of all products and services sold pursuant
to this Sales Order. The Quote is hereby incorporated by reference as a term of this Sales Order.

Payment Terms. Fees for Professional Services shall be fixed and due pursuant to the following milestone table:

Line No. | Milestone Deliverable
20% Initiation Completion of initial Kickoff meeting
20% Planning Delivery and sign off of the Implementation Plan Schedule

Delivery and sign off of Configuration Acceptance document that all
20% Configuration necessary configuration and testing has been completed

Delivery and sign off of detailed Training Materials in electronic printable
20% Training format

Delivery and sign off of Go-Live Acceptance document which includes an
20% Go-Live issues log and resolution plan

Payment due in full 30 days from date of invoice.
Statement of Work: The Services to be peformed shall be described in the Statement of Work attached hereto as Exhibit “B”.

Master Agreement. This Sales Order shall be goverened by the terms and conditions of the existing Agreement between the parties,
more specifically described as: Agreement for Enterprise Asset Management Solution (EAMS), Contract No. C18-0605, dated June 29,
2018, as subsequently amended by the parties, (the “Master Agreement”). NO OTHER TERMS OR CONDITIONS OF THE MASTER
AGREEMENT ARE NEGATED OR CHANGED AS A RESULT OF THIS DOCUMENT.

Purchase Order. Customer may provide CentralSquare with a valid purchase order, upon execution of this Sales Order.
Notwithstanding anything to the contrary herein, purchase orders are to be used solely for Customer’s accounting purposes and any terms
and conditions contained therein shall be deemed null and void with respect to the parties’ relationship and this Sales Order. Any such
purchase order provided to CentralSquare shall in no way relieve Customer of any obligation entered into pursuant to this Sales Order
including, but not limited to, its obligation to pay CentralSquare in a timely fashion.

Acceptance of Order Terms. By signing this Sales Order below, Customer represents and warrants that: (a) it has read and understands

the Master Agreement and Quote that are incorporated by reference into this Sales Order and agrees to be bound by the terms thereof,
and (b) it has full power and authority to accept this Sales Order.

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Exhibit A

1000 Business Center Dr. 5850 W. Glendale Ave.
Lake Mary, FL 32746 Glendale, AZ 85301
By: By:
Print Name: Print Name:
Print Title: Print Title:
Date Signed: Date Signed:

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Exhibit A

Quote #: Q-40164 Quote prepared for:
Quote expires on: June 02, 2021 Danielle Dutsch
City of Glendale

5850 W. Glendale Ave.
Glendale, AZ 85301
623-930-4135

Thank you for your interest in CentralSquare. CentralSquare provides software that powers over 8,000 communities. More
about our products can be found at www.centralsquare.com.

WHAT SERVICES ARE INCLUDED?

DESCRIPTION TOTAL
Public Administration Consulting Services - Fixed Fee 13,065.00
Public Administration Data Conversion Services - Fixed Fee 5,070.00
Public Administration GIS Services - Fixed Fee 5,070.00
Public Administration Project Management Services - Fixed Fee 8,190.00
Public Administration Technical Services - Fixed Fee 8,580.00
Public Administration Training Services - Fixed Fee 8,775.00
Services Total 48,750.00 USD
QUOTE SUMMARY
Services Subtotal 48,750.00 USD
Quote Total 48,750.00 USD

WHAT ARE THE RECURRING FEES?

TYPE AMOUNT

FIRST YEAR MAINTENANCE TOTAL $0.00

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Exhibit A

FIRST YEAR SUBSCRIPTION TOTAL $0.00

The amount totals for Maintenance and/or Subscription on this quote include only the first year of software
use and maintenance. Renewal invoices will include this total plus any applicable uplift amount as outlined in
the relevant purchase agreement.

This Quote is not intended to constitute a binding agreement. The terms herein shall only be effective once
incorporated into adefinitive written agreement with CentralSquare Technologies (including its subsidiaries)
containing other customary commercial terms and signed by authorized representatives of both parties.

BILLING INFORMATION

Fees will be payable within 30 days of invoicing.

Please note that the Unit Price shown above has been rounded to the nearest two decimal places for display
purposes only. The actual price may include as many as five decimal places. For example, an actual price of
$21.37656 will be shown as a Unit Price of $21.38. The Total for this quote has been calculated using the
actual prices for the product and/or service, ratherthan the Unit Price displayed above.

Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of
Customer. This is not aninvoice.

For customers based in the United States or Canada, any applicable taxes will be determined based on the

laws andregulations of the taxing authority(ies) governing the "Ship To" location provided by Customer on the
Quote Form.

PURCHASE ORDER INFORMATION

Is a Purchase Order (PO) required for the purchase or payment of the products on this Quote Form?
(Customer to complete)Yes [] No [ ]
Customer's purchase order terms will be governed by the parties’ existing mutually executed agreement, or in

the absence of such, are void and will have no legal effect.

PO Number:

Initials:

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Exhibit A

EXHIBIT B- Implementation Statement of Work
Project: Glendale AZ, Enterprise Asset Management (EAM) Additional Implementation 2021

CentralSquare is implementing a configurable, commercially available, off-the-shelf solution. The parties
mutually agree and acknowledge this Statement of Work (SOW) is to be a planning document, not the
detailed requirements or design of the solution.

Project Start Date

Parties agree the Project Kickoff Meeting will be scheduled within sixty (60) days from the Effective Date
of the CentralSquare Solutions Agreement.

Services Scope

The following outlines the proposed methodology for the project management, consulting,
configuration, testing, training, and other services work necessary for the implementation.

Functional Groups

The Enterprise Asset Management solution will be implemented for the City for the Parks and
Recreation functional group.

Project Teams

Project teams from all parties will include functional experts, technical resources, and decision makers.
Resource management is critical to success, for all parties. CentralSquare and the Customer agree to
make all necessary arrangements to ensure resources are available at each stage to ensure timelines are
met. CentralSquare uses a RACI (Responsible, Accountable, Consulted, and Informed) chart to outline
the expectations from each member of the team, from all parties. A sample RACI Chart can be found
below.

Project Management Methodology

The implementation is conducted by a cross-functional team of experts from several departments within
CentralSquare led by the assigned Project Manager. A phased approach to project management is
followed to ensure the critical services are consistent and results are achieved. Phases include:

Initiation: This phase includes the contract execution and transition to the Service Delivery team.
CentralSquare may schedule an all-team meeting to kick off the project. The kickoff meeting will include
time for the project managers from both teams to review all contractual documentation and begin the
process of finalizing the integrated project schedule.

Planning: During the planning phase, the project managers from both teams will meet to discuss all
tasks and resources necessary to successfully complete implementation. The project team from
CentralSquare will be finalized, project governance will be established, and a communications plan will
be drafted and shared with the parties.

Deliverables during the planning phase include the integrated baseline project schedule,
communications plan, resource plan, and governance plan.

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Exhibit A

Monitor and Control: Throughout the project, the project managers will work together on monitoring
and controlling the overall project health. This includes regular status meetings/reports, quality reviews,
managing risks/issues, and managing resources. Project managers will work together to manage the
overall timeline, scope and respective budgets, as well as ensuring the customer’s objectives are being
met along the way. Any items determined to be out of scope will be immediately address by Central
Square and customer Project Manager.

Project governance is essential to establishing a decision making and communications model for the
project. Key stakeholders will be identified by all parties and regular status meetings will be scheduled
to review the project health, risks to timeline/budget, and issues that may block forward progress.

Deliverables during this phase include regular status reports, risk/issue log, regular stakeholder
meetings, and all project schedule updates.

Project Close Out: The final stage of the project includes an introduction and transition to the Customer
Support team and the Customer Success team. During transition, the project managers will work
together to conduct an audit of tasks and deliverables associated with the project. Any mutually agreed
upon delayed deliverables will be scheduled for post go-live and documented. Any contracted post go-
live activities will be reviewed and scheduled as necessary before transition to Customer Support.

Implementation Methodology

CentralSquare Professional Service Consultants and Project Manager follow a standard implementation
approach divided into stages throughout the course of the project. Several types of services and
resources (defined herein) will be used during each stage to complete the necessary steps for successful
deployment of the contracted services.

Analysis:

During this stage of the implementation, CentralSquare Consultants will meet with the Customer's
functional experts to review the current workflows of key functions impacted by this project and the
contract software. In this stage we also begin the process of data conversion by analyzing your legacy
data. Significant tasks include:

Major Task Description

Business Process Remote workshop meetings with different areas of EAM reviewing and
Review analyzing all key business processes. All sessions will be discussions on
processes relating to that area within EAM. Deliverable: EAM Formal BPR
Report and Recommendations.

Workflow setup The consultant will use a work-booking process to gather the required inputs
for all possible workflow combinations within the Work modules. Categories
help organize work by organizational division and asset type, Problems define
the reason work is being done, Tasks identify the actions taken and Causes
capture the reason the Problem occurred.

GIS Integration The GIS specialist will first perform a GIS audit to review the existing GIS
architecture and discuss ESRI deployment options. A data mapping exercise

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Exhibit A

Major Task Description

will then align each GIS feature class layer to the pertinent asset module and
the GIS data will be loaded into EAM using synchronization tools. Once the
initial GIS data has been loaded, the various system settings will be adjusted
to refine how data flows between EAM and GIS to ensure full synchronization
for all editing workflows. Customer is responsible for providing asset IDs and
any asset tagging that may be required.

Data Migration The process of mapping fields from a legacy system to a comparable field in
Mapping the new CentralSquare system. This could also refer to mapping legacy codes
to new codes setup in the new application.

Configuration:

Finalizing the EAM configuration will be a collaborative process driven by the functional requirements
discovered during the business process review and through consultative engagements between
CentralSquare staff and the customer’s Subject Matter Experts. Significant tasks include:

Major Task Description

The Work-Booking | The Consultant will work with the client remotely across multiple sessions to
Process refine the workbooks to a final state of acceptance.

System The consultant will build the initial configuration based on the Business
Configuration Process Review and Workflow Setup activities. Further refinement of the

system configuration will be performed collaboratively with subject matter
experts from each functional group.

Configuration The consultant will work with the system administrator to develop an

Validation Acceptance Test Plan to verify the configured EAM meeds the stated
functional requirements.

Admin Skills Training classes, designed as hands-on workshops, include building code

Workshops tables, picklists, system settings, and assignment of security permissions.

Designed for supervisors, system administrator, and staff with decision-
making authority. Please see below for more details.

Admin Skills Workshops:

The System Administrator training classes are designed as hands-on workshops, include building code
tables, picklists, system settings, web dashboard / form / view configuration and assignment of security
permissions. Designed for supervisors, system administrator, and staff with decision-making authority,
these workshops help define the application configuration process for designated project committee
members. These classes should be attended by those responsible for maintaining user information and
code tables, as well as by subject-matter experts in the specific application area. Class time focuses on

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Exhibit A

configuration under the guidance of the assigned CentralSquare trainer, as well as to discuss
CentralSquare recommendations regarding potential configuration options as identified.

Class Title Training Intended Topics Location
Type Audience
System Instructor- System Admins System Settings Remote
Admin led Web Configuration
Training Work Flow Setup
Security
Import & Update
EAM and GIS
Integration

Integration / Interfaces:

GIS Map Setup

Integrations and/or interfaces contracted for this project includes:

Integration/ Use of

System
Interface ”

QAlert Interface to
push work
request
information
for Parks and
Rec into EAM
and senda
status update
back to
Qalert when
the request is
closed in
EAM

ESRI GIS Uses a
published
feature
service to
synchronize
data and

display map

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Type / Import/ Interface
Frequency Export Method
Daily / Import / RESTAPI
Weekly / Export

Monthly / As

needed

Daily / Import / Web services
Weekly / Export

Monthly / As

needed

Exhibit A

Integration/ Use of Type / Import/ Interface
System Frequency Export Method
Interface
data within
the system
Testing:

Testing will assess your team’s readiness for Go Live. It is an iterative process, conducted by the

client, to verify the configured EAM meets the stated functional requirements. This phase in especially
important to ensure a smooth transition at go-live. All testing will be done in client’s test
environment. Significant tasks include:

Testing Tasks Definition Deliverable
Planning CST will work with the System Administrator to Acceptance Test
develop an Acceptance Test Plan to verify the Plan

configured EAM meets the stated functional
requirements. This Plan will include user test scripts
covering the various EAM functions

Issue Tracking CST will collaborate with the System Administrator Issues Log
to maintain a log of issues, configuration problems,
and software malfunctions identified during testing

Issue CST will work collaboratively to resolve all such

Resolution issues, problems and malfunctions to the customer’s
satisfaction

Acceptance System Administrator will perform acceptance

Testing testing to ensure acceptance criteria items have
been addressed, and certify EAM is ready for “go-
live”

Go Live Support | This session will be used to provide support for Go
Live. The topic will be determined by client needs.
See Go Live below.

TRAINING:

End-User Training

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Exhibit A

End-user training provides hands-on, process-based instruction focusing on key tasks related to users’
job responsibilities. A CentralSquare instructor provides materials and facilitates training on the chosen
contracted solutions. End-user classes incorporate extensive activities based on realistic scenarios
focusing on processes and tools within the applications for productive use of the system at and after Go-
Live. Topics in end-user classes will include data entry, searching, reporting, and application navigation.

Core Solution

Overview
Training

Work
Requests

Work Orders

Assets

Asset
Inspections /
Readings

GIs

Deployment:

Training
Type

Instructor-
led Training

Intended Audience

System
Administrators
SMEs

Topics

EAM Overview
Dashboards
Forms / Views
Document Control

Customer Information
Request Information

Status Tracking
Workflow Setup
Resource Tracking
Assets / Locations

Attribute editing

Condition Assessment
Readings / Monitoring

Show in Map
Open View in Map

Create Request in Map

Create Work Order in
Map

Add Asset/XY from
Map

Location

Remote

Once the project passes the Go-Live readiness assessment, final planning for Go-Live takes place. This
will include completing the staging of the production environment, defining a communications plan for
Go-Live, and defining a Go-Live schedule that is mutually accepted significant tasks include:

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Exhibit A

Major Task

Configure
Production
Environment

Plan Cutover
Schedule and
Comunications

Execute Go Live

Go Live Support

Description

CentralSquare Consultant completes the Configuration Validation checklist of
the system to verify system is configured to meet the requirements.

Describes tasks to be handled by CentralSquare and Customer

personnel during the initial cutover to Go-Live, including a detailed schedule
of CentralSquare personnel covering each shift with resources, process for
reporting issues, how they will be handled or escalated, contact
names/phone numbers of onsite staff, remote and third-party vendors.

The transition from the legacy system to the EAM system. Conducts normal
day-to-day business with the new system.

This session will be used to provide support for Go Live. The topic will be
determined by client needs. See Go Live below.

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Exhibit A

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+ Consuites (Anyone’stakeholders that can talk about it) ;

+ Informed (Whose werk depends on this taskineeds to be

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